Time Management Expert, Event Speaker: Mark Lamendola
 

Time Tips: Task Design Tip #1

Does it seem like half your day is gone before you get anything done? You were busy as heck, but your To Do list just sat there? This is a common problem, and there's a good cure for it.

The root cause of this is poor task design. That is, the task is not logically thought out with the employment of the least steps and the work materials in the most efficient physical locations or order.

Here's an example. Most people use their computer mouse with their right hand. They also have to use their right hand to operate the 10-key pad, the delete key, the Page Up and Page Down keys, and the arrow keys. So, they move their hand 8 inches from the mouse to the keyboard and back. This goes on all day, adding up to perhaps several miles of wasted motion each year.

The fix for this is to use your mouse with your left hand. As an added bonus, this reduces carpal tunnel stress dramatically.

Think of other common tasks you do repeatedly, and look for wasted steps: making a sandwich (how is your kitchen laid out and where are your dishes and utensils relative to the working area), opening your mail, stapling papers together, sending a letter, and backstabbing a coworker. You can be more efficient at each of these things, thus saving yourself enormous amounts of time. I was joking about that last one.

 

 
A great way many businesses are managing time is using software. There are many forms of time and attendance software which allows managers to track and monitor employees time usage.
 

More thoughts on time management

The phrase "time management" is an unfortunate language quirk. You can't really manage time. It just is. You can't gain time, create time, or even lose time. Time is what it is, regardless of what we do.

It would be better to say "time allocation" or "activity management" "time usage" or some other phraseology to indicate that it's not time itself you're managing but how you use the time that exists. But we'll use the common terminology here to avoid confusion.

Some things time management is not:

  • Being more efficient. Suppose you become very efficient at making buggy whips. Does this fact mean you are managing your time well?
  • Getting more done in a given amount of time. Getting more done of what? And to what degree of quality? If you rake the leaves on a lawn from one side to the other all day long, does that mean you are a good time manager?
  • Being able to juggle multiple priorities. Instead of juggling priorities, assign priorities. First tend to the urgent things, then the most important things.
  • Mastering multi-tasking. This concept conflicts with what we know about the human brain. If you buy into this self-defeating, time-wasting, quality-killing ideology, you might also be interested in practicing solo flight by flapping your arms frantically.
  • Working faster. No, this mode is how you make mistakes that you subsequently have to spend more time fixing.

Some things good time management involves:

  • Deciding what to do. This is trickier than it sounds. Which is why there are time management experts.
  • Deciding what not to do. This is even trickier than deciding what to do. Which is why there are time managers and why discipline is a huge, huge factor in accomplishing this.
  • Deciding what to do when, and in what order. In essence, prioritization.
  • Determining the scope, goals, and metrics for each activity you undertake. In this area, we the find most room for improvement. Precision here allows you to avoid waste on the one hand, and falling short on the other.
  • Planning out the work, task, project, or activity such that you determine the necessary steps to quality completion. That is, what must you do to meet the intended goal and quality metrics?
  • Identifying unnecessary steps. Get this right, and you can cut your wasted hours significantly.
  • Figuring out what resources to use. Not all resources applicable to a task are equal. Picking the right tool for the job saves time, improves quality, and makes life less stressful.

We've highlighted only some of the factors involved in good time management. We actually teach extreme time management, which is a methodology that allows you to make effective use of your time almost second nature. You don't need a complicated system. Our system puts many of the variables on autopilot, so you have more time to do what you need to do. Our system goes way beyond most other systems in results, yet is far simpler.

Contact us for a presentation to your organization: comments @ mindconnection.com (remove the spaces after pasting into your e-mail client's "to" box.