Do you consider yourself a person with “too much to do, and not enough time to do it?” If so, here are some fundamentals of time management for you to consider.
- Create a daily journal. I prefer to use a basic, single subject, paper notebook to record anything that I have to get done each day. (Electronic notebooks are also available.) Each day I start a new section by drawing a horizontal line across the page, dating the new entry, and bringing forward yesterday’s unfinished business. I create columns and put the names of all personal requests on the left. When a task is completed, I check it off the list. You will be amazed at the great sense of accomplishment you get from reviewing your completed list.
- Build an automated phone number and address system. Enter all key contacts including the subject’s company, title, email, website, company phone, mobile phone, and physical address in Outlook Contacts or an equivalent tool. Be sure to include in the Note section the contact’s type of business or other identifying remarks for quick reference. You can also add an app like CamCard to your smart phone, which gives you the ability to copy business cards and upload information to your phone’s contact database. These types of systems enable you to see your contact’s name on incoming cell calls and provide addresses for you to use for electronic messages (email, text, etc.).
- Use an electronic calendar system. We have all seen the sign, “If you don’t know where you are going, you’ll end up somewhere else.” Outlook and other equivalent software provide you with the ability to manage your calendar on your mobile devices and on your computer, so you always know when and where you are headed. Make sure you use these tools when setting face-to-face appointments as well as video calls on social media platforms, like Zoom. With today’s technology it is possible to plan as much as 75% of your workday.
- Allocate 15 minutes per day for debriefing. Take time to recap, process the day’s activities, and plan for tomorrow. I recommend doing it mid- to late-afternoon, so it doesn’t extend your day.
- Develop clear guidelines for your communications. With your associates, establish mutually agreed upon procedures and protocols to use when calling, texting, emailing, leaving voicemail, and engaging in other social media communications with clients.
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