BOMB-arded! Drive. Time Management in the e-communication Era 6/2/2014. How to move from survive to thrive to today s environment.

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1 Time Management in the e-communication Era How to move from survive to thrive to today s environment. BOMB-arded! It is old news that today s population lives on information overload. We are literally bombarded with messages from every direction. How individuals manage that dynamic can be the difference between surviving or thriving in your work environment. Drive Everyone has a certain amount of drive or initiative. However On any given day communication bombardment can take over as the driver of our time. Task overload quickly ramps up the pace and valuable production time evaporates. This happens to everyone sometimes but it should be the exception and not what dictates the demands of our work environment. 1

2 Time Management -Is As Old As Time There are reams of great information available on the subject. Figuring out what works best for you takes some experimentation. Developing a plan you tweak will always trump having no plan at all. Setting a routine will help you work your plan. Plan Your Time-Work Your Plan An effective plan begins with; Identifying all known tasks. Determining the approximate (and REALISTIC) amount of time each one takes. Some tasks are daily, weekly, monthly, quarterly, annually. Account for that in your schedule. 5:30AM Mon Tues Wed Thurs Fri Sat Sun 6:00AM 6:30AM Prioritize as you Plan Your Time-Work Your Plan Every minute spent planning saves 10 in execution. Schedule top priorities first. All tasks do not hold equal weight in value or importance. Don t allow low-value priorities to hijack time and mental energy. 80/20 Rule. Schedule 80% of your time on the most crucial 20% of tasks. If you have a 10-item list, tackle the top two with determined focus. If you have 20 staff members, spend 80 percent of your time with the top four. 2

3 Write It Down Consider using a time blocking template for a trial run of your schedule. 8:00AM 8:30AM 9:00AM 9:30AM 10:00AM 10:30AM 11:00AM Mon Tues Wed Thurs Fri Sat Sun Run Pt Aging Create STMTS 11:30AM Call Backs Call Backs Call Backs Call Backs Call Backs Reality - Just like a financial budget, creating a time budget provides a reality check. For both over and under achievers, and those with yes and no issues. Creating a routine and sticking to itlets others know what they can expect from you. Consistency, it lets you know what you can expect from you. (did I remember to???). It is not possible to have it all, be it all and do it. We identify what is necessary and what is important. We create plans and use time management to live a balanced life that is meaningful and productive. Sacred Hour If at all possible institute the Sacred Hour in your work environment. Declare the first hour of every work day as sacred. No personal chatting, and as much as possible, no interruptions. This is your opportunity to spend the first hour of the day on your most important tasks without interruption. The feeling of accomplishment sets a positive stamp on the day. Getting something important done relieves stress. 3

4 E-Communication Schedule 1 2 blocks for communication per day. This should allow you to comfortably turn off everything else for a set period of time. Close out and internet browsers, put cell phones on vibrate and out of site. Give yourself fully to the task at hand. Multi-tasking is a myth. Focus like a laser beam on one thing until it is completed. Break It Down Break down big tasks into manageable chunks. Name them and schedule in your time block template. Be realistic about what you commit to. Constantly over-extending yourself benefits no one. Quality of work suffers, mistakes are easier to make, and an out of balance workload breeds stress, anxiety and resentment. Time Honored Tips that Work! Get up early. How we start the day sets the tone. Pay attention and stay calm. Don t hand the jerks your day. The drive to work, lines at the bank, people we encounter during our day all leave a residue. If it s nasty brush it off and let it go. You re time and energy are too valuable to waste. Energy and attitude. We all have them, but whatwe bringto, and receive from, the office environment is either helping or hurting. Deal with issues don t let them fester. Plan ahead and work your plan. Leave a 30 minute cushion on your schedule. Spend the first 15 minutes wrapping up. Spend the last 15 reviewing for the day to come. 4

5 Time Honored Tips that Work! Keep a pad handy. Write down tasks that come to mind. Divide that list into one for personal and one for work. Plug into your time block schedule. Then get back to work. Do not respond Immediately. Practice not answering phone and s immediately. We teach people how to treat us don t let others think you have nothing to do! Block out distractions. Facebook and other social media is for private time, unless it you use them to generate business. Be realistic. If you re overloaded fix it. All the things money can buy mean nothing if you have no time for them or loved ones. Incomplete work poorly done ruins reputations. Schedule time for yourself! Take your vacation and days off. Protect your personal time. If you don t, no one else will. Resources Ninite.com A website that allows you to update all your apps at one time. Chrometa.com A time tracking app. Johnmaxwell.com Informational blog for developing effective leadership, business and communication skills. Recommended Reading: Today Matters: John C. Maxwell Outliers The Story of Success: Malcolm Gladwell 5