Time Management - Marc Mancini

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Power Tools for Time Management 151 we use to shape time is decidedly low-tech. A stunning yet modest example: the 3 x 5 index card. Cards can be used to ask questions, underscore problems, and pass along information. In planning large troop movements, the U.S. Armed Forces—as high-tech as they have become—still often use index cards rather than e-mail. Why? • Their size encourages concision. • They’re supremely portable. • They’re more emphatic and action-provoking than a screen full of letters and numbers. • Since they’re handwritten, they underscore open communication and commitment. Paper-based communication, of course, can too easily encourage excess. Indeed, electronic communication is often lauded as the way to eliminate paper and all its inherent drawbacks. Still, “hard copy” will always be around. Here are a few ways to save “paper time” and curb the proliferation of paper: • Rely on paperless management computer programs and be frugal in generating hard copy. • Write your reply to a memo directly on the memo. • Photocopy only essential items, but do photocopy and file elsewhere any item that would cause you problems if it were lost. This applies to e-mail printouts, too. • Use Post-it® notes instead of full-page notes. • Create labels preprinted with common addresses to save typing time. • Imprint your most-used forms (such as invoices) with all the standard rules and regulations. Why type “Due and payable within 30 days” each time you send a bill, when this could be printed on the standard billing form? • Use carbonless forms to save photocopy or printout time. • Recycle paper whenever possible. Paper-Based Personal Organizers Nowhere is user-friendliness more critical—and more often
152 Time Management ignored by purchasers—than in personal organizers. Personal organizers are supposed to be just that: personal. They must serve the person, rather than obliging the person to contort his or her time management to fit the layout of an organizer bought casually. If you like paper-based organizers, spend plenty of time comparing various models. Try to sense which one fits your style. Think about whether you need one that: • Shows a single day per page, a week across two pages, a month across two pages, or some combination. • Lists hour (or even quarter-hour) increments down the daily page. • Is laid out in a book-size configuration (e.g., 8 inches by 10 inches), a narrow, “slim” format (e.g., 3 inches by 7 inches), or a mini-size (e.g., 2 inches by 3 inches). • Is formatted as a ring binder, permitting supplementary inserts. If you prefer electronic organizers, make sure that they’re at least as handy as the paper-based kind. Filing for Your Job Filing—it’s one of the great arts of time management. A wellconceived filing system will permit you to store documents efficiently and retrieve them straight away. There are several systems, each best suited to a particular purpose: • Desk files are for the most important items. • Rolling cart files are for important, self-contained projects. • Hot files, possibly mounted on the wall, are for current items you consult frequently. • Cabinet files should be reserved for items of secondary importance. • Storage files, including box files, are for documents that you don’t expect to refer back to except in an emergency. • Self-contained accordion files are for projects of limited
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TEAMFLY
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Copyright © 2003 by The McGraw-Hil
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iv Contents What Are You Procrastin
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viii Preface can reside in a cool,
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x Preface But be ready for moments
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xii Acknowledgments/About the Autho
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Other titles in the Briefcase Books
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2 Time Management Making It Up in V
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4 Time Management Something to Thin
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6 Time Management The Value of Time
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8 Time Management ❏ Do you take w
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10 Time Management Taking Control M
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12 Time Management your business ac
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2 A Few Myths About Managing Your T
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16 Time Management • Raise the be
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18 Time Management important that y
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20 Time Management blocks of time f
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22 Time Management Here’s an exam
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24 Time Management least—of your
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26 Time Management Active Structure
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28 Time Management ❏ What you lea
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30 Time Management The ABC System P
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32 Time Management What’s Importa
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34 Time Management The Index Card/P
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36 Time Management WIIFM “What’
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38 Time Management emerge from that
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40 Time Management The Pareto Princ
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4 Procrastination: The Thief of Tim
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44 Time Management Combating Perfec
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46 Time Management What Are You Pro
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48 Time Management Break It Down He
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50 Time Management deal to do with
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52 Time Management Waiting for Othe
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54 Time Management Five Minutes Wha
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5 Rocks, Blocks, Goals, and Cluster
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58 Time Management I Don’t Have T
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60 Time Management tion—you shoul
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62 Time Management that 12-to-2 blo
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64 Time Management workday. If you
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66 Time Management though still ale
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68 Time Management Conclusion Block
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70 Time Management The Economics of
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72 Time Management Upward Sideways
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74 Time Management 1. I’ll lose c
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76 Time Management Delegation Chart
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78 Time Management Deadlines help f
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80 Time Management 12. Praise/Sugge
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82 Time Management Managing Mail He
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86 Time Management become a ritual
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92 Time Management • Goals • A
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Time Management - Marc Mancini

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