By: Jesus C. Vazquez, PMAC
There is never enough time in the day to accomplish all the things we set forth to do. We end the day feeling tired, drained and confused and unaccomplished. “If only the day had an extra hour….” is usually followed by a statement of something we wish we could’ve done. We then go to sleep, wake up and do it all again day after day. Our lives are filled with rushed tasks, getting your work done and helping others throughout the day takes priority over some of our important to do items, goals and desires that we never really get to. What would you do with an extra hour each day if you could have it?
Whichever way we look at it, there will always be twenty-fours to the day, so hoping for an extra hour each day is not an option; and sleeping less so you can have more time is not the best solution. Many will testify that sleep deprivation can lead to burnout, mood swings, health problems and a lack of focus needed for the day that lays ahead of us. Realize we often work busy, rather than smart. However, you can put into use some techniques to optimize how we use our time.
Here are some simple steps you can take to learn to master the Twenty-Four hour cycle.
Simplify non-essential tasks.
Simplify those non-essential tasks that take time. One of the most dreaded days is laundry day, and yes whoever you ask will testify to this. Take for example washing and pairing socks. A non essential task, yet we take a long time sifting through the laundry to match socks, and search some more for those missing. Simplify this task, get rid of all your socks. Go purchase 12 new pairs of socks of the exact same brand, toss them on a your drawer once they are washed, and just reach every morning for two socks that will always match. This is a very useful tip when it is applied to other areas in your personal and work life. Simplification leads to less time being spent on things or tasks.
Delegate to others
Have a busy and stressful week before going on a trip, yet you need to have your car cleaned? Take it to the car wash and pay to have it washed and cleaned. This will free your time up and allow you to tackle other more important tasks.
If you are a manager or a trainer at work, delegate projects that will allow others to learn and accomplish something in a new arena. No not everyone will do things exactly as you would like them done, but things could get done while allowing others to rise to the task.
Use a Timer
Buy yourself a cooking timer and start timing tasks, just like you would with cooking. Make it a goal to only spend 7 minutes at the grocery store when you know you are just picking up the bread, the milk and the dish soap. Maybe you would not want to walk into the store with a timer, but make it a fun game… check the time on your cell phone as you walk in. Rush and stay focus to just pick up the items you need and get out of the store with in those 7 minutes. Avoid the rounding and browsing of the grocery store. Apply this to other tasks, for instance set an allowed time for running payroll, or for doing the office cleaning. This will make you more productive.
Your email, and phone conversations could be handled just the same. Allow yourself only a certain amount of minutes to browse your email inbox each morning and at the end of the day. Avoid spending more time than it is needed. Initiate a phone call with focus by letting the other person know you only have a few minutes and what it is that you want to talk about. Keep an eye on the clock. Give yourself a budget of time when working on things, set a reasonable amount of time to get things done.
Develop smart habits
Letting the sticky notes pile up on your desk is not the best idea. Learn to use free time to tackle those one minute to-do-items throughout the day, rather than trying to schedule a time to get it all done at once.
Learn to accomplish things by reducing the amount of times you “touch” or “think” of a task simply by following the rule of “touch it once”. If it is in your hands, what is the next action you should take on this: Trash it, Store it or Archive it, or Act on it.
The Weekly Review
Spend thirty to sixty minutes at the end of the week to re-evaluate your week and to plan ahead for the following one. Please consider:
What tasks that didn’t get done, no longer need to get done?
What work or busy time was really wasted time?
What tasks can you handle this following week?
What things can you prepare in advance?
What are you doing with your newly found extra hour each day? Out of this time make sure to invest at least 20 minutes into thinking time. Weather it is sitting in your car before work, taking an extra long shower, or going out for a walk, you should be investing on some alone thinking time.
During this quiet time it is when you could have your next sudden realization, your next creative idea, or the time to count your blessings. Now it will be up to you on what to do with the other forty minutes.
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