Regaining Wasted Time

Quite often business owners and leaders talk about utilizing more effective time management. In essence, they speak in terms of saving time versus wasting time.

When they are fully engaged in a work process, each indicates time simply “zips through the day”; but, when the task may become routine or an event is not interesting in nature, they quickly note that “time drags along.” Thus, “time efficiency” becomes a sought after goal.

The question then becomes, "What is time? What is this strange ‘chest of gold’ that so many strive to secure?"

• Possibly, it could be the end result of our unique spot in history: a time of speed.
• Perhaps, it could be the end result of the use of magical mechanical devices we hold in our hands or have at our desks, which enable us to gather unlimited data; research the remotest facts on virtually any subject; or secure travel from continent to continent in only a few hours.

These certain realities enable us to be better positioned to save and effectively utilize this precious thing we call “time”. Yet, we struggle to define and, in turn, apply its importance.

There is a story of an old Chinese wise man who failed to respond with glowing enthusiasm to the exciting accounts of the speed of air travel as presented by a business source. After listening intently, he posed this question to his questioners,

“But what will you do with the time so saved?”

Isn’t that the ultimate end to our work of trying to save time? So, what ARE you doing with all the time you strive to save with the programs you may utilize and the devices you access?

Statistics show that there is as much as 520 hours that is underutilized in a typical annual work year of 2,080 hours. That is a staggering number which amounts to 25% of the total annual work hours. So, when we work diligently to save time, yet allow those hours to slip by us, what are we accomplishing?

To gain more control of your time and use saved time more efficiently, try these 3 simple tips:

1. Compile a listing of key activities or tasks that you feel need to have more time allocated, but you are unable to devote time to accomplishing. Prioritize them in order of importance. When time is available due to utilizing other time saving techniques, apply that time to the #1 activity or task you have listed vs. spending time on the phone or texting about last evenings sports event or dinner party. You will be amazed what an extra 15 minutes can do to help you address key areas.
2. Set firm deadlines on having tasks completed. Don’t allow yourself to “push” dates back. Do your due diligence and hold yourself accountable to follow-through. You will find your work process begins to enable you to get more accomplished by staying focused on the task in front of you.
   • One other critical action in this area is to only pick up a task, report or paper once. Do something with it and move on to the next item. Each time you lay an item down or push aside a task, you eat up available time that can be utilized for other important items.
3. Every hour to 90 minutes, take a short 2-3 minute stretch break. The mind has a tendency to lessen its attention when we intensely direct our efforts constantly for 1 to 2 hours. That is why it is also important during meetings to take short breaks every 90 minutes. Basically, we begin to tire. This short break allows the mind to release the tendency to “drift” in focus and will keep you fresh and hold your concentration. When this occurs, you most often avoid wasting precious time you should be directing to key work.

If we think in a manner where we are clearly honest with ourselves, we do have more time to devote to critical demands than we think. We do waste time in non-productive activities and fail to use valuable time management techniques to guide our daily demands. When we do find ourselves with extra time, we too often waste those opportunities pondering unnecessary information or addressing too many “C” activities. Those actions are unfortunately a common human nature occurrence. Further, that is why it is important to discipline ourselves to take action steps to correct our time-use shortfalls.

• Giving yourself an opportunity to gain control of your time and to use saved time more effectively can lead to increased productivity.
• Increased productivity positions you for more complete achievement of goals.
• More complete achievement of goals will provide greater success in all endeavors.

It is a true win-win result. As business expert Peter Drucker once said, “Time is the scarcest resource, and unless it is managed nothing else can be managed.”