A simple way to help you save yourself some precious time is with the time management strategy of; become a ‘walking question mark’. Question what you do with your time because there are always better ways to do things or you might find you don’t need to do them at all!
Here are 7 key questions to ask yourself, with hints for the five Time Management Styles:
1. How can I do this task more efficiently? Yes, we know it sounds simple and even obvious but most out us operate out of habit for much of what we do each day. Look for a shortcut, a way to trim time off the task. One way to do this is to learn more about the software that you use most to ensure you’re using shortcuts. If you use MS Office suite, for instance, there are dozens of online tips. A little time invested now can save you hours each week.
If you’re a Focused Fiona, questioning what you do can be a challenge because you’re likely to have good systems in place already. But you run the risk of doing more than is really necessary. So be rigorous on yourself and look for opportunities to create short cuts.
2. Do I do this same task regularly? If you do, make sure you create yourself a template or numbered job description to follow. On these, write out the steps you need to take so you don’t have to remember or worse, start from scratch each time. And even better, when you employ someone else to do these jobs, there’s already a well-thought-out operations manual for them.
3. Did I put my paperwork away when I finished with it? Remember, the job’s not done until you’ve put away the paper work! Limit the steps you take when managing paperwork and file it as soon as you’re finished. It gives a great sense of progress as well to have it off your mind or desk.
If you’re a Last Minute Lucy or Juggling Julie this is a good discipline to get yourself into. The best way to make this a habit though, because you might find it a struggle, is to focus on the reward of getting a task done. Giving yourself rewards for completing tasks is very important because they will help you overcome procrastination.
4. What did I forget today? At the end of the day note down how many times you realized you forgot to do or get something. If you’re a bit forgetful or find you’ve just got so much on, little things slip, and this will help you gain a sense of how much this is an issue for you or not. If you find there are more than a couple of things, write yourself a master list each week of what you want to achieve or need to get done (personal and work) and refer to it each day when you create your daily action list. This is a useful way of keeping tabs on those little things.
5.What is my highest priority right now? Is what I am doing important or necessary? This is a great focusing question. When you ask this question you will find it easier to stay on task with activities that really make a difference. You’re also less likely to get to the end of the day and find you haven’t dealt with your highest priorities. To help you answer this question, be clear about your goals because they will determine your priorities and on what to spend your time. Identify how much time you are spending on those less important or less necessary tasks. Are you prepared to live with this? If not, decide what you will stop doing or hand to someone else.
Juggling Julie, this is a great question to ask yourself because too readily you can find yourself agreeing to projects or tasks because they made sense (or sound more fun) to you at the time, but aren’t helping you achieve your goals. Ask yourself this each time you move to a new task.
6. A related question is, why am I doing this? If you are doing a task that isn’t necessary or important in your work role, are you doing it to please someone else? Or is it something that makes you feel good to do? This question is particularly good for Helpful Helens who may not take the time to question themselves in this way. There is no right or wrong answers. You just need to get clear about the reasons behind what you spend your time on.
7. What impact is what I am doing having on the important people in my life? This is a big picture question to ask when reflecting on your goals, making major decisions in your life or struggling to feel motivated. It will give you the resolve you need or the chance to review.
For a Driven Diana, this question helps you to reflect on the real impact, of your actions, not just at a business level, but personally. This can also be a reminder question about timing. When you ask this question on a daily basis, it can relate to the time of day you carry out actions, too so you have time for the important people.
Not all these questions will be right for you… pick the one(s) that work best for you and give them a go for a week.
You know the saying, ‘seek and you will find’? It is true for so many things – including ways to save time. You’ll find they are all around you – all you need is to know what to look for.
Let us know how you go… what came up for you?
