A Career Coach Who Understands

Time Management

Step 1: Master Your Morning

• Make a To-Do list.
• Focus on time management.
• Complete one task at a time.
• Discipline yourself to follow through on your task to completion and avoid interruptions.

Step 2: Develop Goals for the Week

• Keep a notebook on your desk to jot down upcoming tasks.
• Develop a short-term and long-term goals list.
• Get out of the habit of having sticky notes all over your desk, computer, etc.

Step 3: Stop Procrastinating

• Choose your best time of the day to complete tasks.
• First, take care of those tasks you dread the most. After you are finished you will see it wasn’t that bad after all.
• Set deadlines for yourself and commit to them no matter what.

Step 4: Prioritize Everything

• Use colored folders to locate files quickly.
• Start with your most time sensitive tasks.
• Arrange tasks in order of deadline.
• Don’t forget to enter the deadlines on your calendar.
• If someone gives you an assignment don’t forget to ask for the deadline.
• Learn to say “no”. If you know your schedule does not permit another task on your list then you should make it known. Is there someone else who may be able to assist you?

Step 5: Organize Your Desk

• Begin your day with a clean desk. Take off anything that is not work related.
• Place needed tools on your desk such as stapler, tape dispenser, paper trays, etc.
• Try to keep up with your filing on a daily basis. Discard duplicate documents according to your company policy.
• Clear your desk each day before you leave the office.

Step 6: Limit Office Interruptions

• Remove candy dishes from your desk and out of view. (Discourages co-workers from stopping by to get a snack.)
• Your work area should not face the door where you may be visible and an easy target for interruptions.
• Should you have an important deadline and experience constant interruptions find a vacant office to escape.
• Ask co-workers if you may get back to them once you are finished your deadline.
• Place your phone on do not disturb and listen to your voice mail and e-mail while on a break.

Step 7: Conquer Your E-mail

• Turn off the sound of your e-mail notification.
• Schedule a time to preview e-mail. It is not necessary to constantly check your e-mail messages unless you are expecting one.
• Set your e-mail view to auto preview.
• “Go Green” Don’t print messages unless you have to.
• Read e-mails once, take action and then move the message to the appropriate folder.
• Review outgoing messages for grammar and spelling mistakes.

Step 8: Manage Your Phone Calls

• Place a call log by your phone.
• Keep your voice mail greeting current.
• If you have a receptionist have them screen your calls.
• Schedule a time to return your calls in order of importance.
• Gather documentation you may need prior to returning the call.
• Always be prepared to leave a voice mail. It is better to leave a voice mail instead of having someone take a message. You then have the opportunity to provide details on the voice mail.

Step 9: Delegate Tasks

• Review your task list and decide which tasks can be re-assigned.
• Focus on those tasks that need more of your expertise.
• Make sure you explain the tasks well to the person for which you are delegating. Remember to include the deadline.
• Delegation is a form of motivation for others.
• Document the employee you have given each task including the deadline.
• Once you have given the employee the assignment don’t micro-manage.

Step 10: Plan Productive Meetings

• Review the expenses for the meeting. Would it be more productive to send a PowerPoint in an e-mail?
• Is the meeting necessary? Is it going to provide useful information?
• Gather all the pertinent information for the meeting:
o Topics
o Time frame
o Cost
o Participants
o Location
• Appoint employees to participate in the meeting.
• Send out a reminder to participants prior to the meeting.
• Develop an agenda for the meeting.
• Avoid distracting elements such as phones and intercoms.
• Conclude the meeting on schedule.

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