Managing Time Means Making Time
‘Time is money” may be a cliche, but it’s true. If you waste time because you’re disorganized, you’re hurting your ability to make money, according to professional organizers and time-management consultants.
“Entrepreneurs are more scattered because they think they need to do everything,” said Ruth Klein, author of “Manage Your Time, Market Your Business,” (Amacom, $21.95). Klein is president of The Marketing Source in Bakersfield, Calif., which helps clients streamline their schedules to make more time to market their businesses.
She contends that high technology contributes to entrepreneurial stress and disorganization. “Before e-mail and faxes, we’d send something through the mail and we’d have a little space,” she said. “Now, we have minutes - or seconds - and we barely get the opportunity to take a breath before we have the information back.”
To avoid information overload, Klein recommends checking your e-mail, voice mail and faxes only once or twice a day. She also suggests returning phone calls right before lunch and before the end of the work day, when people are likely to be at their desks.
“The best time to check your e-mail is before lunch,” she advises. “You don’t really want to check it early in the morning because if you’re a high-energy person, the morning is the time to use for concentrated work.” She also strongly recommends against early-morning staff meetings because “it’s a sure-fire way to get people to nod off and lose their energy.”
Klein, who counsels clients by phone and fax, likes “month-at-a-glance” calendars because you can keep an eye on the big picture. “You can see the layout of the month and circle deadlines in red,” she advises.
Klein began focusing on helping clients find time to market because many complained they were too busy to look for new clients or customers. “They were so busy working in the business, they weren’t taking the time to work on the business,” said Klein, who has clients across the United States.
Before making any suggestions, she asks new clients to write down everything they do every day for a week to 10 days. This detailed journal gives her a clear picture of how they are spending - or wasting - time.
Once you figure out how to manage your time a little better, you’ll be motivated to take better control of all that paperwork.
Donna McMillan, president of McMillan and Co. Professional Organizing in Los Angeles, says time management becomes easier when you organize your paper and workspace. She uses a 4-D system to manage paperwork: Do it, Delay it, Delegate it, or Dump it.
McMillan also advocates using technology to keep track of information. She used to carry a day planner, three address books and a notebook everywhere she went. Now, she carries a small personal computer that holds all the information she needs. “You can teach an old dog new tricks,” she said.
Both Klein and Debbie Gilster, owner of Organize and Computerize in Orange County, Calif., recommend buying a miniature tape recorder. Busy people, especially those who spend a lot of time in their cars, can use the time to dictate ideas or letters into the recorder.
Setting priorities is a top priority for Susan Silver, president of Positively Organized in Los Angeles. “Well-stated goals will serve as a blueprint for your business and help you put your priorities in order,” said Silver.
All the organizers interviewed agree that everyone should spend five to 30 minutes at the end of each day clearing off their desk and planning for tomorrow. The clearing up, tossing out, filing, and planning you do tonight will save you time and make you more money tomorrow.
To find a professional organizer in your area, contact the National Association of Professional Organizers by writing 1033 La Posada Dr., Austin, Texas 78752 or by calling 1-512-206-0151.
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