Seven time-savers that could change your life
FINDING time to enjoy life is becoming harder and harder. As the average workweek lengthens, leisure time drops.
Yet some of the world's busiest people are able to develop rewarding careers and also make time for family and leisure activities. Here is their best advice, plus that of time-management experts:
1. Use your peak hours
When is the best time to undertake important tasks? Dr. Nathaniel Kleitman, a University of Chicago physiologist, documented that normal body temperature can vary as much as 1.6 degrees Celsius during the day. These patterns correlate with the rise and fall of your working efficiency, mental alertness and feeling of well-being.
Simply lounging in bed in the morning can rob you of productive time. "Long ago I learned a trick that saves me 20 to 50 minutes a day." one busy man told me. "I simply get out of bed when I wake up. Lingering only delays the inevitable, and you aren't getting any real rest anyway."
People tend to be most alert in late morning and midevening. Afternoon brings an increase in sleepiness, with a "through" in effeciency occuring around 2 0r 3 p.m. After body temperature peaks between 6 and 8 p.m., many people experience a decrease in alertness.
Use your high-efficiency hours to tackle difficult jobs or engage in creative thinking. For low-efficiency times, concentrate on reading newspaper, cleaning up or sorting your mail. By adapting to your mental condition, you can accomplish more in less time.
2. Make a plan
Would you drive to an unfamiliar destination without a road map? Time-management experts agree that the most productive minutes of your day are those devoted to planning ahead. Just 20 minutes of organizing can save an extra hour of extra effort remembering what must be done.
"Don't try to carry your life around in your head," says Lucy Hedrick, author of Five days to an Organized Life. "Write things down so you can free your brain for more creative pursuits."
Make a to-do list every day. If you have fewer than ten items, use numbers to prioritize your list. If you have more, group the most urgent tasks under "A," less important under "B" and least vital under "C." Or rank items with different colored highlighters.
In less than ten minutes, New York City attorney Christine Beshar, a mother of four, lists all household tasks to be completed each day. Through good organization, Beshar is able to manage her family and professional responsibilities, and also stay involved in church activities and a university board of trustees---and do everything well.
3. Prioritize paperwork the same way
According to Dianna Booher, author of Cutting Paperwork in the Corporate Culture, American businesspeople spend many hours writing, reading, filing and retrieving paperwork. What's more, Booher adds, they never again look at much of what they life. To solve this problem, train yourself to focus only on vital paperwork.
Sort out key papers and categorize them: To Do (something to ac on or delegate), To Read (information to digest as soon as practical), and To File (a document for future reference). Put the To Do pile front and center and place the two other piles out of sight. Keeping only major items on your desk prevents time-consuming mental side trips.
4. Discourage drop-ins.
Many working people like to claim their door is always open. Yet the person who welcomes everyone who drops in will get plenty of conservation but won't accomplish much.
The trick is to develop inoffensive ways to protect yourself from minute stealing interruptions. David E. Levy, an international public-relations consultant, uses a variation of the opendoor policy by keeping his door ajar. The message is clear: he really doesn't want you to come in, but you can if it is important.
Another way to handle unexpected drop-ins: apologize for your crowded schedule, then set up a meeting time when things will be quieter, or during a low-effeciency period.
5. Tame the telephone.
There is a story of a farmer whose the telephone constantly rings as he talks to a passer-by outside his door. The visitor is distracted, but the farmer only shifts his pipe. "Pay it no mind," he says. "I put that phone in for my convenience."
Few devices save more minutes----or waste so many more---than the telephone. To short-circuit long-winded callers, says R. Alec Mackenzie, author of New Time Management Methods, set a time limit, the signal the end of your conversation with a phrase such as "Before we hang up...." You can save even more time by not taking every incoming call.
Before you make a call, keep its purpose clear. If you need to cover more than one subject, jot them down, then stay on track. Busy people appreciate directness. Keep a record of when people you call regularly are least busy and call them at those times. Even better, make appointments to call important contacts.
6. Work while waiting
When waiting is inevitable, have some reading matter handy. A briefcase or folder can house a treasure-trove of letters, reports, periodicals and clippings.
7. Take a break
Making the best use of every moment doesn't mean pushing yourself relentlessly. Breaking up your routine can help you work faster and better. A catnap in the middle of the day, for instance, can be energizing. Exercise can also clear your mind and relax your body. Even ten minutes of relaxation with alternate shallow and deep breathing, says Lester R. Bittel, author Right on Time, can psycho you up or calm you down. If time pressures are prolonged, Bittel suggests taking a vacation day or a long weekend.
To help us all gain an extra hour every day, a clockmaker in Dallas has created a timepiece measuring each minute of 57.6 seconds. The 2.4 seconds borrowed from each minute add up to an extra 60 minutes at the end of each day. You can accomplish the same thing, however, by simply managing your time more efficiently---and you'll reap the full benefits.
FINDING time to enjoy life is becoming harder and harder. As the average workweek lengthens, leisure time drops.
Yet some of the world's busiest people are able to develop rewarding careers and also make time for family and leisure activities. Here is their best advice, plus that of time-management experts:
1. Use your peak hours
When is the best time to undertake important tasks? Dr. Nathaniel Kleitman, a University of Chicago physiologist, documented that normal body temperature can vary as much as 1.6 degrees Celsius during the day. These patterns correlate with the rise and fall of your working efficiency, mental alertness and feeling of well-being.
Simply lounging in bed in the morning can rob you of productive time. "Long ago I learned a trick that saves me 20 to 50 minutes a day." one busy man told me. "I simply get out of bed when I wake up. Lingering only delays the inevitable, and you aren't getting any real rest anyway."
People tend to be most alert in late morning and midevening. Afternoon brings an increase in sleepiness, with a "through" in effeciency occuring around 2 0r 3 p.m. After body temperature peaks between 6 and 8 p.m., many people experience a decrease in alertness.
Use your high-efficiency hours to tackle difficult jobs or engage in creative thinking. For low-efficiency times, concentrate on reading newspaper, cleaning up or sorting your mail. By adapting to your mental condition, you can accomplish more in less time.
2. Make a plan
Would you drive to an unfamiliar destination without a road map? Time-management experts agree that the most productive minutes of your day are those devoted to planning ahead. Just 20 minutes of organizing can save an extra hour of extra effort remembering what must be done.
"Don't try to carry your life around in your head," says Lucy Hedrick, author of Five days to an Organized Life. "Write things down so you can free your brain for more creative pursuits."
Make a to-do list every day. If you have fewer than ten items, use numbers to prioritize your list. If you have more, group the most urgent tasks under "A," less important under "B" and least vital under "C." Or rank items with different colored highlighters.
In less than ten minutes, New York City attorney Christine Beshar, a mother of four, lists all household tasks to be completed each day. Through good organization, Beshar is able to manage her family and professional responsibilities, and also stay involved in church activities and a university board of trustees---and do everything well.
3. Prioritize paperwork the same way
According to Dianna Booher, author of Cutting Paperwork in the Corporate Culture, American businesspeople spend many hours writing, reading, filing and retrieving paperwork. What's more, Booher adds, they never again look at much of what they life. To solve this problem, train yourself to focus only on vital paperwork.
Sort out key papers and categorize them: To Do (something to ac on or delegate), To Read (information to digest as soon as practical), and To File (a document for future reference). Put the To Do pile front and center and place the two other piles out of sight. Keeping only major items on your desk prevents time-consuming mental side trips.
4. Discourage drop-ins.
Many working people like to claim their door is always open. Yet the person who welcomes everyone who drops in will get plenty of conservation but won't accomplish much.
The trick is to develop inoffensive ways to protect yourself from minute stealing interruptions. David E. Levy, an international public-relations consultant, uses a variation of the opendoor policy by keeping his door ajar. The message is clear: he really doesn't want you to come in, but you can if it is important.
Another way to handle unexpected drop-ins: apologize for your crowded schedule, then set up a meeting time when things will be quieter, or during a low-effeciency period.
5. Tame the telephone.
There is a story of a farmer whose the telephone constantly rings as he talks to a passer-by outside his door. The visitor is distracted, but the farmer only shifts his pipe. "Pay it no mind," he says. "I put that phone in for my convenience."
Few devices save more minutes----or waste so many more---than the telephone. To short-circuit long-winded callers, says R. Alec Mackenzie, author of New Time Management Methods, set a time limit, the signal the end of your conversation with a phrase such as "Before we hang up...." You can save even more time by not taking every incoming call.
Before you make a call, keep its purpose clear. If you need to cover more than one subject, jot them down, then stay on track. Busy people appreciate directness. Keep a record of when people you call regularly are least busy and call them at those times. Even better, make appointments to call important contacts.
6. Work while waiting
When waiting is inevitable, have some reading matter handy. A briefcase or folder can house a treasure-trove of letters, reports, periodicals and clippings.
7. Take a break
Making the best use of every moment doesn't mean pushing yourself relentlessly. Breaking up your routine can help you work faster and better. A catnap in the middle of the day, for instance, can be energizing. Exercise can also clear your mind and relax your body. Even ten minutes of relaxation with alternate shallow and deep breathing, says Lester R. Bittel, author Right on Time, can psycho you up or calm you down. If time pressures are prolonged, Bittel suggests taking a vacation day or a long weekend.
To help us all gain an extra hour every day, a clockmaker in Dallas has created a timepiece measuring each minute of 57.6 seconds. The 2.4 seconds borrowed from each minute add up to an extra 60 minutes at the end of each day. You can accomplish the same thing, however, by simply managing your time more efficiently---and you'll reap the full benefits.
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