Six Timely Tips for More Effective Personal Time Management
by Kim Dawson, VP, W. Region Escrow Ops Process Leader, LandAmerica
1. Spend Time Planning and Organizing. Using time to think and plan is time well spent. In fact, if you fail to take time for planning, you are, in effect, planning to fail. Organize in a way that makes sense to you. If you need color and pictures, use a lot on your calendar or planning book. Some people need to have papers filed away; others get their creative energy from their piles. So forget the “shoulds” and organize your way.
2. Set Goals. Goals give your life, and the way you spend your time, direction. When asked the secret to amassing such a fortune, one of the famous Hunt brothers from Texas replied, “First you’ve got to decide what you want.” Set goals that are specific, measurable, realistic and achievable. Your optimum goals are those that cause you to “stretch” but not “break” as you strive for achievement. Goals can give creative people a much needed-sense of direction.
3. Prioritize. Use the 80-20 Rule originally stated by the Italian economist Vilfredo Pareto who noted that 80 percent of the reward comes from 20 percent of the effort. The trick to prioritizing is to isolate and identify that valuable 20 percent. Once identified, prioritize time to concentrate your work on those items with the greatest reward. Prioritize by color, number or letter—whichever method makes the most sense to you. Flagging items with a deadline is another idea for helping you stick to your priorities.
4. Use a To-Do List. Some people thrive using a daily To-Do list which they construct either the last thing the previous day or first thing in the morning. Such people may combine a To-Do list with a calendar or schedule. Others prefer a “running To-Do list, which is continuously being updated. Or, you may prefer a combination of the two previously described To-Do lists. Whatever method works is best for you. Don’t be afraid to try a new system—you just might find one that works even better than your present one!
5. Be Flexible. Allow time for interruptions and distractions. Time management experts often suggest planning for just 50 percent or less of one’s time. With only 50 percent of your time planned, you will have the flexibility to handle interruptions and the unplanned “emergency.” When you expect to be interrupted, schedule routine tasks. Save or make larger blocks of time for your priorities. When interrupted, ask Alan Lakein’s crucial question—”What is the most important thing I can be doing with my time right now”—to help you get back on track fast.
6. Consider Your Biological Prime Time. That’s the time of day when you are at your best. Are you a morning person, a night owl, or a late afternoon whiz? Knowing when your best time is and planning to use that time of day for your priorities (when possible) is effective time management.
Copyright Kim Dawson. All rights reserved. Kim Dawson, VPÐWest Region Escrow Operations Process Leader for LandAmerica Financial Group, has over 27 years in escrow, rising from receptionist to owning her own escrow company in Southern California. She is a Certified Senior Escrow Officer and Certified Escrow Instructor. An active member of the California Escrow Association since 1989, she has served in several positions including CEA President in 1999, and she is a member of the National Advisory Council for GoGetEscrow.com. For more about Kim, please visit GoGetEscrow.com/Get/Kim.