As the Marketing Director for the company I work for, time is a commodity that I have relatively little of. My time is divided between coaching my team, creating a direction for our company's future AND actually getting stuff done. As a result, I am forced to fit more into my day or face the consequence of long, lonely nights away from my beautiful wife.
When looking at the options of increased efficiency at work vs. increased time at work, it is clear that increased efficiency trumps increased time 7 days of the week (well, hopefully only 5, if I am as efficient as I would like to be...). To accomplish this task, I have come up with a simple system that anyone can use that has greatly helped me increase my efficiency and my execution, as it constantly re-focuses me on what is important and what tasks need to get done in a given day's time.
The process is so simple and cheap that anyone can get started for less than $10!
It all boils down to two notebooks and a pen.
The pen is obviously used for writing. It does not need to be fancy, but it should be comfortable, write well and be in abundance so you never have to wonder where your pen is. Basically, use what you like. To me, the key is that they fit in the circular binding of your notebook and that you have lots of them. I like the Pilot G-Knock Fine Point Pen
. They write well, are comfortable, and seem to fit nicely in my pocket or in the wire binding of the notebooks I use. Naturally, they come in packs of a dozen, so they are readily available when I need them.
The first notebook is used for note-taking. I write down any/all notes from meetings, phone calls, etc that come up. It is the place that I keep track of my random thoughts, suggestions, ideas, etc. 90% of everything that I write is in this notebook. Whenever I need to remember an idea that was discussed, the specifics about a project or the overall flow of the concept we were discussing, I can refer back to this notebook. It is crucial to capture nearly everything that is noteworthy in this notebook.
The second notebook is used for action items. The ONLY thing that goes in this notebook are the action items that apply specifically to me, whether it is a task that I need to perform, something I need to follow up on, an email I need to send out, anything that I need to DO. I organize my day by this list. I have some symbols that I use to let me know, at a glance, where I am on each task.
A circle to the left of the task means I have started working on the project
A forward slash (/) through the circle means that the project still requires work from me, but it is currently in someone else's hands
An X through the circle (/ plus \) means that I have done everything I need to do on the project, but it is yet to be completed
A horizontal line through the task means that the project is finished and I have crossed it off my list
Each day, when I come to work, I look at where I am, what projects I need to give attention to, what is important, etc, and based on that information, I plan my day accordingly. Each week, I carry the projects that are still in the works over to the next week's list and spend about 30 minutes adding other tasks that I would like to accomplish that week. This gives me a fresh new task list to work from. Having this list close by limits my down-time because I have a constant reminder of what I am working on, what needs my attention, what doesn't and what I need to do next.
Why 2 Notebooks?
IMO, the KEY to this process working is the two separate notebooks. With only one notebook, you are forced to constantly be flipping back and forth, trying to decipher your tasks from your notes. I have found that when I do this, key action items regularly get missed because they are jumbled with all my other notes. Having two separate notebooks with two separate functions will keep you organized and separate what you need to DO from what you need to REMEMBER, greatly increasing your chances of finding either when you need to.
BRING THEM WITH YOU!!!
If you don't bring them with you everywhere you go, this WILL NOT WORK. I suggest getting small notebooks like this one
so that you can easily carry them around with you. Also, I suggest bringing them BOTH with you, as you should begin separating action items from notes from the get-go versus trying to remember which was which when you are out of the meeting, or more realistically a couple days later when you finally get back around to reviewing your meeting notes.
Regardless of what you chose to help you manage your time, you need to make sure it works for you. Everyone is different. Some people have the luxury of bringing their laptop with them wherever they go, or they use their SmartPhone or PDA. No matter what you use, the key is that you use something and that you separate your notes from your action items. Left to your own devices, if you don't have a written, separated list, you are going to constantly find yourself working on the urgent over the important and worse yet, you will probably have to work 10 to 12 hours to accomplish what you could have in 8 or 9.
Hopefully this simple, practical, effective concept will help you with your time management, regardless of the resources available to you. I know that the people who I have shared this with have found it to be a huge help in their efforts to better manage their time and I wanted to share it with you as well.
Hope this helps!