Life is easier with time on your side

By TIM O'BRIEN
KNIGHT RIDDER NEWSPAPERS
"There is a time for every purpose under Heaven" -- Ecclesiastics.
Every active person faces the challenge of how to divide their time. How much for work? How much for family? How much for ourselves? The line between success and failure might well be a time line.
I have written articles about time. I have presented seminars about time. I have two successful continuing education courses on time management. What have I learned about time? Here are 15 rules for effective time management. You cannot use all 15, all the time. However, the more of them you can make a part of your life, the more time you will have for yourself. Then you must decide how to spend it.
Tips
UOnce you consistently do what you should do, when you should do it, then you can begin to do what you want to do when you want to do it.
UConsistently day, date -- including the year -- and time all written and telephone correspondence and notes. Write "from" and "to" dates on a phone log, notebooks and computer files. These steps will help you find information faster.
UFind the optimum length of a time block for focused attention. Then arrange your day around several of these blocks. Many people find two-hour blocks to be most effective. Work toward three or four of these blocks. Uninterrupted work leads to productivity and efficiency. Close your door. Turn off your phone. Do not allow interruptions. The buddy system works well for time blocks. Offer to protect someone else's time, if they will help protect yours.
UExceptions to your plans happen. When they do, deal with them effectively. Then get back on task and back on schedule as quickly as practical. Daily "flex blocks" anticipate the unexpected. Allow yourself a time block each day to catch up if you get off course. Use the flex block to catch up first. Then, if you have time left in your block, use it for the next item on your daily to-do list.
UIf in doubt, answer Lakein's question, "What is the best use of my time right now?" and then do it!
UIf it doesn't need doing, don't do it. Drop it from your routine. Break the habit. Save the time. This is Covey's nonurgent and unimportant category.
URemember: "Elephants don't bite; mosquitoes do." Details, precision of notes and the ability to find what you need, when you need it, is often the difference between the success and failure of a project or plan. They also lower frustration levels.
UHave a consistent filing system in your home and office. More than one person needs to know where files are and how to retrieve them quickly. Make a general list of the contents of each file drawer. Update the list regularly.
URemember, "It is easier to fix a bad page than a blank page." Write through blocks and a lack of ideas by noting what you want to say in simple language. Just keep writing until you have a rough draft. Then work to improve it.
UKeep quiet about the time you find and save. Others are more than willing to fill it or usurp it. Protect from procrastination and idle talk and interactions.
UMaking exceptions compromises your time management system. Only the fully self-disciplined can make exceptions without consequences.
UMastering delegation multiplies productivity while reducing the time required. Delegation is the ultimate "two-fer." Remember though, delegation is not abdication. Retain final responsibility for everything you delegate. Set up a regular, consistent, specific feedback system for those you delegate to, to keep you updated and informed.
UBe a salmon; swim upstream compared to others. Work when they rest. Go when they stay. Think how they think, then do the opposite. Eat lunch early. Shop mid-morning during the week. Arrive early, leave earlier or later. This will help you avoid crowds, traffic and unnecessary delays.
UWith technology, buy only the features that actually save you time and you can use. Don't pay for excess capacity or speed you don't need.
ULaughter, leisure and restful sleep save time through increased mental clarity, lower fatigue and reduced error rates. Recharge yourself daily.
XTim O'Brien writes continuing-education courses and presents seminars on stress management. Readers may write to him at 3023 Shannon Lakes Dr., No. 102, Tallahassee, Florida 32309, or send e-mail to ismhyperstress.com. He also has a Web site at www.hyperstress.com.