101 Productivity Strategies

#1. Leverage Your Mind! Use It for Thinking, Not Remembering

Problem! There is not only more to do these days but more to remember. When your mind is cluttered with things you are trying to remember, it’s not as free to focus on vital work activities.

Solution! Pick a time management tool that works best for you (either paper or electronic). Then be meticulous about entering all appointments, dates, deadlines, and important information. Always carry it with you, and let the tool do your remembering for you. Freeing your mind this way should help you increase your focus and reduce stress.

#2. How to Deal with Overwhelm: Begin with a Shift in Mind-Set

Most people who are consistently overwhelmed are often attempting to do too much. They do not delegate. They allow too many interruptions. They are into their ego thinking they are the most capable solution to every problem. People who are overwhelmed frequently procrastinate themselves into crisis mode and are not good at life management.

These characteristics have in common a sense of self-importance. Make the appropriate adjustments on those characteristics that may apply to you—delegate, reschedule, say “not yet,” plan ahead, and act! Then you’ll be on your way to controlling the feeling of overwhelm.

Source: William A. Guillory

#3. Do You Want to Avoid Time Crunches? Go Faster Than Time

We can’t make time speed up and we can’t make time slow down. We can, however, go faster than time. Go faster than time by deciding what events you want to occur on future dates. You can do that by describing them as written objectives—long-range goals. Then, plan/arrange and execute the actions—intermediate goals—that will make your planned future events materialize. In this way you can get out in front of time.

People who are in control of their lives maximize this advantage. People who are out of control don’t. They always find themselves in a time crunch. They let time overtake them by starting the aforementioned process too late. It’s called procrastination.

#4. You Can Have the Best of Both Planning Times

Some will agree the best time to plan your day is early in the morning. This way, your mind has had a chance to incubate ideas during the night. You’ll also be more refreshed.

Others say the best time to plan is the night before because you’re under less pressure. Then when you arise you’ll be able to hit the street running.

One of our clients uses a different approach, and for him it is very effective. He said, “I split my planning time. I spend 15 minutes creating an initial plan the night before, and then I validate it with 15 more minutes of planning in the morning.” That way, he capitalizes on the benefits of both morning and evening planning.

#5. Having a Hard Time Ending an Overlong Call or Visit?

Interrupt yourself! Try this. First, gain control of the conversation. Then in the middle of a sentence, abruptly stop talking, glance at your watch, and mention the time in an urgent manner. For example: “Oh! It’s three-fifty! I need to get going.” That’s all it takes.

Notice the technique. It’s honest and not threatening because it’s never rude to interrupt yourself. Plus, it puts you in control. It breaks the conversation politely so you can be on your way.

#6. Want to Accelerate Your Personal Productivity?

Use blank spaces of time well. A blank space of time is any amount of time in which you are waiting for others, or you are put on hold for whatever reason. Perhaps you are waiting for a meeting to start.

Blank spaces can be used in two general ways. One: Use blank spaces of time to complete mini-tasks that might take only a few minutes. Always have something with you that you could be working on, or carry an article with you to read. Two: Use blank spaces to manage your energy level. It often takes only 5 minutes or so to win back energy. Change a routine; take a walk around the building, do stretching or some deep breathing. These techniques can work wonders. It’s just as important to manage your energy as it is to manage your time.

Blank spaces of time are golden opportunities. Don’t let them go to waste.

#7. Not Enough Time for You? Pay Yourself First

On airplanes, in case of an emergency, we are told to put on our own oxygen masks first and then to help our child. When investing money, we are encouraged to pay ourselves first. Why? We have to take care of ourselves to serve effectively. But a mind-set that says we must first satisfy the demands of others often leaves us lacking energy for the things we care about. This ultimately leaves us with less energy and resources, not only for ourselves, but for others as well.

Try this: Plan 30 minutes for yourself every day. Make an appointment with yourself! Note in your Day-Timer^® Organizer not only the time, but also the place. Honor the commitment.

#8. Try Counterpoint Time Management

Do you get stressed waiting in lines? Or, maybe traffic congestion is driving you crazy. Try counterpoint time management. It’s simple! Plan to grocery shop, run errands, go to lunch, or commute at times different than the masses. It will save you time. One executive found that leaving 15 minutes earlier for work saved him 30 minutes on the other end.

#9. Build a “Results List”—Not a “To-Do List”

I’ve never liked the term “to-do list.” A to-do list connotes procrastination because it’s only a list of intentions.

To be effective, build a “results list” at the beginning of each day and label it Results List! This is a list of things you will make happen with the investment of your time and energy. Make the listed results absolutely specific. For example: “call 20 clients” not “call clients.”

At the end of the day, you’ll have measurable results for your effort. You will also feel a sense of self-management power because you were effective. Power is the ability to produce effect. Power is the ability to get results. Make each day a powerful day with a results list.

#10. Two Questions That Can Help You Save Time

It’s often said that the biggest waste of time is doing something well that needn’t be done at all. It might feel good to get it done, but why do it if it isn’t necessary? Analyze your actions with two questions:

1. What am I doing now that doesn’t need to be done by me or anyone else?

2. What am I doing that others can do? When you have the answers, you can lighten your load.

Source: Charles R. Hobbs—Time Power

#11. Thank Goodness for Interruptions

If you have interruptions, you probably have a job and that’s good. The last thing you would ever want to do is get rid of interruptions coming to you as part of your job. These are necessary interruptions.

The real problem with interruptions is when they are unnecessary. These are the true time robbers, and they can and should be controlled. Separate necessary and unnecessary interruptions by asking yourself the filter question: “Is what’s happening right now necessary for the existence, continuation, and well-being of the organization?” If the answer is no, then say, “No” to the interruption and refocus on the task at hand. The ability to say no in a nonthreatening way in appropriate situations is an instant time saver. It gets easier and easier with practice.

#12. Why Not Meet in the Other Person’s Office?

When having a one-on-one meeting with somebody it is often a good idea to meet in their office. There are several reasons for this. First, it’s a cordial, nice thing to do. Also, they get your undivided attention because you won’t be subject to the normal interruptions and distractions of your own office space. Perhaps just as important is the idea that when it’s time to end the meeting, you’ll be more in control. It’s easier to politely leave someone else’s office than it is to ask them to leave yours. And there’s another bonus! Going to someone else’s space gives you a chance to move around, stretch, and win back some energy.

Source: Time Power Seminar

#13. Facing a Difficult Work-Life Choice? Ask Yourself the Crystal Ball Question

In the process of developing a career, we make crucial work-life decisions—sometimes without conscious awareness of their long-term consequences.

Taking responsibility for your work-life choices begins with deciding what’s most important to you in both the short-term and long-term, and learning to reconcile the two. It means making choices based upon projecting the consequences of those decisions into a “probable future.”

The crystal ball questions are: “Is that future, with its probable consequences, acceptable to me and my family?” or, “What impact will this decision have on my life five years from now? Ten years from now?”

#14. Are You Guilty of Guilt?

There’s a work-life integration stumbling block for some people. It is known as “SIGS,” or Self-Imposed Guilt Syndrome. Guilt is a natural result of attempting to split our lives between work and personal. Many feel guilty at work for not being home, and guilty at home for not being at work.

It is important to realize that often this guilt is self-imposed, and that it is nearly always counterproductive to work-life quality and balance. Two things are helpful in overriding “SIGS.” First, practice work-life integration instead of work-life separation. See yourself as one holistic person, not two separate people. Second, transform your thinking by controlling and eliminating guilty thoughts. It’s silly to keep sticking pins in yourself.

#15. Activities Rule, Not the Clock!

An activity is something we do. An activity is the basic unit of our life’s design. Results are determined by the activities we choose and how we arrange to get them done.

How well do you choose and arrange your daily activities? In business, select activities that are essential for the existence, continuation, and well-being of your organization or your family. Avoid trivial activities.

Here are four activity selection questions you can apply on a daily basis:

1. Is this activity a step toward the achievement of a goal?

2. Is this activity a good time investment?

3. If I don’t do the activity, who will it affect? Will anyone suffer?

4. Is the activity necessary for the existence, continuation, or well-being of the organization? My family?

Knowing what to choose and what to refuse is what it’s about.

Activities rule, not the clock. The clock is nothing more than a measurement tool. Learn to be a good activity chooser!

#16. Rationalization—It Can Put a Choke-Hold on Productivity

Rationalization is an attempt to justify inappropriate action or inaction. Sometimes people see it as a friend because it can help protect self-esteem. However, it is not a friend when it is used to avoid doing a vital task we don’t want to do.

Perhaps you are avoiding a call to an unhappy customer. You know the customer or client will be angry and you rationalize by saying something like, “This probably isn’t a good time.” Of course, you know it is an excuse.

A close look at rationalization reveals its first-cousin relationship to procrastination. Why? Because rationalization is used to justify putting things off.

Here is the good news! Rationalization is a self-imposed time-waster. This means you can control it. Listen to your self-talk and recognize when you are doing it. Replace those thoughts with a “can do” and “will do” attitude.

#17. Are You Getting Caught in Time Traps?

It is easy to overlook certain time traps. They are patterns of using time that provide no positive return.

To become aware of time traps, take a careful look at your habitual patterns. These might include such things as watching the same news over and over again on cable TV, or attending endless meetings not requiring your input. Other habitual patterns could include getting side-tracked by junk email, performing needless tasks, drifting into preoccupation, or even encouraging needless interruptions.

Start with self-observation. Then set goals that establish different patterns. Watching for time traps and establishing different patterns can help you refocus several hours of time per day on more productive activities.

#18. Want an Idea That Can Give You a Quantum Jump in Productivity?

Rationalization and procrastination are two personal habits that become barriers to getting things done. The truth is...habits are hard to break. But, the good news is...they are easy to replace. You can replace these two personal habits with more productive ones.

Here’s a good replacement. Try this personal goal that can be repeated over and over again as an affirmation: “I will always do the thing that needs to be done, when it needs to be done, in the way it needs to be done, whether I like it or not!”

Begin right now. Go back to the previous paragraph and say that affirmation out loud. Choose to repeat it several times a day as an affirmation. Write it in your planner each day as a high-priority goal. Practice it until it becomes a habit. Watch your productivity and self-esteem soar to new heights.

Source: Time Power Seminar

#19. Being on Time for Appointments Is More Than Gracious!

We all face situations from time to time that can cause us to be late for meetings and appointments. Chronic tardiness, however, can diminish our professional reputation. It also irritates others. How is your track record?

One reason people are often late is that they fail to manage transition time. Transition time is the time required to move from one activity to the next and/or from one location to the next, whether it’s just down the hall or across town.

Here’s an idea to improve punctuality: Write in your planner not just when the meeting starts, but also when you are going to leave to go to the meeting. Allow a little extra buffer time, too, because we are often stopped by a coworker in a hallway, and there is always the possibility of a traffic jam.

Punctuality communicates to others: “I’m a professional and you are important to me.” Tardiness sends another message.

Make it a point to always be early to appointments and make it fun. Schedule appointments at off times like 9:58 a.m., or 12:22 p.m.; my favorite is 5:55 p.m.

#20. Avoid the Ricochet Effect and Stay on Task

The ricochet effect is the human tendency to lose focus after an interruption. Interruptions break our continuity of thought. They can result in our failure to refocus on what we were doing prior to the distraction. This can minimize our effectiveness.

Making a prioritized list at the beginning of the day is a good way to correct this tendency, but only if we keep the list visible at all times. When the list is constantly in our view, it serves as a tool to re-anchor our attention after an interruption. Sailing through the day without something to remind us to keep on task is like trying to navigate without a rudder.

#21. Know Somebody Who “Spins Their Wheels” at Work?

They are on the slippery slope of indecisiveness. Indecisiveness is the enemy of getting started. Similar to a car in neutral, which can’t go anywhere until it’s in gear, indecisiveness puts you in neutral-time.

What’s the best way to stop “spinning wheels” and “get in gear?” First, take the time to create clarity of purpose. Set specific goals that can be broken down into daily actions. Then, prioritize the actions. Clarity is the mother of decisiveness.

#22. Money! Not the Only Cost of Consumption

When you buy a boat or a summer home, or any number of material possessions, you always know what it will cost in dollars.

How often do you stop to consider the cost of TIME? Most material possessions require some sort of maintenance time. Using possessions requires time, too. Some people reach a point where much of their time is controlled by what they have (stuff) in contrast to what they need. If this is you, consider getting rid of “stuff” that needlessly consumes time. You’ll end up with the luxury of more freedom of choice.

#23. Interpersonal Conflict—A Productivity Time Bomb!

Ever notice how a 2- or 3-minute conflict with another person can drain more energy from your system than a full day’s work? If you carry that emotional upset with you and then take it home day after day, you make it grow. Down goes your own productivity, and down goes the productivity of those to whom you complain.

Persistent, unresolved conflict is a time-waster of the worst kind. Have the courage to fix it fast. If necessary, seek help from a human resource person. You will conserve both time and energy.

#24. Do You Run Out of Energy Before You Run Out of Items on Your Action List?

Your two most vital resources are energy and time. Both must be simultaneously managed. Take short breaks governed by your body clock, not the clock on the wall. Eat lunch for sure, but make it light, not heavy. Schedule your most difficult tasks when your energy cycles tend to be the highest. Plan to do easier tasks during your more difficult energy cycles. Finally, get plenty of sleep.

Taking time to manage your energy is like running on personal “100%” octane fuel.

#25. Are Things Falling Through the Cracks?

A bucket is used for collecting and carrying things. Personal time management tools are actually buckets where you collect, carry, and track information. Whether you use a paper tool or an electronic tool, make sure you have six buckets.

• Bucket One: The monthly calendar. Use it for carrying future events that are scheduled.

• Bucket Two: The catch-all bucket. Use it to collect and carry activities (things to do) that are not yet scheduled.

• Bucket Three: The daily bucket. Use it to plan and track today’s activities such as today’s schedule and action list.

• Bucket Four: The memory bucket. This is the place to record information that needs to be saved for future reference.

• Bucket Five: The fingertip data bucket. The place to carry necessary data, including goals, projects, and vital information (addresses and phone numbers) so it can be quickly accessed.

• Bucket Six: The communication bucket. This is your voicemail and email bucket where you receive and hold incoming messages.

Very little will fall through the cracks if you check each bucket daily, and move events and activities from one bucket to another when appropriate.

#26. Avoid Time-Debt!

Like financial debt, too much time-debt can be a heavy burden to bear. You get yourself into time-debt by saying yes to too many future commitments. In actuality, saying yes to a future commitment is a verbal promissory note. Promising away your future creates stress. You know at some point those time commitments to other people will come due. Can you keep your promises? Do you really want to? It all hangs over your head.

Make it a point to be as frugal with your time as you are with your money. Respond to requests for your time honestly. If you know you don’t intend to or just plain can’t keep the time-promise, then graciously decline the commitment. Maybe you don’t know if you’ll have time. Be honest about that, too. Say something like, “I’d like to help you with that, but right at this moment I’m just not sure how my schedule will play out with some projects I already have going. Can I get back with you?” In this way you’ve offered to consider the request based on your own personal time needs.

Be generous with your time, yes, but avoid the needless stress of time-debt.

#27. Practice Planned Spontaneity

Planned spontaneity is an oxymoron, but it works. Here’s the idea! Spontaneity enriches any activity that would otherwise be more mundane. For example, try this. Open your Day-Timer^® Organizer at random and put a red dot on a future page. Then close it and forget about it. When the day finally arrives on which you’ve placed the red dot, do something unexpected for somebody. For example, send some flowers for no reason at all. You’ll find the activity is far more joyous and impactful than when the flowers are expected.

Source: Gary Rifkin

#28. What Is Better Than the Best Memory?

There’s an old Chinese proverb that says, “The palest ink is better than the best memory.” In today’s environment, making written notes is crucial! Making only mental notes is risky!

Information comes at us relentlessly from telephone calls, drop-in visitors, voicemail, email, text messages, and handwritten notes from others. Some of the information needs recording for future reference.

For absolute control, make your notes in a formal daily journal with each page dated. Keep it with you. This way, you’ll always have a permanent place to write. It’s more professional and less risky than grabbing any old piece of paper within your reach. File your journals in sequence. Years later, you’ll always be able to find crucial information.

#29. Controlling Interruptions Begins Before They Occur

Many people complain about too many interruptions in a day. Few have an advance strategy for minimizing interruptions.

The key to minimizing unwanted interruptions is to look at your day and plan your strategy in advance. A plan reduces your vulnerability.

Plan high-priority time away from your normal environment so you’re not around to receive the interruption. Schedule interruptions by letting people know the times of day you’ll be available. Screen calls and visitors. As you become consistent with these techniques, coworkers get used to your style and you have fewer interruptions.

#30. In Today’s Environment, Saying No Is an Instant Time-Saver

Saying no is everyone’s prerogative. Here are four simple tips from author Jo Coudert that help you do it in a way that’s not harsh or unkind.

1. “I’m glad you asked, but my schedule won’t permit me to accept your offer.”

2. “Let me think about it.” (You seldom have to accept on the spot.)

3. Use humor. “I suppose you think I say ‘no’ just because I’m mean! Well, it’s true!”

4. “Sorry, but that’s not something I do.” (That’s inarguable.)

Be ready. Say no when you mean it. In the long run, it’s much easier than saying yes.

#31. Can You Flexicute?

Okay, so we invented a word, but I can’t think of a better way to describe this skill. Events are so fluid in today’s work environment that we have to change, adapt, and shift our focus all day long. Flexicuting involves the ability to

• Be as willing to leave your action list when priorities shift as you are to stick with it.

• Be able to turn on a dime in the middle of the day when an opportunity presents itself.

• Have the wisdom to modify your work style on the spot, and be willing to walk the path of another person’s style to collaborate and get things done.

• Be wired 24/7/365 without letting it be a source of frustration.

Would you like to become better at flexicuting? Here’s how! Recognize it as a survival skill by changing your mind-set and practicing the foregoing skills daily. It’s actually quite fun!

#32. Email Jail! The Dirty Little Secret

Email, like the telephone, is a business tool that facilitates communication. Also, like the telephone, it can be abused and often becomes a time-waster. This occurs when this wonderful technology is used for excessive “chit-chat” on company time. The covert nature of email permits us to do this while appearing to be engaged in work. It’s easy to sit in a cubicle and visit with the outside world all day long. When this becomes a habit, we’ve put ourselves in email jail.

How do we bail ourselves out? Maintain a formal professional stance when using both telephone and email. Don’t interrupt yourself all day long to check for messages. Remember to chat on your own time. Avoiding email jail will help you improve performance, feel better about yourself, and be respected as a professional.

#33. Reduce Overlong Telephone Calls 30 Percent to 50 Percent

According to one long-distance carrier, the average unplanned telephone call lasts an average of 10 minutes. A planned phone call lasts only 7 minutes. So how long does a “carefully” planned phone call last? I believe telephone time can actually be cut in half when the call is carefully planned. Here’s how.

Before dialing:

• Clarify the purpose of the call.

• Create a simple agenda.

• Establish a stop time.

Then, make the call and stick with it. You save money. You save your time, and you save the other person’s time, too! They will appreciate it and be impressed with your professionalism.

#34. How Often Do You Make Appointments with Yourself?

You make appointments with others, but what about appointments with yourself? Check your appointment schedule for the past month. Did you make any “self” appointments and honor them like any other business commitment? Just hoping time will materialize for you to do your own stuff in between appointments with others is an ineffective alternative.

Making an appointment with yourself to accomplish a high-priority task is exceptionally productive. Why not make appointments with yourself every day? Simply identify the task, set the time, screen interruptions, and get the job done in a meeting with you.

#35. Use a Talk File to Avoid Interrupting Others

One of the best time management tips I ever learned was the use of a “talk file.” If you communicate with a number of people on an ongoing basis, you could label an index tab in your planning tool “talk file.” Then put a sheet of paper in that section for each person with whom you communicate.

As you are working during the day, thoughts will come to mind about issues you need to discuss with individuals in your file. Rather than call and interrupt those people on the spur of the moment (which is the natural inclination), jot down the thought under their name in your talk file. Begin to build a digest of issues for each person. This way, you will reduce the number of times you interrupt others, and, when you do talk, you won’t forget a thing! In addition, your peers will appreciate you even more.

#36. Have You Become the Go-To Guru?

People who unwittingly set themselves up to be the go-to guru in an office usually have three characteristics. They are exceptionally knowledgeable, extremely nice, and seldom say no. Once such a person is discovered, everyone gravitates to him or her to save time. After all, it’s easier to ask the go-to guru than find answers themselves.

If you are the person everyone seeks for help, you’ll reach a point where it’s not fair to you! Consequently, you won’t have enough time to do your own work. If this is you, then set some parameters and limits. Direct others where to go rather than give them all the answers. People will soon get the point, and you’ll have fewer interruptions and distractions. The inability to say no when it’s appropriate is the first cousin to overwhelm.

#37. Try Paper Priority Piling to Clear That Cluttered Desk

Like to dig your desk out from underneath piles of paper? Set aside an hour where you can work free of interruptions. Go through each paper, one at a time, and sort them into three stacks. Create a red stack for papers that are vital and need immediate attention. Build a green stack for papers that are important, and a yellow stack for papers of limited value. Of course, some papers will get tossed right into the recycle bin.

Leave the red stack on your desk. Put the green and yellow papers out of sight for a few days. You might discover later that some of those things needn’t be done at all.

#38. When Is Dropping Something a Good Thing?

If you feel as though you don’t have sufficient time to accomplish everything, look around for an unnecessary activity or two you can drop.

An activity is something we do. Anything we do requires time. Most people habitually do activities that aren’t necessary and don’t have much value. Find something you can stop doing and replace it with a more positive activity, such as personal reading time. You will have discovered a treasure.

Right now, stop and decide what you can stop doing!

#39. Use the Direct Approach to Save Your Time

For years, time management experts have suggested nonverbal communication techniques to end overlong office visits. With some people they work; with others, they don’t.

The direct approach always works. When somebody engages you, call their attention to your schedule and set a front time limit. When the agreed-upon time has expired, it’s easier to end the visit. How simple is this? But it’s very infrequently done!

#40. Procrastinating on a Project? Use the Cold Swimming Pool Technique

What’s the best way to get into a cold swimming pool? Scream, and jump right in. If you want to hammer out that project you don’t like, treat it like a cold swimming pool.

The first step is to arrange everything the night before. Clear your desk and lay out all the necessary items you will need to complete the project. Make it clear that no one is to distract you in the morning.

The next morning, go to work an hour earlier than normal. Don’t go through your normal routines. Take that cold plunge first thing in the morning, and just jump right into the project. It’s likely that you’ll be pleased and amazed with the results. How about a cold swim tomorrow morning?

#41. Trap Paper Before It Traps You

One thing is guaranteed. The onslaught of paper will persist even in an electronic environment. If we don’t process it routinely and systematically, it can swamp us.

Routinely means you process it periodically to limit it from building up. Systematically means attempting to handle it once using the TRAP formula, which is based on a system created by author Stephanie Winston in The Organized Executive.

There are basically four things you can do with a piece of paper as it comes across your desk:

T – Toss it

R – Refer it

A – Act on it

P – Permanently file it

There is no time like the present to begin TRAP-ing your paper.

#42. Integrate, Don’t Contaminate, Work-Life Activities

Work-life integration is the alternate execution of work and personal life activities in a manner that permits us to fully experience the quality of both.

Work-life contamination is the simultaneous execution of work and personal life activities in a manner that prevents us from fully experiencing the quality of either. This is commonly referred to as multitasking.

An example is opening your mail while carrying on an important business conversation with somebody in your office. Not only is it impolite, you might miss something important.

Resolve to integrate, not contaminate! Your life will be richer and fuller.

#43. Don’t Forget the Other Clock!

The other clock I’m referring to is your body clock. That involves the biorhythms that occur during the 24-hour day. This pattern includes the time when you are the most alert, have the best physical concentration, and when your energy ebbs and flows.

When planning your day, match activities to your biorhythms. For example, I’m the most creative and alert between 9:00 a.m. and 11:00 a.m. This is when I write. I sink into an energy trough between 2:00 and 3:00 in the afternoon—the best time for me to be on my feet supervising.

Start today to get in touch with your biorhythms, matching tasks accordingly. You’ll get more done and enjoy your day more.

#44. A Valuable Tip from a Friend

One of my longtime friends, who has been very successful, taught me the “Richards Principle,” named for his father who practiced it throughout his life.

On numerous occasions over the years, as we faced business and life challenges, he quoted the principle to me. It goes like this: Plan, Simplify, and Be Strong!

The principle is good advice for anybody who wants a higher quality of life. Evaluate yourself on how effective you are at planning and simplifying your life. Make the necessary changes and then be strong at sticking with your plan. After all, it’s your life to control and enjoy.

#45. The Power of Proximity

Proximity will work for you or against you. It all depends on you. We tend to focus on what’s visible and readily accessible.

New Year’s resolutions written and then stuck in a drawer will soon be forgotten. New Year’s resolutions taped on the front of your refrigerator will not be forgotten.

Keep in close proximity those things on which you want to focus, and get all other distractions out of sight. You’ll discover the power of proximity.

#46. Transition Time Is Seldom Managed and So Important!

Transition time is that time consumed as we move from one project to another, one meeting to another, or one activity to another. Basically, it’s the time we spend disengaging from one activity and preparing to engage another.

Most people aren’t aware of the time consumed in transitions. That’s why managers often back one meeting up against the next, leaving no time to disengage from the last and go to the next. Here are three tips on managing transition time.

1. When scheduling meetings, be sure to schedule adequate transition time between them.

2. Say no to unnecessary interruptions. Considering the transition time involved with each interruption, it can take two to three times as long to recover from an interruption as it does to experience it.

3. Finally, develop an awareness of when you are in transition and not fully engaged or focused on anything.

#47. It’s Dinner Time

Those were words everybody looked forward to hearing several decades ago when life moved at a slower pace. Unfortunately, dinner time has become one of the casualties of modern society and poor time management.

Taking time to sit down together as a family can pay huge relationship dividends. Sitting down together with your partner, your child, or your friend can truly be quality time.

Why not set a goal right now for some dinner time this month? Mark it on your calendar and enjoy far more than just good food.

#48. Become a Dedicated Note-Taker to Save Time

Use a memory bucket (daily journal) where you note information you’ll need at some time in the future. Avid note-taking saves time in a number of ways, including eliminating the need to check back with people and eliminating the fear of forgetting things. It also eliminates misunderstandings that might consume time.

#49. Do You Suffer from FPAA?

FPAA is floating paper anxiety attack! It’s caused by writing important messages on scraps of paper, yellow stickies, business cards, the backs of cash register receipts, and who knows what all. The paper is easily lost; it mysteriously floats away. Then up goes anxiety. The information is important, and time is wasted trying to get it again.

The solution is simple. Use the catch-all space in bucket two. Use one place to record information tidbits. When floating paper is handed to you, write the information in your “one place” in your time management tool. We get enough stress from outside sources; no need to do it to ourselves.

#50. Time Sponges Are Costly

A sponge soaks up water. A time sponge soaks up time that could otherwise be applied more effectively. There are three kinds of time sponges.

1. Others that soak up our time

2. Habits that soak up our time

3. Problems that soak up our time

The first kind, others, is controlled with discipline. The second kind, habits, is controlled with awareness and discipline. The third kind, problems, is controlled with anticipation and preparation.

Discipline, awareness, anticipation, and preparation are essential skills for today’s environment. Spot the sponges that are soaking up your time. Deal with that other person, that time-wasting habit, and anticipate problems in advance. You’ll probably discover you have far more time than you think for the important things.

#51. Playing Tag as a Child Was Fun. Telephone Tag Is Not!

For sure, playing telephone tag is a time-waster. So why play? Make a change by setting telephone appointments and honoring them. If you can’t take the time to talk with somebody who just called you, say so and set an appointment to call them back, rather than just say, “I’ll call you back.”

When responding in voicemail, don’t just leave a message—leave some best times to reach you. And above all, avoid irritating others by saying your number so fast it’s hard to understand, forcing them to waste time by replaying your message over and over to get your number.

These simple tips not only save time, they are good manners.

#52. Meeting Yourself Face to Face

We demonstrate what is truly important to us by how we actually spend our time. When there is a disconnection between what we say is important and what we do with our time, we need to take a reality check. The reality may be uncomfortable, but it is true. We vote on what is honestly important to us with our time.

We invite you to look at your calendar and appointment schedule for the last three months. What does the record say about your priorities? If you are not pleased with the story it tells, make the necessary adjustments and align your time with what really matters to you.

#53. A Fire Is Not an Interruption of a Firefighter’s Work

Early in my career, I recall complaining about having too many fires to put out, to which my boss replied, “If you didn’t have them, you wouldn’t have a job.” Enough said! I discovered four ways to not stress over interruptions that are necessary.

First, I changed my mind. I chose to see these things as the reason for my job, not interruptions of my job.

Second, I learned to anticipate the fires. I wrote “responding” next to the action list item and often prioritized it as a red.

Third, I learned to say “no” emphatically to issues that others could and should resolve themselves.

Fourth, I added every fire I put out to my list of accomplishments for the day. This helped replace my stress with high self-esteem and a sense of accomplishment.

Why not give these four ideas a try? If you stress over fighting a fire you were hired to put out, you are doing it to yourself.

#54. A Merchandising Tactic Can Be Used as a Time Tactic

A tip my Dad taught me when I worked as a fashion buyer is simple but extremely helpful. Entering the sales room of a vendor could be intimidating and confusing with so many styles from which to choose.

He would challenge me by asking, “If you could buy only one item in this room, what would it be? What would be the most profitable?”

Once I made the choice, the next question was “If you could buy a second item what would it be?” When facing so many daily choices about where to invest your time, use the merchandising tactic. If you could do only one thing today, what would it be? Knowing the answer will help you to make the most relevant choices. It’s a sensible choice-making tactic.

#55. An Open Door Policy Is Different from an Open Clock Policy

An open door policy means you are accessible by appointment. An open clock policy means you are accessible regardless of the time of day.

Time managers who grant access to themselves at any old time of day for any old issue not only don’t get their own work done, but they don’t grow people.

Be accessible, yes, but not too accessible. Guard your time and teach others to think for themselves.

#56. Are You a Timely Concluder?

When business is concluded and social etiquette has been expressed, it’s time to move on.

Make it a point to exit meetings promptly. Avoid lingering on the telephone. Discipline yourself to not hover over email. Keep short discussions from evolving into office gossip.

Being slow to conclude is a hidden time-waster that washes more time down the drain than most people realize. Maintain a formal professional stance and use closure statements to disengage in a timely way, using your own style. Prepare closing statements in advance. Get good at using them, and you’ll end up with a lot more time to do what counts.

#57. Are You Putting the Cart Before the Horse?

A harried executive who was talking with us recently said, “I need to find time to arrange my time.” People operating in this state are reaping the problems of putting the cart before the horse.

In this case, the cart is filled with the day’s workload, and the horse is time and energy essential in carrying the load. Nobody would ever really put a cart in front of the horse. On the other hand, many executives do something similar. They don’t take sufficient time to arrange their time.

Devoting time to prioritize every day will get time pulling for you, not against you. We all need as much horse power “Time Power” as we can get.

#58. Avoid Problems—Clarify the Unclear

What does a person do if his or her role is unclear? Not much! What does a person do if instructions are unclear? Makes mistakes! What is the result of fuzzy communication? Misunderstanding!

Yes, failure to clarify the unclear is a serious TIME-WASTER with negative consequences. Make certain when communicating to get feedback on what you said. The time required to clarify the unclear is minimal compared to the problems it solves. Don’t forget to make notes on what it is you said.

#59. Slow Down; You Move Too Fast

One of the most enjoyable time management tips is to slow things up. People who are so rushed that they think they don’t have time to take lunch or breaks should be given a warning rather than a badge of courage. It’s unhealthy!

An internal combustion engine is not efficient if it’s constantly running on full throttle, and neither is a human being. Schedule time for a relaxed lunch or an unrushed break. When you do, you’ll discover you will operate more efficiently.

#60. Beware of Time Bandits

Time bandits hold us up by making us wait. Time bandits are people who hold us up by asking “got a minute?” and then take ten.

• They hold us up with frequent overlong calls and unnecessary drop-in visits.

• They hold us up by showing up late for meetings.

• They hold us up in hallways when we are trying to get someplace else.

Time bandits steal our time with office gossip. One time bandit, who takes 15 minutes of our time daily, robs us of 90 hours per year. Remember, time bandits can’t take your time unless you give it to them.

#61. Caution! Beware of the Expansion Effect

Unless we are careful, work does expand to fill time allotted. Clutter does expand to fill the space available. And, even worse, commitments expand beyond the time available to do them. The net effect on the time manager is stress and guilt.

Guilt and stress don’t have to happen. Here are two suggestions. Write down in one central place every obligation or commitment you make, and the time it will require. Take a few minutes each week to do a reality check of your promises, and cut back if necessary.

#62. Clutter Is the Wake of Running Rushed

A messy office and desktop, a disorganized residence, and the general chaos of clutter are often the results of being frantically behind schedule. Consequently, there is no time to put files and physical objects back where they belong. Things are left out or tossed here and there and become harder to find the next time.

Get ahead of the game. Plan on the front end how much time your activities will take, and you’ll reduce stress on the back end. You’ll have time to put things away and save tons of time by not having to search for things. It can be done. Work to develop the habit and “mess stress” will be gone!

#63. Decisions Are Footprints

Decisions are footprints we leave in the sands of time. We are remembered by the impressions we make in the lives of others, created with the use of our time. We cannot escape decisions. To not decide is a decision. Each decision leaves an impression. Our decisions are marked with each tick of the clock!

What is the point? Decisions create our legacy. Positive decisions move us and others forward. Negative decisions hold us back and can hurt others.

We complete our legacy with the impressions made with our time. Think!

#64. Don’t Wish Your Time Away

This is often what my mother said to me when I wished I was a little older, out of school, or had challenges behind me. From experience, I later learned she was right. Whether we have a fixation on future time or past time, the result is the same. We miss the good things about our present time.

The skill of focusing on and living in the present is one way to cherish time. Unfortunately, it is not practiced by many until they are older and see their time running out. Look for the good in your garden of today’s time. It’s there to be relished.

#65. Failsafe Goal Getting

For most people, the start of a new year is received with positive anticipation. To use typical jargon, it’s time to turn over a new leaf, make resolutions, get a fresh start, chart a new course or, in other words, begin anew.

Unfortunately, for many, dreams soon vaporize and resolutions die in the top dresser drawer. That won’t happen to you this year if you use our power goal formula technique.

The power goal formula is simple and can serve as success insurance. Simply have fun using these ten power tips.

1. Singularize it. Pick one single goal that will enrich your life.

2. Connect it. Make sure it is connected to an important innermost value.

3. Write it. Describe your goal in one specific sentence.

4. Subdivide it. Build a pathway of written action steps that will get you there.

5. Price it. Ask, “Am I willing to pay the price?” If you really are, then proceed.

6. Access it. Constantly remind yourself of your goal by keeping it visually accessible on the refrigerator door, in your computer, in your wallet, or posted in your workspace.

7. Publish it. Share your goal with others who will support you and hold you accountable.

8. Visualize it. Create a mind picture of your success, and visualize it when you get up in the morning and before you retire.

9. Affirm it. Make verbal success affirmations out loud each time you brush your teeth, and several times during the day.

10. Celebrate it. When you get there, savor your success and have a party.

#66. Grouping Gets More Done

It’s a fact that when people group like projects and do them all at once they tend to be more productive. Think about it! It takes less time to do six of the same things than six different things.

If you have a certain amount of email corresponding to do, do it all at once. If you have a certain number of phone calls to make, block adequate time on you calendar and make the calls. In other words, group any similar activities you can do together.

Practice this principle and it will spike your productivity.

#67. How Is Your Time Management Vision?

For this test, don’t just cover your left eye or your right eye: Close both eyes. Now, visualize what specific and measurable things you will have accomplished between this moment and six months from now. Can you see the results you are anticipating clearly? If so, you have farsighted time management vision.

If you can’t see what you will have accomplished, you are nearsighted. It is likely you are a reactive time manager and are working on the goals of others since you can’t see your own. Is it time to write a goal-setting prescription to eliminate nearsightedness? Farsighted time managers actually write the scripts of their own lives.

#68. How to Supercharge Your Daily Routine

Most people aren’t aware of this powerful time tactic! When you are listing high-priority tasks for the day, list a “personal principle” to practice. Some favorite principles of mine are being positive, praising others, smiling, really listening, and practicing self-discipline.

Practice the personal principle you list all day long, then check it off complete at the end of the day as you would any other task.

You’ll get progressively better at living the principle, impact others in a positive way, and feel better about yourself.

#69. If Everything Is a Priority, Then Nothing Is

Some people feel pushed to the limit with overwhelm. They see everything as an equally high priority. That’s an illusion. An outstanding executive put it this way: “If everything is a priority, then nothing is” (Andrew Komenek).

Survival today requires the skill of selecting the highest of high priorities in a mire of multiple demands. See through a lens of filter questions. Strengthen your priority eyes. Here are three good questions that can be used any time of day: What things are absolute necessities today? If I don’t do this today, who will it affect and who will suffer? What can I eliminate to free up more time?

#70. Bad Moods Are Big Time-Wasters

All of us are entitled to be upset and temporarily knocked off track by bad news, negative people, and challenging situations. Serious time managers learn to snap back fast rather than slip into a prolonged time-wasting bad mood or even depression.

How do they do it? First, they recognize the condition is not worth a colossal drain of energy and time.

Next, they practice their own trigger technique to manage their mood. Our own technique is to recite this affirmation:

• I never let a situation...

• I never let a condition...

• I never let another person...

• I never let bad news...

• I never let negative head talk control my attitude.

“I choose my attitude.” When conscious effort is made to control attitudes, most people are amazed at how much control they have and how much time they save.

#71. When Time Windows Close

A time window is a period of time that brings with it an opportunity. Once that window is closed, the opportunity is lost. For example, an elderly couple regrets not traveling while they still had good health. Or, parents look back with sorrow because they didn’t play with and enjoy their children while they were young.

When time windows slam shut and we didn’t live the opportunities, we experience time remorse. Good time managers live the windows of opportunities and end up with great memories. “Memories are times that you borrow to spend when you get to tomorrow” (from Paul Anka’s song “Times of Your Life”).

Are you looking at a time window soon to close? Is it time to make a memory?

#72. The 90-Day Advantage

Most long-range planning doesn’t work. The farther out we plan, the less likely the event is going to occur.

Try setting goals with 90-day deadlines. You’ll find 90 days is far enough out to succeed with many goals, but close enough in to motivate you to get started.

#73. Time Tracking

Those who track their time control their time. Those who aren’t time trackers don’t control their time.

Use a planner, keep an appointment schedule, list what you plan to attack, and then check off what you’ve completed. Presto! You’ll be in control.

You can download a time-tracking worksheet at our website, attackyourday.com.

#74. Self-Delegation Is a Time Tactic Many Overlook

We know delegating to others improves efficiency, but so does delegating to ourselves.

How do we delegate to ourselves? Batch a bunch of like tasks that you would delegate to another if you could, such as processing mail, filing, or other busy work. Schedule a specific time period to get it done and grind it out at that reserved time. Make a game of it! See how fast you can do it. It’s amazing how much can be accomplished when we delegate to ourselves.

#75. Time Management Secret—Keep Your Weight on Your Downhill Ski

When learning to ski, there is a natural tendency to recoil uphill away from the intimidating steep slope with weight on the uphill ski, rather than on the downhill ski. This causes the skier to lose control.

The same challenge occurs in time management. There is a natural tendency to recoil and lean away from tasks that intimidate us. One example would be a difficult call that needs to be made. Control your fear. Lean into and get your weight on the intimidating task. It will put you in control and you will not be a procrastinator.

#76. Recovery Takes Time

There are three parts to the tasks we are managing. They are WIND UP, EXECUTION, and WIND DOWN.

Many underestimate the time required to accomplish something because they plan time only for the execution of the task. They don’t anticipate the time required for the wind up and wind down components.

#77. Spontaneous Goals

A spontaneous goal is to execute an unplanned specific task on the spur of the moment. The best time to do this is when our environment presents us with a high-priority unexpected opportunity. Seize that opportunity and execute a spontaneous goal. Spontaneous goals are not to be confused with being driven off-task by trivial, unexpected opportunities.

People who practice spontaneous goals effectively often amaze others with how much they accomplish. What’s more important, they often amaze themselves.

Source: Charles R. Hobbs

#78. Time Is Not Refundable

When we make a bad purchase with money, sometimes our money is refundable. When we make a bad investment of time, it is never refundable.

So time really isn’t money, is it? It is more valuable than money, and when it is spent, it is spent. Plan your time investments carefully.

#79. Is Something Hanging Over Your Head?

I often hear people say, “I’ve got too much hanging over my head.” When somebody says that, you know their energy is being drained. The longer something hangs up there, the heavier it feels. Energy that could be used to accomplish things is burned up in one’s stress generator.

If something is hanging over your head and it’s bothering you that means it’s important! It’s also likely it’s hanging up there on the hooks of fear and indecisiveness. Postponement will only make things worse.

Lighten your load with three steps. First, determine the fear that’s blocking you and face it. Second, decide when and how you’ll get it done. Third, do it.

The relief you’ll feel will far outweigh the challenge of getting it done.

#80. Walk Away Time

A good time management skill is to recognize when it’s time to walk away from something! Perhaps you’ve been sitting at your desk and the ideas just aren’t coming. Maybe your effectiveness is diminished due to an energy drain or lack of clarity. When you feel you are in such a state, recognize it, stop what you are doing, walk away, and do something else. Failure to do so wastes time!

On a larger scale, have the courage to not continue to ride “dead horse” projects. Knowing when to walk away is a big time saver.

#81. A Time Management Code of Conduct

1. I never hold others hostage by keeping them waiting. I call and inform people if I am going to be late.

2. I arrive at meetings a few minutes early and prepared.

3. I don’t text or read email while talking face to face with somebody.

4. I never send nonessential email.

5. I never keep others waiting for information needed to complete their own projects on time.

6. I acknowledge calls in a timely way and never ignore people.

7. I’m careful not to exceed the number of minutes others allocate to me.

8. I never barge into another’s work space without asking to come in.

9. I encourage others to get their fair share of talk time in meetings.

10. I never waste the time I’m being paid to use.

11. I keep my promise to call people back.

12. I don’t waste time on office gossip.

13. I avoid making overlong phone calls and unnecessary drop-in visits.

14. I don’t ask people if they’ve got a minute and then take 15 minutes.

15. I always thank others for their time.

#82. No Door on Your Office?

An aura is defined as “a distinctive atmosphere surrounding a given source.” Many are not aware they create their own time management aura that is easily picked up by others. Fortunately, we can create any aura we desire.

Create an aura that telegraphs the feeling that you value your own time and the time of others. When you do, you will increase respect from others and reduce interruptions from others. When you don’t have a door on your office, an aura can perform a similar function.

An aura is built by indirectly training others in your time management style by how you respond to them; for example, immediately rescheduling drop-in visitors on the spot rather than accommodating them. This telegraphs a powerful message that your space is personal and carefully guarded.

#83. Are You an Insensitive or Sensitive Time Manager?

We receive telephone calls from two types of callers: the sensitive and the insensitive.

After we answer the telephone, insensitive callers barge right into a conversation and jabber away as though no matter what we are doing, their issue is more important. Never mind the fact that we just hit our stride on a project, or just stepped out of the shower.

Sensitive callers recognize they are interrupting and are careful to first get permission to proceed. They say something like “I hope I didn’t catch you at a bad time” or “I’m sorry for the interruption; do you have time for a question?”

Demonstrating to others we are sensitive about their time is the mark of a professional.

#84. The Three Stages of Interruptions

It has been traditional in the time management business to say it takes three times as long to recover from an interruption as it takes to experience it. This is due in large part to the three stages of responding.

First, there is wind down time, which drops the effectiveness level on which you were working. Then there is resolution time, which is the time devoted to dealing with the interruption. Next, there is wind up time, the time necessary to get you back up to the level on which you were working. The clock keeps ticking throughout these three stages, and more time is consumed than most people realize.

#85. The Long and Short of Time Management

Many people never achieve what they want with their time. The reason is not making the connection between the long and short of time management. The long of time management is desired future outcomes. The short of time management is today’s actions.

How does one make the connection between the long and short of time? It’s achieved by connecting the two with the coupler of clarity. Determine clearly what future outcome is desired and clarify the short-term steps needed to make it happen. Then make sure your daily actions are some of the steps connected to your desired future. Have you taken the time to connect the long and short of it all?

#86. Avoid the 12 Bewildering Behaviors of Bothered Time Managers

1. They commit to more things than there is time available to do them.

2. They do last, what should be done first.

3. They permit interruptions and then complain about them.

4. They say yes when they know they should say no.

5. They habitually do what’s quick, rather than what counts.

6. They say they’d do anything to get organized and then don’t do it.

7. They spend a lot of time looking for things rather than spending the miniscule time it would take to note where they are.

8. They manage events in the order they appear rather than the order of their priority.

9. They start projects late so they can use the time crunch as a motivator or an excuse.

10. They let others steal their time, yet would never let them steal time’s dollar equivalent.

11. They say they are too rushed to plan.

12. They constantly leave clutter piles and are not organized.

#87. Slice Your Time Like Pie

Most people cut an hour of time into quarters, but time breaks down more efficiently into 10-minute periods. We have six 10-minute slices of time to invest each hour.

Think in terms of 10-minute increments of time when planning and budgeting activities. Much can be accomplished in a 10-minute slice of time. You can return a call, write a letter, file some documents, resolve an issue, clear some email, and on and on.

Become a 10-minute manager and you will become an effective time manager. “Many a great man has snatched his reputation from odd bits of time which others, who wonder at their failure, throw away” (unknown).

#88. Schedule a Race Against Time

So you find yourself slipping into preoccupation? Does it take longer to do the work you have to do than it should? Are you too slow getting started? Is your energy low?

Schedule a race with time and you can temporarily fix all of the aforementioned problems. It’s easy! Simply decide on the task or tasks you want to get done. Give yourself a start time and an ending time that will make you stretch, and then get started on your race with the clock. If anybody tries to interrupt you say, “Hey I’m timing this.”

Make activity management fun. Make a game of it. You’ll probably surprise yourself at how much you can accomplish in shorter time periods. Why not schedule at least one race against time this week?

#89. Use Bursts of Efforts for Better Time Management

I read this quotation the other day on a blog posted by Michael Wade: “We plan our day as if we work in a steady flow but we really work in bursts of activity.”

After an activity manager embraces that principle, it can be leveraged for richer, more satisfying time utilization, and of course, higher productivity.

How do we leverage this principle? Attack each task with a burst of concentrated effort, followed by a different task that uses a different set of mental and physical muscles. This gives you a chance to recover. Then, attack the next more difficult task with another “burst.” It’s a comfortable way to get things done!

#90. Where Your Time Goes, There Are Your True Priorities

Time flows toward what people feel is important, not what they say is important. It’s an uncomfortable reality to recognize that what we do with our time validates what we want from our time.

When we say something or someone is important, but it isn’t matched with proportional time, the message is clear. When we say something is not important, but it’s getting a lot of our time, the message is also clear. We show the world everyday what is truly important to us by what activities we choose to do.

We can redirect the course of our day at any point by refocusing on our most important activities.

#91. 80 Percent of Time Management Problems Are Self-Imposed!

Many feel that 80 percent of their time management problems come from others when, in reality, 80 percent are self-imposed.

There are at least 20 self-imposed habits that cannibalize time. Here are four examples: unwilling to say no, attempting too much, procrastination, and insufficient planning. Do you own any of these?

The good news is we can control self-imposed time-wasters with practice and discipline. Remember what we were told as children: “When we point our finger at somebody else, there are four pointing back at us.”

Control the aforementioned four time-wasters and other self-imposed problems, and you’ll be an incredible time manager. Then other people won’t be your problem!

#92. Noise Polluters Are the New Age Time Robbers

Noise polluters shout into their cell phones in restaurants, on commercial transportation, and in open office environments. Sometimes they even do this while sitting right next to somebody. They set the ringers on their phones loud enough to serve as fire alarms, and their bizarre ring styles become further distractions. They don’t seem to care at all for those around them.

Distractions interrupt others, intrude into their time space, and make it difficult to concentrate. Promote a healthy time environment. Eliminate cell phone noise pollution. It is common courtesy.

#93. Just in Time, Time Management

There is a huge population out there that postpones getting started on important projects. Putting themselves under the gun creates pressure. Pressure often unleashes our productivity and creative juices. Tight deadlines jolt us into action!

People often apologize that they do this, but it does work for many. We suggest it be used in moderation as a periodic technique. Fight the urge to use it as a crutch every time. Instead, do a little something on the project every day. That way you’ll reduce stress, finish the project early, and get a rush of satisfaction.

Remember! The closer to the deadline, the more difficult it is to recover should something go wrong.

#94. What Is the Best Use of My Time Right Now?

A sensible swimmer always assesses the water before diving in. An astute time manager first pauses and looks at the sea of options before plunging into chaos.

Here then is an important time management technique. Before plunging, pause momentarily and ask the instant time management question. It is: “What is the best use of my time right now?” Decide what it is, then do that thing first. You can use this question many times during the day to keep from drowning in a sea of irrelevancy. Try it, you’ll like it.

Source: Charles R. Hobbs, Time Power

#95. Ruts, Routines, Rituals, and Your Time

Ruts are bad time management habits that should be eliminated. An example is preoccupation. Get out as fast as you can!

Routines are activities that need to be repeated on a daily, weekly, or monthly basis. Systemize these by determining the best times, places, and methods for getting them done, then do them the same way every time. If you do, you’ll be more efficient.

Rituals are personal techniques for putting yourself in the best state for accomplishing the tasks you are facing. An example is driving negative head talk out of your mind with positive affirmations. For example, “My presentation is going to go extremely well,” repeated over and over again.

Analyze your ruts, routines, and rituals. Get out of the ruts, streamline your routines, and create some rituals. The use of your time will be much more effective.

#96. The Most Ancient Time Management Tip

It is: “Go to bed early and get up early.” People who do this get the golden hour.

The golden hour is a quiet hour free of interruptions and distractions. It is a time when most are rested and mentally alert. Many people get three times the productivity out of a golden hour than from a typical hour at another time of day.

When others are just getting started, those who got a golden hour already have momentum. That is a darn good reason to be an early riser. Make it a habit to go for the gold.

#97. Take a Break from Time Management

Looking for answers? Too much structure and minute to minute intensity can actually shut down the creative portion of your brain from where answers come. Plant the question with which you are struggling in the back of your mind, and then forget it for a while. Lighten up and take some time off. Do something you really enjoy doing. Sleep on it.

As you relax, your subconscious will be freed up and keep working for you. The answer will come when you least expect it, sometimes at three in the morning. When it comes, write it down fast so it doesn’t slip away.

#98. Is Your Problem Your Boss?

Over the years, I’ve had countless executives come up to me after workshops with the following question: “What do you do if your boss is your time management problem? He/she interrupts me all day long.” My answer is “You don’t have a time management problem; you have a communication problem!” So, here’s the tip.

When trying to find solutions to interruptions, first find the underlying cause. That includes your boss. Sit down with your boss, communicate, and get it resolved. Another executive complained, “When others in the office go on vacation, my boss dumps all of their work on my desk. Then I can’t get my own work done.” My response was, “What is the underlying cause?” Clearly it was a lack of cross-functional training in the department.

Chronic interruptions, including those from your boss, are symptoms of deeper problems. That’s why they can’t be fixed with something as superficial as body language. Find the underlying causes of your interruptions, fix them, and the problems will disappear.

#99. The 3-Minute Hour

The 3-minute hour is fun, fast, and effective. You’ll love it! Here’s how it works. Set aside an hour in your office to not be interrupted. Get together every loose end you can think of that you can do in 3 minutes or less, and do them.

Focus on such things as notes you’ve made on little pieces of paper, short calls where people are waiting for a quick answer. File loose papers, make dinner reservations, and perform any other activities you can do in 3 minutes or less. If it can’t be done in 3 minutes or less, don’t do it.

At the end of the hour, your loose ends will be done, and you’ll feel a great sense of accomplishment.

#100. Four Ways Any Organization Can Increase Productivity

Most would agree time is our most precious commodity. Why then do so many organizations pay so little attention to its use? Here are four things any organization can do to increase productivity:

1. Heighten the value of time in the minds of all members by talking about it in meetings and all areas of communication.

2. Teach time management skills to all members and require them to use a time management system.

3. Hold all persons accountable by measuring what is accomplished with their time.

4. Cut meeting time in half with better planning.

How does your organization measure up? Are you paying enough attention to its use?

#101. Trapper’s Work-Life Motto

A motto is a short statement of beliefs or ideas. We suggest you develop your own motto that is a statement, slogan, or phrase meant to summarize your general motivation or intention of how you live your life.

The following is Trapper’s work-life motto. When he wrote it and began to live each day by it, his life changed. He aligned activities with his values that became his true priorities. It was then he truly discovered what it meant to live.

Have faith; it will sustain you.

Plan carefully; it’s essential.

Simplify life; get rid of stuff.

Lighten your load; toss mental baggage.

Be strong, because you are.

Experience nature; it’s God’s medicine.

When writing your motto, keep it simple, memorize it, and repeat often.