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Archive for the ‘time management’ Category
Wednesday, July 15th, 2009
Impressions of The 4-Hour Workweek by Timothy Ferriss.
While the title of this book intrigued me (only four hours of work a week), I just didn’t get around to reading the best seller until a couple of weeks ago. It’s a fast read and well articulated. I really liked Mr. Ferriss’ first concept that “Time is Money.” For me this view is right on. Too often, we are so busy trying to make a better income, we forget just how much it really costs us. Three main elements in the book caught my attention. I feel they are well worth considering if not incorporating into your life: Elimination, Selective Ignorance, and Outsourcing.
Elimination
As we age, we naturally reach a point where we begin an elimination process in our lives. We not only cut back on material possessions, we also begin to eliminate unfulfilling activities. Mr. Ferris is simply moving this process from the autumn years to the spring years of life.
Selective Ignorance
 One person cannot know everything about everything, and yet we all know people who will not, maybe cannot, say, “I don’t know.” Selective Ignorance, according to Ferriss, is the process of deliberately ignoring topics that may not be relevant or will take too much time to explore. I agree that it is important to limit our focus to what we can handle realistically, but it may not always be to our best interest in doing only those things we enjoy. Think about the first time you were on a bicycle; can you honestly say you enjoyed falling off that two wheeled contraption? Yet, today you may be an avid bicyclist.
Outsourcing
Asking others to do jobs that are outside our expertise is a no-brainer. However, I have two main concerns about giving our tasks we consider time wasters, to others. First, outsourcing will not guarantee that what you get will be what you wanted or needed. Simply put, no one sees the world like you do. Second, by giving your time wasters to someone else, are you adding more hours to their work week. You must ask yourself, “What’s the cost? Is your time more valuable than theirs?” Rather than outsourcing time wasters, let’s go back to the concept of Elimination. Get rid of them and make everyone more efficient.
Summary
What concerns me most about Mr. Ferriss’ book is the impression he gives that you should simply stretch the rules of the game to fit your needs so that you can win the prize. Example, early in the book he talks about using loop holes in rules to win an international sports competition. He drastically reduced his water weight to weigh in at a lower weight so later he would outweigh his opponent. And because he didn’t have the skills, he used another loop hole in the rules to win by pushing his opponents off the mat. So, okay, he won the prize. Strategy and tactics aside, what about ethics! What about to the personal satisfaction in acquiring the skill to compete? While winning is important, the pride in developing the skill is often more satisfying.
Tags: 4 Hour Workweek, efficiency strategies, leadership skills, saving time at work, Strategic Thinking, time is money, Timothy Ferriss
Posted in achievement, continuous improvement, performance, planning, strategy, time management | 1 Comment »
Monday, May 25th, 2009
“If only I had enough time to… (fill in your own blank)”. How many times have you heard someone say those words in the last week? How many times have you thought those words in the last two days? I’m not sure I’ve ever met anyone who has enough time to do all of the things they should do, let alone include the things they would like to do. Nor have I ever met anyone who claimed to have too much time. And the reality is each of us has all the time there is… exactly 168 hours a week, no more no less. So then, why is it that some people find a way to get so much more done than others in the same amount of time? Or, why is it that some people are so terribly busy, they’re running here and running there but rarely get anything of significance accomplished? I have a theory and I would love to share it with you.
 I’ve come to the conclusion, that for most of us, time management is not the problem. There is little doubt that each of us couldn’t get better in some aspect of time management. I’ve taught time management classes for more than 20 years. And while far from perfect, time management is not my biggest challenge either. So what is the biggest challenge to getting more done and creating more value where it matters most? I believe the answer is a lack of well thought out and clearly defined “strategic targets” which will have a significant impact on your future. Let me explain.
A “strategic target” represents an innovative, strategic idea or initiative you want to pursue. It describes where you want to be or what you want to accomplish at some point in the future. These targets could be personal or professional; they could be linked to your family life or relationships, your career or some aspect of your current job. A target could be as simple as “What are the expected outcomes of a meeting you’re facilitating this afternoon?”, or as complex as “What will the organization look like after the merger?”
Without specific targets to focus our limited time and energy, we spend a lot of time spinning our wheels on things of little strategic value, things that keep us running in frantic, meaningless circles. We’re very busy trying to do everything for everyone, and in the process, getting very little done that really matters or adds value to our lives or the lives of others. It is ironic that very few of us would get in our cars and drive frantically without a clear destination in mind. And yet, most of us have a tendency to go through our projects, jobs, careers and lives in just such a fashion… no clear destination or target in mind. No wonder we find ourselves so tired and so stressed out and yet no farther down our desired path.
Time management is not the problem… a lack of strategic targets is. What targets, if obtained, would make a difference in your life? Where are you going today? Do you know?
Tags: Applied Strategic Thinking, strategic targets, Strategic Thinking, Strategic Time Management, time management
Posted in individual strategy, planning, time management | No Comments »
Wednesday, March 25th, 2009
I was asked to sit in on a religious committee meeting yesterday. As I sat listening to the various disagreements between the members, I noticed that the action items and needs vital for a happy congregation are not that much different than the requirements of today’s businesses.
While I have served on several committees, I have not served on this particular committee before. I was surprised at the different way this cleric had to handle this group compared to other groups. While both groups are comprised of volunteers, this committee seemed to be more volatile.
Group Dynamics
 Let me give you a list of characters from this group (aliases). Rich is a fast mover; a “change it now” type of person, while Frank is a traditionalist and feels the tried and proven ways are good enough. Dave is the resident expert; well-read, but young and inexperienced. He has a ready answer to any question. Ryan is ultra -liberal and controversial. More importantly, he enjoys being out there. Joanne is the “when I was at… we did it…” Leslie is quick to pass judgment even before all the facts are on the table. Joe appears to be a stoic, but actually is very interested. The problem is he only voices his opinion only to those he trusts and not necessarily in the meeting. Cindy is very knowledgeable but quiet. She often feels others don’t respect her opinions and therefore frequently has her feeling hurt. Karen is willing to bring her agendas to the table, even when the group is talking about other issues. Do any of these people resemble members of your team?
Tips to Getting Started
You, like our leader, probably see many opportunities that would make the organization more effective in satisfying the needs of those involved. Unfortunately, you need to get all these personalities to effectively function together in order to seize opportunities.
The following tips will help you maintain sanity in working with your group.
- First and foremost, don’t take the group’s behavior personally. It isn’t you, but the topic that may be frustrating.
- Set the agenda and stick to it. Let the participants know what topics will be discussed and how long you expect the meeting to last. Members will appreciate this courtesy. Also, it alleviates unexpected departures. If someone becomes long-winded, remind them of the group’s time limits.
- Set ground rules. This may seem unnecessary, but you would be surprised how a simple set of rules can set the tone for discussion. For example; CMOE’s meeting rules include:
- No side conversations
- Actively participate
- Avoid becoming defensive
- Be positive
- Focus on the topic
- Avoid stories
- Finally, don’t get discouraged, stay up-beat and confident that the group will come to a consensus resolution, one that each member can commit to.Notice that these tips center on the situation or topics, not personalities or abstract agendas. It demands that respect for each other is maintained. Remember though, these tips are no means a guarantee of perfection. They serve only as a great starting point.
Notice that these tips center on the situation or topics, not personalities or abstract agendas. It demands that respect for each other is maintained. Remember though, these tips are no means a guarantee of perfection. They serve only as a great starting point.
Posted in achievement, leadership, meeting management, planning, time management | 1 Comment »
Wednesday, December 24th, 2008
I always chuckle a little to myself when a client asks for a workshop on Time Management, You know, there really is no such thing as time management. We can’t manage time.
 Each one of us gets the same 24 hours, 1,440 minutes, 86,400 seconds in a day. You can’t save up time from today to be used tomorrow or borrow from next week for today. Time is external to us – we have no control over it. It ticks away, a second at a time, and when it is past, can never be reclaimed.
How we choose to use that time, however, is very much within our control. Time is a precious resource and one we must use wisely. While we can’t manage time, we can manage ourselves in how we use our time. Time management is a misnomer – it is actually self management we seek.
Time Management Best Practices
There are many books and articles on the art of time management. However, those desperately seeking better time management skills usually don’t have the time to read them! The Cliff Notes version, the absolute best of best practices I know, are contained in just three deceptively simple steps:
1. Recognize the difference between urgent and important.
We often respond first to the people or tasks that make the most noise, those things that are urgent because they are most proximate (in our face). The phone rings – we answer it. Someone approaches our desk – we leave the task at hand to respond to their request, regardless of its importance.
I once saw a small sign posted next to the librarian’s desk at a university which said, “Lack of preparation on your part does not constitute an emergency on mine.” Don’t you wish your cube came with a sign like this?!!
Too often we allow urgent things to take such precedence that we have little time, if any, left to focus on truly important things. Things like coaching a high performing employee, spending time creating a strategic map of your career, or even ensuring all your files are in order so information is easily accessible.
Know the difference between urgent and important – and choose important whenever possible.
2. Recognize the difference between good and best.
Choosing between good and bad is easy. None of us have to think very long to decide to spend our day either a) robbing a bank or b) going to work. It’s choosing between good and best that is often difficult. Whether to get the project adequately out before the deadline or taking a little extra time in perfecting details to present a really great product.
“Don’t get caught up in the thick of thin things,” is solid advice from one time management expert.
3. Act accordingly.
Take the time to make deliberate choices as to how you will spend your time. Choose important over urgent and choose the best over the good. Once your choice is made, follow through and do what you’ve planned.
Make changes in your approach to work, if necessary. Turn off the tone that notifies you each time an email arrives; instead, plan to check email periodically during the day. Let the coworker who interrupts you to discuss the implications of the stock market know that you’d enjoy meeting over lunch.
Time management is not really about minutes and seconds. It is all about self management, the self discipline of choosing to distribute your time in ways that the most important, the best, receive your focus.
Tags: finding time for important not urgent, time management, time management is self discipline, using self management to manage time
Posted in planning, time management | No Comments »
Monday, December 15th, 2008
The bad news is, time flies. The good news is, you’re the pilot. – Michael Altshuler
 I am a mother of two children under the age of two. As such, I often feel like a pilot of an airplane. Not only do I need to care for my precious cargo, a husband and two little ones, but I am trying desperately to maintain a job, raise my children the best I can, and last, but not least, get to my final destination on time. With all of my responsibilities as pilot, time is a very precious commodity. I felt like I was doing a fair job of managing my time. But just the other day I received a wake-up call when my oldest daughter repeated three little words that escape my lips too often. No, unfortunately, they words were not “I love you,” but “just a minute.” Hearing her say that phrase told me there was definitely a problem that needed my immediate attention.
Time management is commonly defined as the management of time in order to make the most out of it. As the pilot of my life, I thought I had an effective flight plan established to manage my time. But I realized it was time to make adjustments and chart a new flight plan.
Three areas in which I found I could reconfigure my flight plan and reach my destination safely and happily were: giving in, prioritizing, and commitment.
Giving in to the reality of the situation was not something easily done. It seems simple enough; I just needed to admit I can’t do it all. What is it “they” say? Knowing is half the battle? Well, “they” have never been in my shoes. Just like a real pilot that balances the horizon, vertical and thrust, I, like many others, am delicately balancing work, family and other obligations. To me, giving in meant that I wasn’t balancing everything and I needed help. Every good pilot needs a co-pilot, navigator, or flight attendant. Fortunately, admitting this wasn’t as hard as I thought it would be. I found as I took a breath and admitted I was not superwoman, I was able to see my desired destination more clearly and understand how I could get there safely and happily.
I once saw an image of a clock, which instead of numbers on the face, it was just the word “now”. David Allen observed: “You can’t manage time, it just is.” So, I needed to identify what was most important in my life and when it needed to be accomplished. From prioritizing my daily activities and deadlines, I felt a great sense of satisfaction. I could get my responsibilities crossed off my list, and as a pilot, even shave a few minutes off my estimated time of arrival. Daily prioritization is easy to do and provides many helpful benefits for those around you.
What good is a well thought out flight plan if it isn’t followed? Without a commitment to a flight plan, we will be aimlessly wandering in the sky, taking our cargo with us. While we may have to make adjustments to our flight plan, we must always re-commit to the new plan, each and every day. Doing so will help us stay on course, whether we come in ahead or behind schedule. Jack Bergman said, “There’s never enough time to do it right, but there’s always enough time to do it over”.
I know I will not be able to eliminate those three little words, “just a minute,” from my vocabulary; my goal is to continue focusing on those three areas so I can say them a little less often.
Tags: how to use your time, just a minute, making the most of your time, time management, use time wisely, using time wisely
Posted in time management | No Comments »
Monday, November 10th, 2008
If you were to take all of the tools you currently posses, your skills, your education, your experience, your laptop, your blackberry, and all other technology, and focus only on tasks, you would probably find yourself to be the most “productive” person on the planet. You could get much more done in much less time compared to everyone else. You could check off items from your daily “to-do” list at exponential rates, creating space for you to do more and more and more.
But wait just a minute, is success and productivity only measured by doing more and more and more? In our world today, this often seems to be the case. We have so many tools to help us get more done in a shorter time frame and it feels good to check things off the proverbial “to-do” list. However, just getting things done quickly isn’t always better. In fact, it is quite possible that we get so caught up in getting things done, that we might be spending our time on things that really don’t deserve our time and attention! When this happens, it means we are getting caught in the activity trap. Our focus is on checking off the “to-do” items, but we become nearsighted to the long-term horizon. Now you must ask yourself the question, “If I lose sight of the horizon, then what am I really doing today?” “If I can’t see the future, then are the things that I am checking off on my daily “to-do” list helping? Or are they hurting future opportunities?”
Question: Why do people get caught up in the magnetic pull of completing tasks?
Answer: Because it feels like forward movement which gives you a sense of accomplishment and can create pride and self-worth. While this is good, I want to suggest that we make sure our daily contributions are going toward the ultimate focus, the big picture in our lives. So when we finally reach that pinnacle and defining moment, we know we were on the right track. Then we truly reap the fruit of our labors. Imagine working thirty, forty, maybe even fifty years down a path that when it comes to an end, it does not align with your ultimate end objective. Wouldn’t that be frustrating and disappointing?
 In order to make sure we have our daily contributions on track, it is important to do a little strategic thinking. That’s right. Just do a little more creative and critical thinking about what to do each day and how it will impact tomorrow. As an added benefit of forward thinking, you’ll be surprised at what items can fall off your daily “to-do” list. I don’t think any of us need more to do, our days are full enough as it is. What we need to do is make sure that what is on our plate belongs on our plate! Gaining control of our daily efforts creates a greater sense of accomplishment in the short and long term, as well as provides a sense of freedom. Freedom to do more with your time and freedom to spend your time focused on the right things. Everyday strategy is a concept that I believe can bring an added-value to you individually and to your organization.
Tags: Free Thinking, Strategic Planning, Strategic Thinking
Posted in strategy, time management | No Comments »
Monday, September 22nd, 2008
 A few weeks ago our Management Team had just finished our regular weekly meeting. As we came out of the meeting, other co-workers informed us about a wild fire at the south end of the valley on the mountain side. At first, we thought it was no big deal, even though another co-worker and I actually lived in that area. I wasn’t concerned about the situation because I don’t often think about having my home burn down. A few minutes later, my wife called me to let me know that she could actually see flames on the mountainside and while they were not very close to our home, she was becoming concerned.
Her biggest concern was if the fire authorities decided to evacuate people from their homes, there was no returning to the home until clearance was given by the fire emergency personnel. She asked that I come home for the time being while she ran an errand as a precautionary measure. At first I thought this would not be a necessary thing. I highly doubted the fire would get close to our home, besides I had several urgent things that needed to be accomplished at work. Several meetings had already consumed a lot of my time at work so far and working from home for an hour or two was going to hamper productivity even further. I just really didn’t want to do it; but I thought, “What is the most important priority right now? Is it my work, or protecting my family, home and most valuable items from the potential threat of a real fire?” I immediately headed for home.
It turned out to be a good decision. While our neighborhood was not evacuated, 75-80 homes just East of us were evacuated and we were warned that our neighborhood was next. At that point I was glad that I had focused on this priority.
Does this sound familiar? I mean, how many times at work or in life, do we have “fires” that distract us from the work we need to get done and our priorities. I feel that all too often we allow these fires to distract us and take us off course. I suggest that we turn those fires into a positive action rather than looking at them as a negative event. Just like in my personal experience, when the fire seemed like a threat, it helped me to focus on what was the most important issue at hand. I think we can use this in our daily work life. When there are fires at work, be aware of them and use them as a way to focus on what are the important priorities that you and your team are trying to accomplish. Sometimes in all the daily activity and” busy-ness” of business, we can lose sight of the goal. We get so caught up in doing things and prioritizing our schedule that we often forget to schedule in our priorities. We can take advantage of the fires or the threats that surface to help us refocus and re-energize our teams and our commitment to the end result.
Tags: , Good decisions, priorities, Prioritize
Posted in management, time management | 1 Comment »
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