Set goals and keep track of whether or not you are accomplishing them. Use organizational tools to help you complete your goals. Determine what tasks must be done today, what your long-term deadlines are, and what things need to be accomplished in the future. Reevaluate this list as necessary. Always leave time in your schedule for the unexpected. Twenty to thirty hours of your week should be devoted to specific tasks.
However, attempt to leave around ten hours free for the unexpected. You never know when you will need more time on a project than you expect or when a personal issue may arise that must be addressed. In order to choose tasks you must be aware of as many chores and projects as possible. In order to do this, every planning session must have a list.
You Must Have a List! List all your tasks, then rate them, and list them again in order. Then you can schedule them. Every task you do should first have to pass this benchmark. You have goals, priorities, and objectives. Does every task contribute to your big picture? Estimate how much time each task will take, then imagine what you would do with the time if the task were cancelled.
While not always possible, everything you do should contribute to your objectives. Why is the Task Urgent? While urgency should be a mindset of business, urgency should also be questioned — ruthlessly. Is the urgency only appeasing someone else? What has caused the urgency?
Many urgent situations have been caused by mistakes. Determining the cause of urgency can eliminate or postpone a task and lead to prevention measures of interruptions and mistakes. Customers might be making demands that are unnecessary. Check with all parties involved. The Delegation Qualifier Are you the only person that can handle the task?
Sometimes you might be, but many times someone else can perform for you. Delegate everything possible to free up your schedule. Are You Utilizing Technology Could an in person appointment be a phone call? Conference calling can rule out travel and save an enormous amount of time.
Could you email instead of calling? Email can be done on your terms when you want. You will have time to articulate better compared to the live telephone conversation. Time can be wasted and sales lost by leaving phone messages for people. Email eliminates phone tag.
Can the Task Be Dissected? Are there portions of the work that can be delegated, eliminated, or postponed? There are many jobs throughout the day that are actually not worth the time to do. Applying the dollar figure when considering cancelling a task is another measure of the task value. Time — How much time will it take? Effect — Completed versus Cancelled Effectiveness — What is the most effective way to perform the task?
Contribution to Your Objectives Replacement — What could be done with the time instead? One great trick for prioritizing is to give every task a deadline. Give tasks a deadline. Having a clear deadline makes tasks easier to prioritize. Prioritizing while planning is easy. You have time to think. Prioritizing while working is a bit more challenging.
Prioritizing Interruptions While most people are familiar with prioritizing tasks, few people prioritize their interruptions. Hence, few people have defined the types of events that interrupt them. Define Interruption Types In order to take control of your time, you must minimize interruptions. While having a job definition for yourself is a great start, most owners have not defined or classified these problems. They just catch every ball tossed at them.
The tail is often wagging the dog. Make a list of every kind of interruption you have experienced in the last three months. Define to them what an emergency is by making a list of specific examples. Be very clear as the word emergency is open to broad definition. Some people classify an emergency only as fire or pending death. Others consider a paper jam in the copier a crisis. Then schedule appointments daily or weekly with each person, based on how often they presently communicate with you.
If your manager is accustom to talking with you throughout the day, dedicate a time just for talking. If each person knows they have this appointed time, and a precise understanding of an emergency, they will be less likely to interrupt you.
While service to customers is an utmost concern, customers come to expect the type of service you provide. Their expectations have often been set by your business. They might be used to having free access to you by phone at any time, or having you respond instantly or within a certain amount of time.
When planning your week, if you set aside a time each day or as needed, to respond to telephone calls and emails, let your clients or customers know. Define for yourself what client emergencies are and which ones you will respond to. Family You can do the same thing with family members. If your spouse has a habit of communicating during your OUT, discuss emergency situations and set appointments at usual intervals to talk. Devices Most devices that interrupt us are actually human interruptions.
The good news here is we are in control of these devices. They can all be temporarily shut off. Processes Select the interruptions from your list that are process oriented. Now divide then into preventable and unpreventable. Many process interruptions can be prevented.
Running short on inventory, running out of supplies, computer viruses, etc. With a bit of planning and implementing new measures, you should be able to eliminate most of these interruptions types.
Some process interruptions are not preventable. Electrical outages, equipment breakdowns, cash flow shortages, etc. Most of us spend countless number of hours on repeating tasks we have already done, reacting to situations that should never have arisen, and ranting about how much we have to do and what little time we have to do them in.
In order to figure out where all our time is going we have to become aware of our actions. Keep a journal of what you do with the time you spend at work for at least one week. This can be extremely tedious and seem to take up even more of your precious time, but in order to improve time management we have to become aware of where our time goes.
Look for time stealers. Time stealers are anything that reduces your effectiveness in the workplace. Where does your time go? The first step in sorting out your time management problems is to identify where your time goes — keep a log of what you do and when you do it.
Complete that for a week or two. After you have compiled your log, take a look at it and identify the most frequent time stealers that reduce your effectiveness in the workplace. You can reclaim your time! Here are 10 techniques and strategies that you can use to manage your time more effectively. Make a decision on where you want to focus your energy and then look at everything else you have been doing and decide what to do with it. Could you outsource some of your tasks and operation to a third party outsider?
Can you automate any tasks like getting email on your mobile phone? This will keep you focused on what is important. Continually revisit your strategy to make sure you keep on track and away from all of the distractions. Keep analyzing where you are spending your time on a monthly basis and make adjustments to what you should be doing and how you are doing it. Now that you know what your particular time stealers are, how do you arrest them? In most cases, people have to come to terms with the fact that they cannot do everything but that they can do what is most important.
Planning and goal setting is of the utmost importance. Most small businesses overbook projects to keep the income hopper full. Break your projects into parts and at times delegate these parts to colleagues. When you delegate a task, however, make sure you communicate clearly what results you desire, what the deadline is, and all the necessary instructions that the person will need to complete the project. Make sure that you verify that the person understands of what is expected of them.
As each part of the project is accomplished, recognize your successes and build on them. Revise them monthly. Stay aware of them daily.
Keep a list where you will see them daily. Keep information in trusted system where you can organize and classify it.
You should have clear to do list for every workday. If they are harmful or useless, get rid of them. If anything must be postponed — reschedule immediately. Be optimistic and positive about your life. Meetings In a recent survey, sixty two per cent of business owners and personnel listed meetings as the number one source of wasted time. Send everyone a copy before they attend. You might need to hold a few dry run meetings to get employees accustom to this new rule.
Do not tell anyone these are practice meetings. Have an appointment or other use for the room that must start promptly at your meetings scheduled ending time. When is multitasking really effective? With more techno-gadgets available than ever before, multitasking has become the norm. A common form of mutli-tasking, a business meeting over lunch, accomplishes productive time during a secondary time activity and can be greatly beneficial. Talking on the phone with a supplier while simultaneously emailing a customer can be tricky and detrimental.
Talking on the phone, while driving, can perilous. Is your multitasking effective? Most people do not perform either task as well when multitasking. Ask yourself before trying to perform two or more tasks at the same time. Look at each one individually and compare your effectiveness to performing each one solo.
Limit Incoming Attacks Shut off your email notification and let your phone go to voice mail. Take a fifteen minute break during the day away from everything. Go for a walk around the block without your cell phone or blackberry. Sit outside on a park bench. Some place where you can be completely uninterrupted for fifteen minutes.
Let your mind come to a halt. The renewed energy from such a break can make you more effective and less stressed. Establish Rules for Your Time When creating your schedule establish a set of rules for your time. Turn off your cell phone during secondary time, for example during dinner. Decide when what and when you will not multitask. Set blocks of time aside when you are unavailable to people and devices. Avoid interruptions 2. Schedule reactive activity 3. Have a Plan B 4. Keep Meeting Times 5.
Be Prepared 6. Now, the …. Just five years ago, infrastructure as code was a new concept for many companies. Today, even …. Salary surveys worldwide regularly place software architect in the top 10 best jobs, yet no real …. Skip to main content. Start your free trial. Buy on Amazon. Book description Time is a precious commodity, especially if you're a system administrator.
Among other skills, you'll learn how to: Manage interruptions Eliminate timewasters Keep an effective calendar Develop routines for things that occur regularly Use your brain only for what you're currently working on Prioritize based on customer expectations Document and automate processes for faster execution What's more, the book doesn't confine itself to just the work environment, either.
Show and hide more. Table of contents Product information. Time Management Principles 1. Develop Routines and Stick with Them 1. Develop Habits and Mantras 1. Summary 2. Focus Versus Interruptions 2. The Focused Brain 2. An Environment to Encourage Focus 2. Multitasking 2. Peak Time for Focus 2. The First-Hour Rule 2. Interruptions 2. Directing Interruptions Away from You 2. Delegate, Record, or Do 2. Delegate it 2. Record it 2. Do it 2. Summary 3. Routines 3.
Sample Routines 3. Routine 1: Gas Up on Sunday 3. Routine 2: Always Bring My Organizer 3. Routine 3: Regularly Meet with My Boss 3. Routine 7: During Outages, Communicate to Management 3. How to Develop Your Own Routines 3. Deleting Old Routines 3. Summary 4. The Cycle System 4.
Why Other Systems Fail 4. Systems That Succeed 4. Save to Library Save. Create Alert Alert. Share This Paper. Topics from this paper. System administrator. Care-of address. Citation Type.
Has PDF. Publication Type. More Filters. Time management strategies for busy geeks. EPUb by David Whale. Libro de lectura. Reading Book Level A1. EPUb by Yann Fageol. EPUb by Stefano Calicchio.
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