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A couple of years ago, I read an article in the paper about “time debt.” We promise more or overcommit to more time than we have to give.

I’ll admit, I’m a big offender in this . . . huge. No, not just huge, but “HU-ooGE” as Donald Trump would say (imagine the pursed lips.)

So after I read the article, I made a decision to be more accountable with my time.

Know What You’re Working With

The first step I took was to map out how my week looked and how much available time I actually had. I’m visual, so this was truly a schedule drawn on paper. I listed all of the things that I ideally wanted to do both personally and professionally: exercise, network, work on personal projects, etc.

What I quickly discovered is that I don’t have nearly as much disposable time as I thought I did.

After that shocker, I worked out what looked to me to be a reasonable schedule.

Track Time Spent

The next step was to track the time it took to accomplish tasks. Since I already kept a journal with running notes, this wasn’t too big of a stretch.

Again, it was sobering to find out that I couldn’t cram as much as I thought I could into a day.

However, as I kept on with the tracking, readjusted my expectations, and set more realistic goals, the amazing thing was that I actually found time. If I schedule three projects with realistic time budgets and one went more smoothly than expected, I might have a spare half an hour in my day.

Identify Time Stealers

Even with a clearly defined schedule, it is very easy to let time slip away if you don’t have a handle on the time stealers.

Don’t be afraid to set limits: If someone calls with a request, don’t hesitate to turn it down if it doesn’t fit in your schedule.

Have set time for emails and call backs: Rather than taking calls and returning emails throughout the day, schedule times to attend to them. Depending on the urgency of your business, once or twice a day should work for most situations.

Use a timer to control activity creep: Do you get lost in your RSS feeds, message forums, or industry news? Use a timer to keep yourself to the set time.

By Carla Alvarez
Wednesday, May 21st, 2008
Posted In: Business Tips, Small Business.
Tags: business productivity, small business tips, time management