Efficient Time Management

Efficient Time Management
Instructor: Chris Croft
Released: 12/7/2022	Course Details 1h31m General
Skills Covered Time Management		Course Link
Professional Certifications and Continuing Education Units (CEUs) Project Management Institute – PDUs: 1.75 hour
Did you know that if you save just one hour per week, you could gain a whole week of uninterrupted time each year? That’s the power of time management. This course will help you reclaim those hours by managing your time more efficiently and increasing your professional and personal productivity. Instructor Chris Croft explores how to create a productive environment by establishing systemic approaches for repeating tasks, reducing inefficiency, organizing your work area, and using an effective system to reduce filing. He also discusses how to best create and manage to-do lists, organize the constant influx of information, leverage software to improve efficiency, and manage email. The most efficient people use technology and established systems of organization to manage their tasks and maximize their time. This course shows how to put these time management techniques to work for you. Learning objectives – Managing your inbox – Managing repetitive tasks – Using lists and calendars – Maximizing spare time – Organizing information digitally and on paper – Getting the most out of technology and software – Writing effective email – Reducing filing Source: LinkedIN Learning

Creating a Productive Environment

Manage repeating tasks

Any repeated tasks should be automated. If it’s not creative work, it’s a waste of your time as a manager.

Use the 5 why technique to delve into the root cause of issues to resolve repeating problems.

Where Repeating Problems Apply

Customer Level
Organizational Level
Department Level
Small Detail Level

Reduce inefficiency

Start with a reliable foundation such as the tools you use to run your life. Your time has a value. Know your value: per hour. Know your value: per minute.

Don’t tolerate anything inefficient or unreliable.

Improve your desk

Get rid of the loose papers on your desk. A messy desk is distracting.
Make sure your desk is well suited for you. Ergonomic. Think about your desk’s line of sight.

What Should Be On Your Desk?

Computer
Jobs-to-do list
Blank paper
Pens or pencils
Two screens

Pomodoro Technique
Work for a set amount of time, and then reward yourself.

Reduce your filing

Use search to find the emails you’re looking for. Google email uses tags to simplify filing and Gmail allows multiple tags on an email.

Set up an auto-tagging system to help organize emails with similar content.

Try an app like Evernote for photographing and digitally filing documents.

Maximize moments of spare time

Use technology.
Have a plan.
Carry reading material.
Be idle, enjoy nature, or socialize.

Using Lists

Use a master list

Use a master to-do list as your time management system. Master lists should include all the big items. Your list can be in any form that works for you. Master lists allow you to plan and manage your time. Set aside time to create and update your list.

Use a daily list

Use a daily list alongside a master list. Daily list should have less than 10 items. Daily lists must be done daily.

The master list contains big items that need to be accomplished while the daily list includes a subset of what needs to be accomplished daily to move progress along on your big items.

Write Daily Lists in the Evening

It’s quiet.
It gives you closure for the day.
It helps you overcome procrastination.

Get the most of your calendar

Always keep it with you.
Put in appointments with yourself. Small amounts of time add up to significant planning.
Keep your calendar 25-50% empty.
Use the unbroken chain. Note deadline dates in your calendar and follow up.

Write everything down

Big things go in the Master List. Small items go in the Daily Jobs-To-Do. If it’s a timely item, it goes in the calendar.

Helps you to not forget anything
Allows you to plan.
Provides time for important tasks

Organizing Your Information

Decide to use paper or not

Keep all ideas and recommendations in an app live Evernote.

Evernote

Multi Device access
Shareable content
Backup capability
Searchable

Tips for Recording

Use the dictate feature on your phone

Hard edge for your tasks

Hard Edge
Separate jobs into must do and might do.

File by context

By location
By person
By customer
By activity

Any.do – reminder app that allows you to add a location that automatically remind you when you are close to the geographic location

Keep all your lists in one place.

Getting The Most Out Of Technology

Communicate more efficiently

Try using the dictate feature on your phone. Try using a Bluetooth keyboard while traveling.

Save Time Typing

Keep emails short
Use autocorrect

Maximize productivity from apps

Evernote

Online notebook
Stores text, photos, recordings
Accessible from many devices
Searchable
Includes text recognition software
Free to download

WorkFlowy

Free
Syncs across devices

Trello

Free
Things To Do app
Drag and drop items onto different lists

Make the most of Word and Excel

Excel Tools

Explore pivot tables
AutoFilter
Conditional formatting
Lookup tables
IF commands

Word Tips

Use AutoCorrect
Learn keyboard shortcuts
Learn to insert tables
Learn and use styles

Communicate via cloud

Cloud-Based Spreadsheets

Viewable anywhere
Always up to date
Control over who views and edits

Writing Emails

Use the right medium: Email or phone

When to make a Phone Call

For back and forth
For gauging reactions

When to use Email

To avoid chatty people
To leave a paper trail
To respect others’ time
To write and think carefully

Use the medium the other person likes best.

Make email easy for the receiver

Email Tips

Use a clear title.
Use one subject per email.
Delegate one person per task.
Be clear when you CC.
Have a detailed footer/signature.
Include the original email.

Make sure you get a reply

Replies are more important than read receipts.

Did They Reply (DTR) System

Set up an email folder
Set up a rule to place all message with “DTR” in The Did They Reply folder
For important emails
For people you don’t trust
For Gmail, use labels

Make sure you don’t get a reply

Reduce Incoming Emails

Be assertive. Most companies will respect your request to unsubscribe.
Add “reply not required”
Try a different medium. Look for trends in emails to tackle root problems.

Managing Incoming Emails

Check emails at the right frequency

Constantly checking emails can be distracting and time consuming. Checking more frequently doesn’t always increase response time. Check your email two to six times a day.

Empty your inbox

Inbox Zero
Keep your inbox completely cleared. Deal with easy tasks now. Add harder tasks to your job to-do list. Once you’ve assessed each email, remove it from your inbox. If your inbox is too overwhelming, give yourself a fresh start!

Advantages of Inbox Zero

Nothing gets forgotten
You can decide what tasks to do
Reduced stress

Try doing it tomorrow

If it can be done in two minutes or less, do it. As an alternative, explore the “Do It Tomorrow” rule.

Do It Tomorrow Rule

Unless the task is urgent, add it to the do-it-tomorrow list.
Everything gets pushed back a day.
Allows for less interruption to the workflow.

Take control of your time to be more efficient.

Tips for filing emails

Once you’ve assessed each email, remove it from your inbox.

Email Folders

Inbox (unseen items
Deleted
Done (completed or move to Job-To-Do list)
Deal with later (when traveling)

Boolean Search
Search for specific things and exclude others (And, Or, Not)

Autofiling
Set up rules to automatically filter emails. Chris Croft does not recommend this approach since emails can be moved without being aware of its content.