By Kevin Gault
You’ve got a million things to do but only a few hours in which to do them. Your deadline is coming up fast. And you have to keep your client happy. How do you manage your time so you get everything done and get it done well?
Does this situation sound familiar? If so, you’re not alone. According to the recent White Paper Writer Industry Report. by WhitePaperSource, most white paper writers say time management is the number-one problem they face. The report also states that time-management problems and writer’s block may be closely related.
In his book, Getting Things Done: The Art of Stress-F-ree Productivity, David Allen asserts, “It’s possible for a person to have an overwhelming number of things to do and still function productively with a clear head and a positive sense of relaxed control.”
According to Allen, the real problem with time management isn’t a lack of time; it’s a lack of clarity about what a given project really is and the specific steps required to complete it.
Allen captures his time-management philosophy in three “Basic Requirements for Managing Commitments”:
- If it’s on your mind, your mind isn’t clear. Anything you consider unfinished must be captured in a trusted system outside your mind that you return to regularly.
- You must clarify exactly what your current commitment is and decide what you have to do to make progress toward fulfilling it.
- Once you’ve decided on all the actions you need to take, you must keep reminders organized in a system you review regularly
One behavior that Allen calls critical for successful time management is the “weekly review”-all of your open projects, active project plans, and next actions should be reviewed once a week. This is the time to gather and process all of your “stuff,” review your time-management system and update your lists.
Allen offers these other tips:
- Clarify things on the front end, when they first appear on your radar, rather than on the back end after trouble has developed.
- Get control of the mundane tasks in your in-box. Those tasks may seem unimportant, but clearing the decks will open you to think about higher-level matters.
- Set up your “organization hardware.” Get in-baskets. Create a personal filing system for work and home. Get a good list-management organizer. Enhance your work environment by tossing stuff you don’t need and rearranging your workspace.
- Add brainstorming to your routine. It’s a creative way of expressing and capturing ideas and it helps you stay relaxed and get things done.
The next time you’re swamped and a deadline is coming up fast, don’t panic. Remember to keep details about unfinished projects out of your head and organized in reliable systems. Decide actions and outcomes when things first emerge, not later. Regularly review and update your complete inventory of open projects. Follow these guidelines and you’ll manage your time better, be more productive and keep your clients happy.
Time Management Resources
The following resources will help you get a better grip on your time management:
- David Allen’s “Getting Things Done®” Method
- Lifehack.org: Daily tips on improving your productivity
- Time Thoughts: Resources for time management success
- Time management articles: A variety of articles on time management.
