Time Stealers – and How to Deal With Them!

Time stealers – and how to deal with them!

Are you running out of time before you run out of tasks? Do you wish you had more hours in the day to get all of your work done?

Some common time-wasters that take up precious minutes every day. Learning how to manage these distractions will improve your effectiveness and productivity.

Time stealers:

• Crisis management

• Attempting too much

• Procrastination

• Telephone interruptions

• Unexpected visitors

• Paper clutter

• E-mail overload

Crisis management

You've already planned a full workday and, suddenly, a crisis develops that needs your immediate attention. Unexpected problems can disrupt even the most carefully organized schedule or person.

Solution:

• Don't let someone else's crisis become your problem. Avoid responding to requests that seem urgent but may not really be furthering your work goals.

• When planning your work day, always ask yourself, "What is the best use of my time right now?" That will help you set priorities and focus your energy on the important tasks.

Attempting too much

It's easy to fall into the trap of taking on more than you can handle – and trying to get it all done 'yesterday.' If you don't schedule enough time to do things properly, you'll be left with half-finished projects and no sense of accomplishment at the end of the day.

Solution:

• Start by setting realistic goals for yourself. Plan your activities each day, taking into account specific time commitments, such as meetings and appointments. Identify and prioritize all the tasks you have to complete and do the important jobs first.

• Plan enough time to complete your 'to do' list. Make sure you schedule some time to deal with unexpected interruptions.

Procrastination

The biggest time stealer of all is not decision-making – it’s decision-avoidance! You can waste away an amazing amount of time postponing or avoiding work that you really should be doing.

Solution:

• The longer you put a job off, the more it clutters up your schedule. The task won't get better with time and you'll waste precious hours worrying about it or making excuses to avoid it. If you have a job to do, don’t delay – do it now!

• Make molehills out of mountains. If you're avoiding a task because it seems difficult or overwhelming, try breaking it down into smaller chunks and tackling a little bit each day. You’ll make better progress and your motivation will increase as you become more involved in the project.

Telephone interruptions

The telephone is one of our greatest communication tools – but it can also be our biggest time waster.

Solution:

• Plan a specific 'telephone time' for returning calls. By grouping your calls, you'll complete them quickly and minimize the disruptions in your daily work.

• Avoid prolonging work-related calls with unnecessary social chitchat. Get your caller down to business quickly by asking "How may I help you?”

Unexpected visitors

"Do you have a minute?" When it comes to effective time management, these five little words can be lethal! Unexpected, 'drop-in' visitors can soak up your time like a sponge.

Solution:

• Stand up when a colleague or visitor comes into your office or classroom. Your body language will send the message that you're busy. Chances are your visitor will also remain standing and will get to the point quickly, instead of sitting down for an extended visit.

• Establish the purpose of the unexpected visit as soon as possible, then deal with the issue immediately or arrange for a follow-up meeting at a more convenient time.

Paper clutter

If your workspace is cluttered and messy, you're probably wasting a surprising amount of time hunting for things that have gone missing in your desk or office.

Solution:

• Don't use your desk as a giant 'inbox'. Create in and out boxes for ongoing work and place them on a cabinet or shelf, so they don't distract you from your daily tasks.

• Avoid a paper buildup by setting aside a specific time each day to deal with your mail. Use the F.A.T. (file, act, and toss) system to manage your mail efficiently:

E-mail overload

E-mail can be a major distraction. It's hard to resist the temptation to check your inbox constantly. Ignore that insistent little email messages and your day will be much more productive. Learn more about effective e-mail management.