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Tick Tock: Tips for Allocating Your Time

May 13th, 2008 @ 9:51 am

16 Comments

Categories: Personal Effectiveness

Tags: Time Management, Workforce Management, E-mail, Financial Accounting, Productivity, Human Resources, Online Communications, Finance, Sean Silverthorne

Tick Tock: Tips for Allocating Your TimeDo you spend your work time as effectively as you could? Let me answer for you. No.

Everyone from CEOs to front-line managers squander their most valuable resource — time — like an untuned automobile wastes fuel. Our opportunities to create real value for the organization are chipped away by everything from trivial e-mail exchanges to putting out petty corporate fires.

How do we tune our time management to make us run more productively? A couple of recent posts on Harvard Business offer some interesting approaches to thinking and dealing with the problem. The first approach is to consider what you are working on, the second discusses ways to making how you work more effective.

The Curse of Multitasking
Columbia Business School professor Rita McGrath posts on the importance of focusing most of your time on tasks, jobs, and roles where you create value. The more you multitask, she says, the less effective you become. She suggests you separate the attractive opportunities from those less attractive by developing a set of evaluation screens that help you set priorities. Read her post for more details.

In Are You Spending Time the Right Way, executive coach Melissa Raffoni outlines a three-step process for using your time more strategically. In summary she asks you to:

Break your responsibilities into strategic and tactical categories such as growth and improvement, managing people, and administration.

Determine how much of your time should be devoted to each category. “To answer,” she writes, “factor in the competing claims on your time: the activities that enable you to generate the most leverage, the company’s strategic priorities, and the short-term needs of your supervisors, direct reports, and customers.”

Make sure your conclusions align with the mission of our superiors and the company overall. Do you and your boss see eye-to-eye on where your commitments should be?

With this information in hand, Raffoni suggests you conduct an audit of how you actually spent your own time last week by looking at your calendar. Are your time commitments strategic? If not, learn how to box time and delegate to get the most out of your schedule, she says.

(Clock image by Kainet , CC 2.0)

 
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  •  
    1

    SFTROOPER

    05/13/08 | Report as spam

    Getting out of your own way!

    Great Post. Here is an article that is a great accompaniment to the above!

    The room is silent as you ready yourself. You plot out your battle strategy as you slowly and methodically place each piece of your armor in its proper place. You steady yourself under the weight, as you rise to face your skillful foe.

    You know every movement and every thought that they know, for you have battled this opponent day after day. Your opponent has a name that you know oh so very well. That name is your name. That name is YOU!

    There are plenty of challenges in our lives and some of them are of our own making. Ok, I?m being kind here. Most of them are of our own doing! We undermine ourselves, and make assumptions about what's possible, that restrict choices in our lives, and let our fears stop us from even trying to reach our goals and dreams. Like a pig that is unaware of the mud that he is wallowing in, being stuck in old ways of thinking keeps us blind to the many opportunities that surround us outside of that mud hole.

    How can we get unstuck? How do we get ourselves out of the mud we so readily find ourselves playing in? It won?t occur by thinking and doing things the same old way, but, by shedding the negative thoughts and self-defeating actions that we have found to be so predisposed to in times of difficulty.

    Every day of our lives we have thousands of thoughts that race through our heads; some positive and some negative. Most of us carry over many of these thoughts into the next day. For some, there is a tendency to dwell on the past and over-analyze what we could or should have done. ?Analysis equals paralysis? as the old saying goes. If those thoughts are not supporting you, you will no doubt have trouble getting the results you want and overcoming the challenges along the way. Being able to manage your thoughts is at least 80 percent of the battle in being successful.

    The very first thing that we need to accomplish when we are ready to change and move out of our own way, is to recognize that we are the ones blocking the doorway.

    The following is a list of ten Forms of Paralyzing Thinking. It?s these thinking patterns that perpetuate the obstacles of getting in our own way! Most of us live with these thoughts day in and day out, playing out over and over again like a broken record. As stated above, it is essential to recognize these unconscious patterns of negative thinking. For some, we have developed ways to influence our thoughts and act on them with positive results. Discover which of the following forms of paralyzing thinking infuses your mind and robs your motivation to get out of your own way.

    Just becoming aware of these thoughts, and observing them, will weaken and starve their grip, as you begin to uncoil these negative thought patterns.
    1. All-Or-Nothing Thinking
    You see things in black-or-white categories. Anything short of perfection is seen as a total failure in your eyes. You make one mistake and it becomes a deal breaker! You have a slice of pizza, and think ?I?ve blown my whole diet? and then polish off the entire pie. When this plus or minus type of analysis occurs, it?s usually because of all-or-nothing thinking.

    2. Overgeneralization
    You know this is happening when words like ?always? or ?never? enter your thoughts. You see a single negative event as a never-ending pattern of defeat. A sales person hears ?no? from a prospect, and thinks, ?I?ll never get a sale.? You look at situations as ?Universal Facts?. ?Everybody knows this is the best sales strategy?. These overgeneralizations blind you from seeing new, different, or even better possibilities.

    3. Mental Filter
    You pick out a single negative detail and dwell and analyze on it exclusively. As a result, your vision of reality becomes gloomy, like a clear day turning cloudy. For example, you receive many positive comments about a sales or marketing presentation you made, but one person says something a bit critical. You obsess about his reaction for days, and ignore all the positive feedback that you did receive. You attend a sales meeting and focus on what is wrong with the meetings facilitation, missing the positive aspects of the meeting.

    4. Discounting the Positive
    You discount positive experiences by saying they ?don?t count?. You do a good job and minimize it by thinking you could have done better, or that anyone could have done as well as you did. This extracts the pleasure out of life, and makes you feel inadequate and devalued.

    5. Jumping to Conclusions
    You interpret things negatively when there are no facts to support your conclusion. There are two forms of jumping to conclusions: (A) Mind reading: without checking it out, you arbitrarily conclude that someone is reacting negatively to you. (B) Fortune-telling: you predict things will turn out badly. For example, before a presentation, you think ?I know I?m going to freeze up and forget what I was saying?, or ?They?re going to hate my speech.?

    6. Magnification
    You exaggerate the significance of your problems and shortcomings and you minimize the value of your desirable qualities. One time after a seminar, I Brad, was working with a participant regarding his fear of presenting to his co-workers. I asked him to shut his eyes and imagine himself doing a presentation to his co-workers. I could visibly observe that he was anxious, so I asked him what thoughts were going through his mind. He replied, ?Every single one of my co-workers is thinking, I don?t know what I?m talking about?. Every one of them, I asked? This was a classic case of magnification.

    7. Emotional Reasoning
    You assume your emotions reflect the way things really are. ?I feel uncomfortable asking for a raise, so it must be an inappropriate thing to do?. Or, ?I feel a deep sense of inadequacy and if they want excellent service they should go to my competitor?. Our emotions are like the weather. They can change day to day and moment to moment for a variety of different reasons. Our emotions are valuable, because they point to our perceptions of ourselves and the world around us. To equal measure, they are often not reflective of what?s really going on. So, we need to be careful about how we respond to our emotions by examining the evidence with our intellect.

    8. ?Should? Statements
    You tell yourself that things should be the way you hoped for, or expected them to be. ?Musts,? ?ought tos? and ?have tos? are similar offenders. These statements reflect rules that we have adopted either explicitly or implicitly. When these statements are directed against our selves, they lead to guilt, frustration and storytelling. When directed toward others, they often lead to anger, frustration and jealousy. They rarely put you in a practical position to change behavior. Instead, they will often make you feel either rebellious (and give you the urge to do the opposite) or hopeless (and make you want to do nothing).

    9. Labeling
    This is an extreme form of all-or-nothing thinking. Instead of saying, ?I made a mistake,? you attach a negative label to yourself: ?I?m a loser?. You might also label yourself ?a fool? or ?a jerk?. This labeling is totally irrational because what we do is not who we are. These labels are useless thoughts that lead to anger, anxiety, frustration and low self-esteem.

    10. Personalization and Blame
    Personalization occurs when you hold yourself personally responsible for an event that is not entirely under your control. A classic example is the person who regularly takes the blame for other?s unhappiness or anger. Although we may be able to influence other people?s feelings, we certainly are not responsible for them. We can only keep our side of the street clean, not theirs. Another example is when a mother finds out her child is having difficulties in school and thinks, ?This shows what kind of mother I am?.

    Personalization leads to guilt and feelings of inadequacy.
    Some people do just the opposite. They blame other people or their circumstances for their problems, and they overlook ways that they may be contributing to the problems in the first place. ?The reason I have such difficulty at work is because I have an unreasonable boss?. Blame doesn?t work because other people will resent being the scapegoat, and will toss the blame right back in your court. It?s like a game of hot potato. No one wants to get stuck with it.
    Becoming aware of these types of thinking is the first step to creating change. Once you?re aware, you can begin to ?shift? your thinking and engage more rational responses to the events you encounter.

    Then, as you condition this new way of thinking, you?ll notice a significant improvement in how you feel about and respond to these types of triggering events.
    There is a wonderful and effective strategy to assist in overcoming these 10 forms of paralyzing thought patterns. However, it is too extensive to write about in this e-newsletter . Please contact us at www.info@thepowerofthanks.com
    Trans-World Dynamics
    Bob and Brad

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    2

    ms. e

    05/13/08 | Report as spam

    amatuers perhaps

    wooow, very long post.i skimmed and will read when i have time to pick out good stuff. it sounds to me more for amateurs though. anything on hard core time-saving tricks? thanks

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    3

    chregan26

    05/13/08 | Report as spam

    RE: Tick Tock: Tips for Allocating Your Time

    My approach to avoid multi-taking (read: allowing interruptions) is to announce to other groups that I am solely focused on one project for x amount of time. I also make sure to mention the level of project sponsorship lest resources/people don't understand the seriousness of the endeavor. This seals me, and my team, from diversions.

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    4

    mbpatel

    05/13/08 | Report as spam

    RE: Tick Tock: Tips for Allocating Your Time

    I disagree with many of the assumptions in this article. If there was only ONE way of managing your time effectively then only someone can answer on behalf of everybody in the world !!!!!!! Otherwise, it helps to provide point of view in an article and let the readers decide themselves.

    Multi-tasking doesn't ALWAYS mean interruptions from others. You could be working on multiple things at the same time based on your priorities, and needed attention to each of the tasks. Not all the tasks require 100% of your undivided attention all the time. Simple example .... a report that takes five minutes to run on a computer gives you enough time to glance through some of the news headlines on another screen. If a headline appears interesting, you can always come back to it later ... or your mind has registered gist of some of the news items in those five minutes.

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    5

    Tim Noyce

    05/13/08 | Report as spam

    RE: Tick Tock: Tips for Allocating Your Time

    Ummm, this is in fact pretty much pure Peter Drucker - The Effective Executive. At the tactical level I recommend using GTD, but the tip on logging your time is excellent: the results are generally horrifying. Most of us are under the illusion that we devote our time to our highest priorities, but that turns out not to be true...

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    6

    rtambulasi

    05/14/08 | Report as spam

    RE: Tick Tock: Tips for Allocating Your Time

    poor

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    7

    rajeev_varma

    05/14/08 | Report as spam

    Getting out of your own way!

    Wonderful write - up!

    Simple words, but thought provoking!

    Very useful indeed.

    Thank you.

    Rajeev Varma
    Group HR Manager
    Mustafa Sultan Ent, Muscat, Sultanate of Oman

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    8

    rajat453@...

    05/15/08 | Report as spam

    RE: Tick Tock: Tips for Allocating Your Time

    Awesome
    Great way to analsye and allocate time
    effectively and effecintly in right direction.

  •  
    9

    Maralyne

    05/15/08 | Report as spam

    RE: Tick Tock: Tips for Allocating Your Time

    Most days I feel like I'm running around with Attention Deficit Disorder. I'm in sales and work in a small office where usually I'm the only person to make sales, answer phones and answer emails. I never know for certain if a person walking through the door, calling on the phone or inquiring via email is a true potential buyer or a waste of my time, so of course I have to deal with all of them until I can "dis-qualify" them as a buyer and move on. Meanwhile I'm never caught up and generally overwhelmed. Paperwork is everywhere and I am exhausted and think I'm probably suffering from some chronic fatigue/teeth gritting syndrome. The idea of fitting everything into neat categories and prioritizing is great except I'm dealing with people who present themselves to me at all hours throughout the day and into evening and telephone callers who do the same. I'm in an area where jobs are plentiful and applicants are scarce, so hiring an assistant is not an option.

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    10

    cunhafish

    05/16/08 | Report as spam

    Calm the Clammering Demands

    Un-expected (and un-wanted) interruptions are a maddening time waste and energy drain. How many of us have walked in the door at work, with a mental check list of what we need to do, only to have 2 people approach us with problems before we even get to our desks?

    Worse still are the unscreened calls from sales people, who, in their earnest desire to earn a living show a stubborn reluctance to say "bye" when you are plainly too busy to talk to them.

    When I am under a deadline, I feel almost like I am swimming against the tide of people and things who suck me into yet another "vortex" of lost time. There are some things you can do, but you will have to fight for your time. I recommend the book by Julie Morgenstern, "Never Check E-Mail in the Morning" for some great strategies.

    I have a few things that help me (though it remains a struggle):

    1) Un-invited phone callers are not neccessarily my first priority -- even when they are pitching something we want. They must fax me the information, and I will get back to them on MY chosen schedule. (i.e. don't drop everything, your time is just as valuable as theirs.)

    2) Block out 15-20 minutes at the end (yes the end) of the day and jot down tomorrow's plan of priorities while the ideas are still fresh in your mind. If you are like me you are as dumb as a post till at least 1 cup of coffee passes yopur lips.

    3) If you are under an absolute bear of a deadline, alert your staff/co-workers. Tell them the time-frame and ask them to run interference for you. Most folks will help you rather than see you have a nervous breakdown.

    4) Meetings. Oh Lord the torment. Schedule them carefully and make sure you have taken 15 minutes or so to at least review the topic before they start. That way you may have something worth while to ask or contribute.

    5) E-Mail. Well, just read the book. Remember, when you allow other folk's priorities to advance over your own by dropping everything at once to respond to THEIR needs, you give them the power. Glance down the subjects and only deal with the urgent. The rest you should schedule a time to deal with.

    I do not have a BlackBerry, and from what I have seen, I think it is just another way for folks to interrupt you. May we all achieve a peaceful balance at work!

    Sheila Cunha

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    11

    stefaniehooja

    05/18/08 | Report as spam

    RE: Tick Tock: Tips for Allocating Your Time

    interesting

  •  
    12

    orgex

    07/01/08 | Report as spam

    Re: Changing the way leaders manage time!

    i guess nobody has quite mastered the art of time management completely yet, but here's a little insight from me for top leaders which may help.
    if there's one thing leaders do in a common and consistent way to manage their time it's the way in which they work their diaries - usually filling up appointments and things they want to get done as they go along.
    what if they broke up their day up into two equal parts instead? one, filled with what they want to drive through planned engagements. and two, unfilled, and with open spaces to allow for others to use their time as they most need it? what that would help in making happen is that leaders would be more accessible, available, and at-your-service - which is so vital in leading effectively!
    sunilkishore@orgex.org

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    13

    Just Once

    09/24/08 | Report as spam

    RE: Tick Tock: Tips for Allocating Your Time

    I would like to know where Maralyne is in the country - sounds opposite of most cities in and around where I am...I'm always looking for good tips and I see many here that could use a second look and that's why I read these posts.

    thank you for providing a great service to old hands and novices alike.

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    14

    aqilism2@...

    10/08/08 | Report as spam

    RE: Tick Tock: Tips for Allocating Your Time

    good one

  •  
    15

    mohd.fawad

    10/08/08 | Report as spam

    RE: Tick Tock: Tips for Allocating Your Time

    How much time one should allocate in planning and managing time itself !!

    Based on so many thought provoking tools and methodologies, I always felt sometime we have to rely on our instincts to take control and pick objectives which are required to be done there and then and get on with it... Get things done ! initiate actions... Practically, I found in today's world even technology cannot keep-up with providing support/information for taking timely decisions. No wonder, time is always flying away. Time management techniques... We can never manage time efficiently enough, we can only manage work. And for that lets bring in our human instincts into the equation...

    Thanks for the article. Good read.

    Fawad
    Morison Muscat.

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    16

    PINMANWORLD

    09/10/09 | Report as spam

    RE: Tick Tock: Tips for Allocating Your Time

    excellent comments being a 9-11 ground zero rescue worker we are constanly organizing volunteers for various charitable causes and major disasters response thank you very much , my blogs are on pinmanworld, atblogspot, and PINMANWORLD@facebook, anyone doing or involved with PROJECTSin INDIA AND AFRICA, orDUBAI we need to talk in depth and see how we can link up, at the present we do business in those countries and even ATHENS, GREECE.
    PINMAN OUT

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