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ON-THE-JOB STRATEGIES
Regaining Control: Time Management Techniques That Work
By Michelle D. Gladieux
Can you honestly say that you are in control of your business life? Have you investigated and tried out a few time management techniques? Here are some ways to clear up your workstation, address career planning and advancement, and gain control at work.
Prioritizing
Who's keeping you from getting organized? Your boss? Co-workers? Family? Realize that any blame rests on your shoulders and take action to do something about it.
Each of us occasionally gets immersed in real-time e-mail, voice mail, pagers, cell phones, and junk mail. Beware of these traps. They use up your time and provide little return on the investment. Arrange the information and tools you use every day in your job neatly within reach. File or store the rest. You're looking better already.
Choose and use a planning tool. Whether you select an old-fashioned paper calendar, an electronic organizer, or a simple to-do list, your must-do tasks can't be missed. In addition, you'll have the satisfaction of checking off your accomplishments.
Which tasks should lead your list? Ask these questions: Does this task impact the company's bottom line? Am I uniquely qualified to do this task? Is this task someone else's emergency or is it my emergency?
How does prioritizing work? Clearly defined priority tasks get your attention before all else. This prevents you from wasting time on low-return issues when high-return items (usually customer-driven) deserve your attention. To better manage your time and career, allow yourself a few minutes to set up your priorities each day. People who don't develop their own goals are controlled by others who do.
Delegating
Your career success does not come from your efforts alone. As you take on more responsibility, learn to let go of some of those low-priority tasks. Work in your area of expertise as much as possible each day.
The best tasks to delegate are detail work, information gathering, repetitive tasks, or tasks far outside your ability or area of expertise. The worst to delegate are confidential issues, counseling, conflict handling, or work assigned to you personally by a superior.
Six steps will help you effectively delegate a task.
- Communicate the task: what, when, and what end results are expected.
- Furnish a context for the task: Where does it fit into the total project?
- Give away your authority: This task now belongs to the person you've trusted with it.
- Provide appropriate support and resources to allow success.
- Get commitment: Is this person willing to take on the task?
- Monitor progress: Personally track the work. Ask for brief progress reports and check a sample of the work to prevent miscommunication.
Goal Setting
When you dream about your career aspirations, what do you see? Put those dreams in writing. A goal is a dream with a deadline.
If you break large goals down into small steps with a concrete time line, your ability to reach those goals is strengthened. Use the SMART guidelines to set some goals on paper:
Specific goals include what, when, and how.
Measurable goals provide milestones to indicate your progress and motivate you.
Attainable goals are not too hard, not too easy. They stretch your ability.
Relevant goals have a secure fit with the company's business strategy.
Time-based goals with start and end dates help you say no when day-to-day interruptions threaten progress.
To get started, select three techniques and begin using them today.
- Put your most used materials nearby.
- Leave your work area clear for the next day.
- Control interruptions by tactfully saying no.
- Keep meetings short and to the point.
- Delegate.
- Teach your system of working to others affected by it.
- Knock down unpleasant tasks early in the day.
- Develop a clear mental picture of a tough task completed.
- Celebrate achieved goals.
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