3 Ways To Do More With Less Time

We live in a world where more is expected of us every day.

First there were fax machines, now email and cell phones. Our number of communications daily from various sources is extreme.

How can we get to all of it in a timely fashion and still get 8 hours of sleep?

Here are three time reducing strategies that are easy to implement:

1. Schedule. Like it or not in today's world if you want to achieve greater levels of success you must learn to use a schedule. You can use a Palm Pilot, a journal or a Daytimer. I use the Franklin-Covey Planning software for windows. It pops up when I turn on my computer and it is compatible with my Palm Pilot so that I can sync at night when I leave my office.

Now, having a schedule isn't half as important as using a schedule. It doesn't work if you don't use it? everyday.

I keep track of appointments, make a To Do list and then as I work on projects I enter them in so that I can make a journal of my day. Later, this will help me remember how much time I spent on tasks for billing purposes. I schedule in exercise time and I schedule in personal development time for reading and writing.

Once you get started, you'll find it easier and easier to use. The amount of time saved by spending the time to keep your schedule can be enormous. It helps to eliminate the clutter we create on our desks and in our minds when trying to remember all the things we need to do.

It can also help to eliminate unnecessary tasks. Many times we say 'yes' when something is not really in alignment with our goals. The act of making time for it and getting on the schedule will cause you to evaluate its importance. This can be a tremendous time saver.

2. Systems. Systems are a key component in time management. I have a system for everything! Systems do not have to be complicated but they help to keep you on track and save time. For instance, I use a 'system' for my after-work time. When I leave the office my evening everyday is pre-planned. I drive home, I change, I make dinner, I watch one hour of TV, I work two hours, and I go to bed? A system.

I follow the same system every single day. It removes wasted time trying to decide what I'm going to do with my time. Setting up systems for checking email or taking calls can be a real time saver. If you have tasks that you do regularly, think about ways to systemize them. Sometimes setting up forms or check lists, creating schedules or flow charts, delegating, just about anything can be turned into a time saving system.

3. Lists. Keep lists. You can keep the lists in your schedule but you need to get into the habit of making a list for tasks and systems. Checklists save time because you don't have to think about what comes next. The amount of time I save by using a calculator instead of figuring in my head is enormous?. Using lists is very much the same.

By removing the "think" time you streamline processes and save brain energy for more important things. I have a grocery list prepared in Excel, I print it off before I head to the store and buy only what I need. No time wasted wandering the aisles.

I have a checklist for updating my weblog and writing my newsletter. I have templates for the newsletter and I have time scheduled to do both.

Many times a little time spent upfront can be a huge savings later. When I find myself doing a task that I've done before and feel like its taking too long, I sit down systemize and make a checklist and suddenly I've found 15 or 20 minutes.

? Yolanda A. Facio for Strategy-3.com All Rights Reserved

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Time Managements

There are the golden rules that apply to time. If followed, your life will be successful. If you ignore these, however, you will always be scratching to catch up. Do not be one of the people you always here say "I don't know where the time went, it just flew by!".

1) Time is fleeting. Think about it...the moment you started reading this is gone, never to be regained. It seems we get so caught up in petty circumstances that we forget what we set out to do, and before you know it, the day is gone!

2) Time is valuable. You always have time to make money; but you can never have enough money to make time!

3) Time is unforgiving. The amazing thing about your time; even through no fault of your own, even "wasted" time will never stand still.

4) Time is money. You must be constantly asking yourself,"Am I doing the most productive thing I can be doing right now?". Watch out for those "wasted" moments we were talking about earlier.

5) Time is changing. We all must constantly renew our minds, and let the past be just that...the past! It can't help you now, aside from the learning experience, don't dwell on it.

6) Time is the ultimate judge. We have all heard "time will tell!". Well, there is some truth to that, as the future has a way of finding any flaw in the plan. Pre-planning will save massive amounts of your precious commodity called time.

7) Time is in your control. We can all be more in control of our day and how we spend it. Today should have been planned out yesterday, and tomorrow should be thought about today.

You can design your future, much like an architect designs a building. Start small, and work your way to the big things. Prioritize events and meetings in advance and stick to it. Things will always come up, so be vigilant, you will catch yourself doing un-productive things. The more you are "tuned in" to these events , the more you can do about it!

About The Author

Michael Niles is a Seattle based trainer and speaker. For more info call 206-229-3119 or <a href="http://www.focussalestraining.com" target="_new">www.focussalestraining.com</a>.

<a href="mailto:michael6941@hotmail.com">michael6941@hotmail.com</a>

If Only Your Brain Was the Size Of That Of an Ant You Could Easily Implement Habits

A year and a half ago I was introduced to something called Swarming or Swarm intelligence.

A big telecommunication company was actually mimicking ants to improve the performance of some of their products.

Now if a big telecommunication company is modeling behavior of ants and produce better products that way, there must be something worth looking at inside the head of ants.

Imagine for a moment that you are an ant. A worker ant - one of those responsible for bringing food back to the hill.

You have just found something edible that you want to bring back to the hill.

And before heading back you put Ant Rule #1 into action.

Ant Rule #1: If you find something edible you must mark the spot with a scent before heading back.

Simple rule - right?

So you leave a tiny drop to "mark the spot"

Once back at the hill you unload your loot and head out again to find more food.

Now as an ant you really don't have the massive mental capacity necessary to remember where you found the food.

Ant Rule #2 steps in.

Ant Rule #2: Head in the direction of the strongest scent from an "I found food here"-marker.

Simple rule - right?

So you head in the direction of the strongest scent.

It isn't the maker you left yourself, but apparently some of the other ants found food that was closer to the hill. Or maybe there was more food available, so more ants have visited and left more markers.

Anyway, you head for the food, leave a marker, head back to the hill, and then heads back out again.

But this time there is no food left at the marker, and you can't pick up the scent from other markers.

Ant Rule #3 steps in.

Ant Rule #3: If you don't know where food is, just start walking in a random direction.

So you pick a random direction and start walking.

A few minutes later you pick up the scent of an "I found food here"-marker - and you are back in business.

Now, listen closely: "When I snap my fingers you are no longer an ant"

SNAP!

Back in the realm of the humans? - good

So an ant uses only a few simple rules for bringing back food to the hill.

How many rules are in play when you bring food to the house?

Thousands I guess.

Get up in the morning, go to work, wait for paycheck, deposit paycheck, withdraw money from bank, compare offers, go to shop, find groceries, pay for the stuff, go home...

And these are only top-level rules/tasks - each of these break down into smaller and more complicated rules about how we get up in the morning, how we behave at work, how we compare offers etc.

Now you can't just live a simple life like the ant - the world we live and operate in is just too complex for that.

But you can easily apply Ant Rules to your daily life to make it easier.

And you can even use Ant Rules to create good habits.

Let's say you want to acquire good eating habits.

"Good eating habits" is a very complex entity, but what if you break it down into little Ant Rules?

Ant Rule #1: When given the choice: Always choose sparkling water instead of soda.

Ant Rule #2: Go for a walk right after eating supper.

Ant Rule #3: Eat fish on Mondays.

See, each of these rules are simple enough to be implemented with ease.

And they can be implemented gradually so you are not overwhelmed with "all the new stuff" in your new habit.

Another beauty of the simplicity of Ant Rules is that you can teach them to anybody.

How about your children?

Do they leave stuff around house?

And can it be a real challenge to get them to clean their *entire* room?

How about an Ant Rule that says "When you enter your room you must pick up one thing from the floor and put it in its right place"

Do you think you could get your kids to agree with just picking up one thing instead of cleaning up the entire room?

Now, I promised to talk about swarming and swarm intelligence, but one person with a set of Ant Rules can't really be considered a swarm?

So where do you find swarms of people?

In your home and at your workplace.

What if everybody lives by the rule of fixing just one thing when they enter a room? - how much simpler would you think it would be to keep a tidy place?

And how about at work?

Which Ant Rules can you think of that would fit into your workplace? - Rules that your team or co-workers could easily agree with and that would make you function more effectively as a team or make it a more pleasant place to work?

Copyright ? Henrik Flensborg 2003.

About The Author

Henrik Flensborg is the author of "Beat Procrastination - Right Now!" - a free ebook that will reveal to you why and how you have been procrastinating - and what you can do about it.

Henrik also publishes the Growth Focus newsletter that will help you move forward in life and business. He also owns the website <a href="http://growth-focus.com/" target="_new">http://growth-focus.com/</a> where you will find this and many other articles from his newsletter.

The Myth of What We Manage

Perhaps it is merely semantics, but an underlying problem I find that people have as it relates to the success in their life lies in a proper understanding of what exactly it is that we manage. Think about it. We have time management (In fact I have a seminar on this very topic, some of which is excerpted below), and financial management, and relational management, weight management, career management, and many, many more.

The fact is though, that we don't manage any of those things. What we do manage is ourselves, as they relate to those things. We don't manage time. Time clicks by, second by second, whether we do anything or not. What we do is manage ourselves, and our activities, as the time passes. We make choices as to what we will do and be involved in. The problem as well as the solution lies not with time, but with us.

We don't manage money. A pile of money will sit there forever if left alone. It won't grow or shrink. What we manage is ourselves and the decisions we make in regard to how we will spend the money. Getting the idea?

So as we live our lives and pursue success, one of the keys to grab on to is the idea that the most important thing we can manage isn't a thing at all - it is our self!

How then can we manage ourselves? Here are some thoughts.

Make sure that the above is firmly engrained in your thinking: I only manage myself. I can choose how I will act and react in every situation. Dwight D Eisenhower said that "The history of free men is not written by chance, but by choice, their choice."

Know your priorities. Do you know from top to bottom what your priorities are? Have you decided what the top ten things you want to spend your time on are? How about the same with your money? Only after you know these things can you properly manage yourself into choosing to live your priorities.

Learn to say "no" with a smile on your face. Here is where most of us fail. We do not choose to say "no" to those things that are not a matter of priority (the reason "why" is another newsletter article and probably a few counseling sessions at that!). Someone calls us up and asks us to do something for them (usually because they haven't managed themselves and would like our help picking up the pieces) and we say "Uh, I guess so." Then what? We usually kick ourselves for the rest of the day. "Why did I ever say yes?" Instead, practice this, "Gee, I am really sorry but I am not going to be able to be involved this time. I am sure you will be able to find somebody though." Go ahead and try it right now. Weird, isn't it? That is because we don't say it very often.

Schedule your priorities into you schedule or budget or whatever structure governs that area of your life. For example, do you have a financial budget that you yourself set? Then do you first and foremost spend your money in that way, say at the beginning of the month? If you do, you will eliminate even the opportunity to blow your money on impulse decisions and expenses because your money has already been committed into your priorities.

Remember, one of the greatest gifts God gave us is the ability to choose. And we can choose to manage ourselves appropriately and according to our priorities. As we do, we will find ourselves feeling less and less of the personal pain and frustration that we feel when we are out of control.

Get goin'!

About The Author:

Chris Widener is a popular speaker and writer as well as the President of Made for Success, a company helping individuals and organizations turn their potential into performance, succeed in every area of their lives and achieve their dreams.

To see Chris "live" at the upcoming Jim Rohn Weekend Event as he speaks on the subject of Secrets of Influence go to <a target="_new" href="http://Chris-Widener.InspiresYOU.com/">http://Chris-Widener.InspiresYOU.com/</a> or call 800-929-0434.

10 Time-Saving Calendar & Scheduling Tips

Nowhere is the line drawn more clearly between 'Industrial brains' and 'Electronic brains' than when it comes to the way people prefer to keep and use their calendars. These scheduling tips will really make your calendar talk to you, whether you use a packaged set, print out a computer calendar because you like the paper 'view' for better planning, or you synchronize your Personal Digital Assistant (PDA) with your laptop and office computer and it never hits paper.

Time Guidelines

Although everyone's situation is different we can learn a lot from the CEOs who are running multi-national corporations. Forbes magazine ran a one-page article based on interviews with CEOs and CFOs about their time guideline practices.

Not one scheduled more than 75% of their time, and the majority scheduled no more than 65% of their time. So you're looking at no more than 2/3 to 3/4 of their daily time being scheduled. Here are the earth-shattering reasons that these world class MBAs came up with for these Time Guidelines.

First, everything takes longer than you think it will. Second, things come up that you've got to deal with right away. (No matter how important what you're working on is.)

And the Third, he told as an anecdote, "You never walk into a meeting when there are millions of dollars at stake having worked right up until the last minute before the meeting. Because no-one else in the room has." Take a break before important meetings: you'll be more creative.

Now, I've never been in a million dollar meeting, but I share these with you because the more I apply these Time Guidelines the better my workday goes.

The Buffer Zone (not to be confused with the Twilight Zone) Allow one hour in-between any meeting's scheduled finish and your next appointment. If you work with someone who schedules meetings in your absence, explain that you want them to hold this line for everyone except your boss and their boss (or perhaps your spouse).

Leaving/Returning from a Trip

If you are returning to work at beginning of the business day, schedule no appointments before noon. Give yourself some time to unpack and thoroughly review your voice mail and e-mail. If you return to work mid-day schedule nothing until the next morning so you have re-entry time to process action items from your trip or meetings.

The reverse is true if you are leaving on a trip: allow at least a half day to prepare for the trip itself, as well as a final review of your in-box and e-mail to make sure there are no 'time bombs' hidden among the rest that can wait.

Auto-Response e-mail

For every day you will be out of the office (or in meetings all darned day again) set up an auto-response e-mail that includes an alternate contact, if appropriate. Even if you're only going to be out for one day, informing every one when you will actually be available, creates more realistic expectations.

Voice-mail Outgoing Message

When you are "Out of the Office" it's best to change your outgoing message on your voice mail as well. Let them know when you will be 'open for business' and who to contact in your absence. Start by saying "WAIT! Listen to this message carefully." Many people skip outgoing messages automatically. Other people simply don't listen to what is actually being said because they've heard it many times before.

Be as specific as possible when referring callers to another source. Give the person's name, phone, e-mail, and/or web address. The more specific you are the more likely it is someone will make the effort to get their questions answered by your alternate. The goal is to keep delivering services, even in your absence. This also whittles down the backlog awaiting your return.

Electronic Calendaring Programs

Most computer calendaring programs are connected to a contact database wherein all the pertinent contact information is accessible. Contact Management Programs are the best generation of their simpler contact/calendar antecedents, and are designed to center all your information about contacts by automating and documenting your communication (e-mail, phone, documents, e-fax, notes, etc.). It is truly a relationship-based way of thinking.

In addition, you can use any contact/calendaring or Contact Management program to quickly set up an easy project management tool that will appear seamlessly on your calendar display window or on printouts.

Enter a new contact into your contact record, using the project name (or code name) for the contact name field. You can now schedule tasks, to-dos, calls, and especially meetings on your calendar associated with your work on the project itself, not with the client or another team member. This allows you to plan for your milestones on various projects, and dedicate time to specific projects on your calendar.

In companies which network their calendars this is an especially important technique, because when someone is looking for an open time to schedule a meeting and your calendar shows project meetings, they are more likely to move on to another date.

Color-Coding Your Calendar (paper or electronic)

Color-coding is highly effective way to keep yourself straight with modern life's many and varied activities. Color-coding will reduce misfiles by as much as 90%, even if you don't change anything else about your filing system.

For those who use a paper calendar/planner, using pencil or erasable pen can be helpful especially if you rewrite your calendar often. I recommend that clients carry two erasable pens in their organizer; black for business appointments and blue for personal ones.

I recommend you use the four-color ballpoint pens for scheduling appointments with categories like black-business, blue-personal, red-travel, green-project action items. Buy plenty of whatever kind of pens/pencils you use to color code your calendar!

Your color-coding doesn't have to be this complicated and if you use one of the many excellent computer calendars around you can automatically color code your entries as they appear on screen and in printout.

I use a Contact Management program called ACT. It includes the option to assign a range of priority colors to any activity. However, since I don't schedule anything that isn't high priority I use the colors for my categories of black-business, blue-personal, red-projects.

Also, I highly recommend the color display PDA's over the black/gray/white displays. The display area of the PDA is limited so having the color provides you with improved visual function. Be careful when using the calendar function to check the day before and the day after the one you are looking at scheduling for any complications in coordinating your activities.

Applying any of these guidelines will help you out some. Applying all the tips that you possibly can, will change the way you work for the better. Just do it!

Time-Saving Calendars and Scheduling Tips By Eve Abbott, Excerpted from her new book, "How to Do Space Age Work with a Stone Age Brain TM"

Copyright, Eve Abbott All Rights Reserved.

Eve Abbott's newest book is available online at <a target="_new" href="http://www.organize.com">http://www.organize.com</a> Remember to sign up for more of the Organizer Extraordinaire's time-saving tips. Enjoy free brain quizzes to help you work at your personal best!

"How to Do Space Age Work with a Stone Age Brain TM" is an entertaining, interactive guide offering easy, online assessments to help make your own personal organizing solutions match your individual work style.

Where Do Your Priorities Fit?

An expert in time management was speaking to a group of business students when he decided to do an experiment. He pulled out a large mason jar, a dozen fist-sized rocks and carefully placed them, one by one, into the jar. When no more rocks would fit inside, he asked, "Is this jar full?" Everyone in the class said, "Yes."

He reached under the table and pulled out a bucket of gravel. The instructor then poured gravel in the jar, shook it and asked, "Is this jar full? " By this time the class was on to him. They replied: "Probably not,"

Next, he reached under the table and brought out a bucket of sand. He started dumping the sand in the jar until all the space between the rocks was filled. Once more, he asked the question. "Is this jar full?" "No" the class shouted.

Finally, he grabbed a pitcher of water and poured until the jar was filled to the brim. The speaker looked at the class and asked, "What is the point of this illustration?" The speaker listened to a number of very good responses and said: "The truth this illustration teaches us is this: If you don't put the big rocks in first, you'll never get them in at all."

What are the big rocks in your life? Are they your spouse, children and grandchildren? Are they your work, television or gambling? Are you wasting time with things that are unimportant? What is important in your life?

About The Author

Don Schmitz is a well-known writer and speaker on parenting and grandparenting. He is the author of "The New face of Grandprenting...Why Parents Need Their Own Parents" and founder of Grandkidsandme, which includes: Grandparent Camps and Grandkid Days. Don holds graduate degrees in Education, Administration, Human Development and is father to three sons and grandfather to four granddaughters. Contact Don Schmitz at <a href="mailto:Don@grandkidsandme.com">Don@grandkidsandme.com</a> <a href="http://www.grandkidsandme.com" target="_new">http://www.grandkidsandme.com</a>

Time Management Mastery

From Potential to Performance

One of the great things about life is that we can realistically be or do anything we choose to. This includes being a good time manager! We must believe that we can be a good time manager - that we have the potential. Unfortunately, many people say, "Well, I am just a poor time manager," as if it was ingrained in their DNA. The truth is that anyone can be a great time manager, if they choose to go from potential to performance.

So, how do we do this? Here is a simple 7 part process:

1. Believe that you can become a good time manager

2. Inventory where your time is currently being spent

3. Determine what your life values are - what do you view as important, what do you want to accomplish?

4. Set time priorities that will move you toward living out your values

5. Develop a system of scheduling that works best for you, not a time management conglomerate

6. Learn to say "no" to things that are not part of your priorities moving you toward your values - exercise your power to choose

7. Do what is in your new schedule

These simple steps, if you apply them, will take you from having the potential to be a good time manager to true time management mastery and performance!

About The Author:

Chris Widener is a popular speaker and writer as well as the President of Made for Success, a company helping individuals and organizations turn their potential into performance, succeed in every area of their lives and achieve their dreams.

To see Chris "live" at the upcoming Jim Rohn Weekend Event as he speaks on the subject of Secrets of Influence go to <a target="_new" href="http://Chris-Widener.InspiresYOU.com/">http://Chris-Widener.InspiresYOU.com/</a> or call 800-929-0434.