purpose to become obsessive about it. As a general rule, you should not put off until tomorrow what you can accomplish today, but it is equally important not to try and cram every possible thing into an hour or a day. You need breathing space. Eating well and getting proper sleep are absolutely essential to making the best use of your time, but you can also take advantage of insomnia once in a while to get a few things done.
Ultimately, the key ingredients of effective time management are attitude and organization and analyzing. Everything in this book proceeds from these three principles.
You set up an organizational system that can save time, money and energy. You have the right attitude, and it does not work. Your next step is to analyze why it did not work. Note: So many people analyze a problem to death. Use a moderate amount of thinking, try something. It is easier when you get feedback.
Debra, who has owned and managed a successful restaurant for over a decade, used to be at odds with time. Now she works with time, not against it. “I used to imagine that eventually, if I crossed enough items off of my to-do list, I’d be finished, and then I’d get to relax. But now I’ve realized there’s no such thing as ‘getting it all done.’ At least not until I’m dead!”
“I used to be in a constant state of panic because I could never finish. But I’ve come to accept that the list never ends. If I just keep doing things at a reasonable pace, though, it’s all going to be okay. And that’s the important thing.” Debra understands that in mastering her attitude, she is able to “enjoy the ride” with time.
“You’re always on a learning curve. Not only is your list never done, but you will never arrive at being good enough, fast enough, smart enough, and that’s a good thing! That’s not a bad thing, as long as you’re always getting a little better, and you can see what you’ve learned. I don’t think anyone really gets to the place where they can say, ‘Now I’m a good manager and I know all the tricks.’”
“Life is like rapids. There are moments where you stop and say ‘Hmm, that was good,’ and you enjoy those moments, but there’s always another rapid coming. It’s always something, whether it’s your personal life, or the business climate, or your own job skills, or politics, or the weather. It’s always something. The process itself is it, is life. There is no arrival.” Debra understands that a good relationship with time is grounded in acceptance, not just of time, but of herself.
Sometimes you will make mistakes. As the saying goes, “He who never makes a mistake never makes anything.” But never punish yourself. Forgive yourself quickly for your mistakes. (They were, after all, mistakes.) Above all, don’t let the past become a burden. What’s done is done. Don’t get mired in regrets or guilt. You can’t change the past, but your choices in the present will sow the seeds of the future. Give yourself credit for everything you learn, and for all you accomplish. Be good to yourself, and to those around you. Believe it or not, these are all important principles of time management.
Chapter 1
“For the most part, we, who could choose simplicity, choose complication.”
— ANNE MORROW LINDBERGH, GIFT FROM THE SEA
Managing your time starts with examining how you manage your space. Space management is more than simply knowing where everything is in your office. Space management is about creating the optimal environment for you to feel at ease and to work efficiently. Creating an ecology (or environment) of efficiency begins with the principles described in this chapter.
Start with where you live. Your desk, in a sense, is your home, your touchstone, your base of operations. Some might even say your desk is a reflection of your state of mind.
Chances are you spend a significant amount of time at your desk. So your desk should be organized in a way that compliments your rhythm and style of work.
Almost everyone works better at an uncluttered desk. Even if you’re a creative genius, it does little good to have random piles of paper that you have to sort through whenever you’re looking for a particular document, or to have multiple files and projects open at the same time.
Keep it simple. If there’s something for you to sign, sign it immediately and be rid of it. If there’s something to file, file it immediately or, at the very least, place it in a designated To Be Filed pile.
FIRST RULE OF THE DESKTOP: Only keep on your desk those items that you need easy access to today, or that you use on a regular basis.
SECOND RULE OF THE DESKTOP: Keep closest to you those items that you use the most frequently.
Think about it. For each of the items listed below, assign a value of “1” if it’s something you reach for several times a day, “2” if you reach for it once or twice a day, “3” if you reach for it less than once a day, and “4” if you reach for it less than once a week.
___ stapler
___ pens/pencils
___ paper clips
___ scotch tape
___ glue stick
___ calculator
___ staple remover
___ correction fluid
___ pencils
___ blank floppy or zip disks or CDs
___ writing pad
___ stationery
___ blank forms
___ datebook
___ highlighter
___ personal address/phone book or rolodex
___ dictation tape recorder
___ markers
___ sticky notepads
___ scissors
___ reference books
___ information sheets
___ ___________________________________
___ ___________________________________