EFFECTIVE MANAGEMENT
EFFECTIVE MANAGEMENT
“ De-Clutter ” Your Schedule
Getting a Handle on Your Time
By Joseph P . Truncale , Ph . D . Contributing Editor
In her best-selling book , The Life- Changing Magic of Tidying Up , author Marie Kondo identifies high levels of clarity and focus that result from eliminating unnecessary items from our personal and professional lives . Removing “ clutter ” brings with it an almost overwhelming sense of relief and an ability to spend more time and attention on the things that matter most .
The same principal can be applied to our quest to make more efficient use of our time . To “ de-clutter ”, we must first identify and yes , write down how we spend our time during a typical day . There is no way around it . This first and best way to start is with an activity log ; your own . This can seem tedious and time consuming however the benefit of knowing in clear terms where your time goes is a valuable first step in gaining better control . Here are a few tips to get you started .
Start with set units of time you will capture ( 15-30 minutes is recommended ). Identify
the task items and major projects and activities you will record ; but record everything ! You can simplify the process by establishing codes for these activities to make the recording easier . Record as you go , resist the temptation “ batch ” your notations ; chances are you will miss something . There ’ s an additional benefit to doing this .
When you have to write down everything you are doing , you are likely to be far less tolerant of interruptions that take you off track . And while 15-30-minute increments may not seem like a lot of time , you may be amazed at the clarity of thought that results from being allowed to focus on one item , activity or project for that amount of time . Productivity and satisfaction soar .
Early in the process , expect to feel frustrated and impatient . This is normal and as with any new experience , it will pass in time . After three to four weeks , you ’ ll develop a rhythm and a cadence to this process allowing it to become a positive , goal-directed habit .
Summarize your time at the end of a given period by activity or project . See what percentage you spent on key items and the amount of time you spent on “ stuff ”. Use the following three categories to capture this : A . Things you should be doing , B . Things someone else should be doing , and C . Things no one should be doing .
Writing down how you spend a typical day will help you “ de-clutter ” tasks .
Photo : Getty Images / iStockphoto / VioletaStoimenova
If item “ B ” shows up frequently , your immediate response may be that there is no one to hand these things off to . That speaks to the need to further develop the team around you . If item “ C ” shows up , don ’ t be surprised ( or discouraged ). Get your team together and put a halt to these items at the earliest . Expect some resistance but stand firm . If there is not a bona fide business reason for an activity , task , or project , it has to go .
For more information on ways to get a handle on your time , contact me at joe @ ajstrategy . com .
Joseph P . Truncale , Ph . D ., CAE , is the Founder & Principal of Alexander Joseph Associates , a privately held consultancy specializing in executive business advisory services .
He is the former CEO of the Public Relations Society of America ( PRSA ), the world ’ s largest public relations organization . Prior to joining PRSA , Joe was President & CEO of NAPL , a business management association representing leading companies in the printing , graphic communications , mailing , fulfillment and marketing services industry .
Joe specializes in strategy , customer analysis and organizational effectiveness .
He is a graduate of Monmouth University and he holds a Masters ’ Degree from Rutgers University . In 2011 , he earned his Ph . D . in Media , Culture and Communications at New York University and was the recipient of the Prism Award for Academic Achievement . His dissertation was a ground-breaking study of the leadership styles of highly successful entrepreneurial business executives in the graphic communications industry .
Joe served as Co-Chair of the New York University Board of Advisors and is an adjunct faculty member at NYU teaching graduate courses in Executive Leadership , Financial Management and Analysis , Finance for Marketing Decisions , and Leadership : The C Suite Perspective . He resides in Colts Neck , NJ .
Photo : Getty Images / iStockphoto / Tsuji .
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