Rising To The Top - David LaManna

Rising To The Top custom seminars can help your organization maximize productivity, improve communication and foster teamwork.

Return to Article Index >>
TIPS AND TECHNIQUES FOR MANAGING TIME WASTERS
by David LaManna

1. PROCRASTINATION: Set a deadline (goal). Give yourself a small reward for items accomplished. Arrange for follow-up from someone who can check on your progress. Break down any project/job into bite-size pieces. Try to do the worst task first; turn it into a game with yourself. Practice self-discipline. Visualize the positive feelings of achievement. Realize the free time you'll have and the lower stress level once you've completed the task at hand.

2. INDECISION: Do something, anything that starts you on your way. Even if it's not right on the mark, you'll feel better that you've started and you can make adjustments as you progress. Avoid being shackled by the need for perfection. Never waste time regretting failures or in dwelling on the past. Don't overspend your time and energy on a decision that's not worth it. Write off and forget past poor decisions. Use your past (mistakes) as a guide for the future, not as a reason for avoiding it.

3. INABILITY TO SAY NO: We all get to a point where the demands on our time exceed our ability to accommodate those demands. Taking on more that we can handle affects quality. Learn to politely, but firmly, say "NO". Delegate the task whenever possible or get help from a colleague. (Say something like, "I'm sorry but I just can't do it. Have you considered asking ….?") Be protective of your time…if you don't respect your own time, don't expect anyone else to either. Always try to remain flexible so you can take advantage of new challenges and opportunities.

4. BEING UNORGANIZED: Does your work area look like a war zone? Is your home in a similar state of disarray? Clean up your desk, get rid of the clutter and have all necessary items needed to do your work in place and at your immediate disposal. Make decisions on paperwork immediately and get them off your desk. The RAFT method is one that works well for me: R (refer it to someone else), A (act on it now), F (file it for the future) or T (trash it). Throw away junk mail immediately. Use automation wherever possible. Practice staying on task and completing one task before moving on to another. Create procedures and systems that maximize your efficiency and help maintain organization. Organize your desk at the end of each day (Remember RAFT above).

5. UNPRODUCTIVE MEETINGS: Consider conference calls as an alternative. Ask for what purpose the meeting is being held. Determine if it's necessary for you to be there. Be sure there's an agenda (whether you've called the meeting or you're a participant). Be sure there's a start time and a finish time; then start on time and end on time. Limit meeting time to 60 minutes or less. Minimize small talk and encourage others to do the same. Prepare for any meeting you attend. Stay on course and resist going off on a tangent or telling lengthy war stories. Try holding a meeting with everyone standing. When business is completed be sure responsibilities are assigned and follow-up dates are established to convert decisions to action. Then adjourn.

6. UNEXPECTED VISITORS: When someone comes into your office unexpectedly, stand up to talk. This will shorten the visit. Also, if the conversation should be ended, start walking toward the door. Try to schedule visitors when possible. Finally, you can say, "Thanks for dropping in. You'll have to excuse me now, I need to finish this." Be firm when you don't want to be interrupted. Likewise, respect other people's time and don't interrupt someone unless it's for something crucial to work. Close your door for some quiet time (if appropriate where you work). If you need to meet with a colleague, do it in their office or work space. You'll have more control of when to end the meeting and leave.

7. CRISES: Some things happen which need to be handled immediately. Other so-called crises occur because we've delayed, procrastinated or otherwise put-off doing something. Review past crisis situations. Look for patterns. Reduce crises through contingency planning. Ask yourself, "What's likely to go wrong?" "When will I know about it?" "What will I do about it?" Discuss your priorities with others. Find out their priorities. Set deadlines and don't ignore them.