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Time is a Unique Resource
How many times have you thought or said, “Sure, I’d like to (take courses, take time off, work on additional skills or projects, etc.) but don’t have time.” When we say “not enough time,” we’re passing the buck.
Let’s see time and I’ll tell you what I mean.
Time is a unique resource. It cannot be saved, stopped or replaced. Interestingly, some people seem to “find time” to do things that others don’t. Some people seem to be able to “manage time” better than others and thus be able to “use time better”.
In fact, these resourceful individuals are just as incapable of “finding time” or “managing time” as the rest of us. Time cannot be “managed” or “found”. Our days, weeks, months and years are the same.
Everyone has:
24 hours a day
168 hours a week
8,736 hours a year
613,200 hours in lifetime (assuming a lifespan of 70 years)
306,600 hours remaining (assuming you are 35 years old)
How many hours are left in your life? Take a minute to count the time and write your answer in the space provided. Compare what you have achieved in the time you have lived with what you want to achieve in the time left. Are you happy with where you are and where you are going?
Ask yourself how you can use the remaining time to accomplish work, professional, and personal goals that are meaningful to you. Ask yourself, “What is the one thing I can do today—if I do it well—that will have a significant positive impact on my department, career, or personal life?”
Managing time is not time at all, it is time. It’s about priorities. It’s about achievement – at the end of the day – what matters most to you. It’s about setting achievable goals and using a planned approach to achieving them amidst the many forces competing for your time every day.
Align your goals with external forces
Have you ever started dieting around the holidays? Unless you choose to go to a health camp during the holidays, you may succumb to the many temptations to discover delicious but not-so-healthy foods during these times. The fact that no one else seemed to be on a diet didn’t help either! In short, your weight loss goals don’t match the reality of the season.
The same goes for goals. Goals are easier to achieve if they align with external forces. For example, if your career goal is to advance laterally to another part of the US, and the company’s goal is to reduce all transfers, then your goal is not aligned with outside forces, and you will have a hard time achieving your goal.
If your goals don’t align with company goals, you may be seen as a disgruntled person – a troublemaker. If your goals align with the company’s goals, you are seen as supporting the company and your team is seen as a major contributor in the organization.
Ask yourself, “Will achieving my goals help the company achieve its goals?” If your goals may not align with the company’s goals, you may want to revisit your goals (or consider finding another company to work for!).
Anchor your goals with inner strength
It is also important that your purpose is rooted in your inner strength or values. It will be difficult to achieve your goals if you do not value their achievement, or if its achievement goes against your values and principles.
Ask yourself, “Will the achievement of this goal strengthen who I am as a team player, leader, or as an individual?” If your goal might not reinforce who you are, you may want to revise your goal.
Link your goals to other goals
In the end, it is easier to achieve a goal if it is connected to another of your goals or another person’s goals. You may find that several of your goals tie together nicely; by working on one, you can easily work on many. Even more powerful is connecting your goals to those of other people or departments.
Ask yourself, “Who else might benefit from the achievement of this goal?” Discuss your goal with this person and see if it’s possible to achieve a mutually beneficial goal.
By aligning, anchoring, and linking our goals, they become more attainable.
Note: Once you identify your goals, you’ll want to document them in a prominent place—one where you can see them every day.
long-term success happens a week at a time
Are you “okay” every day when you’re on a diet? If you sabotage your diet for a night out, will you abandon your goals? The answer (hopefully) is “no”. Likewise, if your goal was to get promoted in a year and you did nothing today, would you drop your goal? The answer is no. ” Most people focus too much on long-term goals or daily tasks. The truth is, you have to look beyond your daily goals and see your mid-term goals before your long-term goals.
Think about how you walk. Try to walk by looking down at every step you take. You may never stumble, but you will definitely lose your way. Now, try walking while looking at your destination (say, a building a mile away); if you don’t fall off the steps or get run over by a truck while crossing the street, you’ve achieved your goal! To walk effectively, you have to look ahead—not a mile, but a few steps.
In order to effectively achieve your long-term goals, you must first break them down into medium-term goals that can reasonably be achieved within a week (or, for long-term goals, within a month).
You need to keep track of these intermediate goals on a monthly calendar. NOTE: You’ll also want to keep track of appointments, meetings, and other business activity items on this monthly calendar; this will give you a quick idea of how crowded or free any given week is.
daily plan
Setting long-term and medium-term goals are the first two steps in “managing time”. The third step is ACT! As the saying goes, “The Long March begins with a single step”.
Many people—with the best of intentions—ignore the reality of the day when they first start incorporating intermediate goals into their daily regimen. They forget that they have meetings they should be attending, work commitments they should be fulfilling, and other things that will procrastinate in their free time. As a result, they become frustrated with their lack of progress on their goals and angry at the things that take up all their time—work and family obligations.
Take a few minutes each morning to plan your day:
Step 1: Identify your appointments, meetings and other business action items.
The first step in planning your day is to transfer appointments and other business activity items from your monthly calendar. These are non-discretionary: you’ve committed to them. Take a moment now to transfer any appointments and business action items from your monthly calendar to their proper place in your calendar.
Step 2: Plan your daily responsibilities.
Your second step is to plan your daily responsibilities such as phone calls, mail, inbox, etc. These activities are less defined than action items, but still take part of your day. By planning these responsibilities, you can allocate time for them without letting them affect your entire day.
Step 3: Date yourself.
Your third step is to “date yourself” by identifying the intermediate steps you wish to address today. Transfer these discretionary activities (intermediate steps) from your goal planning page. This makes discretionary projects non-discretionary by the simple act of documenting projects in a daily planner. You move the future into the present so you can act now!
Here are some tips to help you “manage your time” and achieve long-term success:
o Limit the number of activities you plan for a day. Commit to and get some activities done without overcommitting.
o Make it a habit to plan for 15 minutes each day.
o Do your priorities first. period.Include a period of quiet time to complete your
It is imperative.
o Take a long-term view of your commitments. Is your calendar filling up quickly? should be? Schedule your non-discretionary time carefully each week.
o Take a medium-term perspective when planning time for your intermediate steps. “If I perform well this week, what is the one thing I know that will have a significant positive impact on my department, career, and/or personal life?”
o Use your time management system to save important information, such as your department, career and personal goals, and intermediate steps; your appointments, business action items, and other commitments; and your contacts.
Entelechy’s Timing Tips
“What is the one thing I can do today—if I do it well—that will have a significant positive impact on my department, career, or personal life?”
Terence R. Traut is President of Entelechy, Inc., which helps organizations unlock the potential of their employees through customized training programs in sales, management, customer service, and training. Terence can be reached at 603-424-1237 or [email protected] Check out Entelechy’s website at http://www.unlockit.com.
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