Time Management

Manage your activities, not your time.

Each of us is given 60 minutes every hour, and 24 hours a day. We can’t change that, but we can change what we do in that time.

The key to effective time management is to plan how all time will be spent and then to stick to it. This can take some discipline and in many cases is a skill that needs to be developed.

Plan your business direction, your activities and the results you wish to achieve, over both the short and longer term. Distinguish between the time you allocate for "management" as opposed to "technical" tasks in the business to ensure that you spend sufficient time working “on” your business and not just “in” it.

Make your working time distinct from the your leisure time. It is important to develop a routine by establishing regular business hours, such that you do not get continually distracted from the task at hand. Let others in the household know your routine to avoid disruptions.

When are you going to spend time on yourself, your family, your work (both project and routine). You need time for relationships and time to make sure you take care of your personal finances (remember – you don’t mix them up with your business finances!)

“You need to be disciplined to get up every day and face that two metre walk to the office and not get sidetracked by the endless distractions of unfinished home tasks.”
Megan Wahr, “Home Sweet Office”, The Networker - Australian Businesswomen’s Network, Vol 4 – 1999

In managing your time, also allow for some flexibility in case circumstances change at short notice.

“I realized that if I made a very simple change in my day-to-day life, I would have the time I needed to realize my dream. I simply set my alarm clock for one hour earlier. I gave myself an hour every day – as a gift. It’s the perfect time for me, too. The rest of the world is quiet and I can think about my project with a fresh mind, before the onslaught of kids and work routine.”
Lynne Franks, The SEED Handbook

Listen to your body clock as well. Some people work best at night while others work better during the day.

Invest the following time each year, organising your activities:

Half a day to a day at the end of the year.
30 minutes at the end of each month.
30 minutes at the end of each week.
10 minutes at the end of each day.
Expect to spend only 5 hours a day on planned activities – interruptions and unexpected take their toll.
Top of Page

Effective Time Management Tips

Learn to prioritise.
Be in control.
Plan your work each and every day.
Plan for breaks.
Learn to say “no”.
Review how you spend your time each day.
Diarise everything as soon as you are aware of the details, including appointments and meetings.
If you say you will do something, make sure that you do it.
Try to handle each piece of paper only once.
Learn to make decisions – don’t procrastinate on the small issues.
Allocate time to return calls in a group.
Do it once and do it right.
If everything seems too hectic - stop - take time out - breath deeply, calm your mind and continue.
If you tend to be running late a lot, get up earlier.
Make time out for yourself everyday. It can refresh your mind and clarify your thoughts.
Top of Page

Select a Time Management Tool

You can do a whole year map because there are activities that come up once a year that may as well be scheduled, for example completing your financial books for the year and getting them to the accountant, paying your superannuation, registering the car. Other things are done every few months, for example the GST is done every 3 months.

Paper-based planners, e.g. DayTimer, FiloFax.
Electronic planners, e.g. Palm Pilot, HP Jornada.
Computer-based planners, e.g. MS Outlook, Lotus Organiser.
A combination of all three.
Top of Page