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Most of us have felt swamped at
one time or another. With hectic work schedules, family responsibilities,
and social engagements, there just doesn't seem to be enough time
for everything we need and want to do. However, there is light at
the end of the tunnel. Although life will always provide us with
its little twists and turns, once we learn to manage our time wisely,
much of the day-to-day chaos in our lives can be reduced or even
eliminated.
The first step in learning how
to manage your time is to develop a general work schedule. Your
work schedule should include time for yourself as well as time for
the maintenance of your business.
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After you've defined the major
elements of your workload, the next step is to prioritize them by
identifying critical deadlines, routine maintenance items, and fun/relaxation
time. Answering questions like "How much time do I have to
make this decision, finish this task, or contact this person?"
will help you to start identifying what needs to be done immediately
versus what can wait. Setting priorities depends on deadlines, how
many people you must call to get the information you need, and whether
you can delegate or get assistance from others. If you are involved
in group projects, reserve additional time for communication and
problem-solving.
Once you have identified your priorities,
look at all of your options for achieving them. Evaluate and move
forward with the ones you feel are the most useful for you. The
only time to consider changing approaches mid-task is when you know
the change will save time. If you are in doubt, it is usually best
to consider in the direction you started.
By setting up your work schedule
and identifying your priorities, you have already started down the
road to more effective time management. Other time management suggestions
you may find useful for managing both your business life as well
as your personal life include the following:
- Contract out tasks. Contract out tasks you do not have the expertise to complete. Your client
will appreciate your honesty and effort to get the best result.
- Start with the most worrisome task. Start
the morning, afternoon, or evening with the most worrisome task
before you. This will reduce your anxiety level for the next task.
- Complete deadline work early. Not only will this reduce stress and lighten your
work schedule, but it will also give you more self-confidence
about managing your schedule.
- Know your capacity for stress. When you are hitting overload, take the break
you need (even if it is a short one) when you need it.
- Stay organized. Take time at the end of each day to briefly organize your desk
and make reminder lists of tasks for the next day or week.
- Take advantage of "down time". Allow yourself some "down time"
between busy periods to review your schedule and reevaluate your
priorities.
- Get physical. Physical exertion such as walking, bicycling, swimming, or organized sports
activities helps to discharge stress. Stretching, yoga, jumping
rope, sit-ups, playing with children, or doing yard work are other
types of therapeutic breaks you should consider during times of stress
- Have fun. Be sure to have some fun while working or playing; a good sense
of humor can keep most problems in perspective.
- Divide up your time. Decide how much time to spend on business
development, personal needs, volunteerism and family. Start by
allowing 25 percent of your time for yourself. Each time you make
a commitment, set a timeline for your involvement. Remember that
maintenance takes at least 25 percent of the time you spend on
any project whether it's business, marriage, or serving on the board of a non-profit organization.
- Build flexibility into your schedule. Your availability to family and friends depends
on the flexibility you build into your schedule. Female business
owners frequently have the primary responsibility for making sure
family members are cared for when they are dependent or ill, so
it's necessary to leave some time in your schedule for emergencies
or to have good backup resources. Get to know your neighbors so
you know who to call on for help in times of crisis.
In the bigger picture, consider
the relationship between your business life and your personal life.
Be as realistic as possible when answering the following questions,
keeping in mind what is most important to you:
- What are your long term goals? Your partner's goals?
- Where are the conflicts, and where are the similarities?
- What is it that you really want to do? List all possible ways to accomplish
this.
- How long will it take you to reach your goal?
- How do your timeline and goals affect your family (parents, siblings,
partner, children)?
- How do your personal goals conflict with or match your business goals?
- How much time can you donate to community programs?
- Have you talked about your personal goals with your business partner?
- Have you talked about your business goals with your personal partner?
Don't underestimate the toll that
emotional stress takes on your physical health and your ability
to concentrate on your work or enjoy time with your family. Make
sure you have time for the important people and events in your life.
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