Time Saving Tips To Give You Extra Month Each Year

Each one of us has been given 24 hours. Yet, why is it that some people seem to able to get more things done than others? Why are some people more organized than others?

Here are some practical tips that you can apply EVERYDAY to help you to SAVE TIME. Each of these are simple tips, and they must become your HABIT.

1. Allocate your time wisely-Replying Mails

Allocate a specific time each day to reply all correspondences, emails, voice mails, messages, inter-office memos, etc. If you take more than 1 hour to read and reply your emails, you have a “system” failure

2. Allocate your time wisely-Telephone Calls

a) Make & settle all telephone calls at allocated times only. Most effectively 10.00 – 11.30 and 14.00 – 16.00

b) When the person is not in, make a specific appointment to call back, or leave a clear message. (Ask that the message is repeated)

c) Make it known that you only receive telephone calls at certain times of days. The rest of the calls should be handled by

v Your assistant/secretary

v Voice mail / answering machine

d) Use your vice mail creativity to:

v Re-direct the caller to someone else

v Email you instead

e) Take meaningful notes while you are talking on the telephone. Be clear about decisions, commitment, actions, responsibilities & datelines (date & time all your noted)

f) Fax this notes to the other party immediately after the phone call. And then file this note together with any correspondence related to this person/ client

3. Practice The 4 D’s of Paperwork

v Dump it

v Delegate it

v Do it

v Decide where to keep it

4. Organize Your Desk!

a. In – tray

b. Out – tray

c. Temporary folder – Those documents you are not sure to keep or to throw, review them once a month

d. Specific – action folder (by week and month)

5. Uninvited Visitors

a. Appointments only

i. Do not entertain visitors without prior appointment

ii. Make an appointment before you see someone (client/ colleague). Tell start time and end time and be punctual!

b. 1 – 2 – 3 You’re Out

1 – Look at your watch

2 – Start ignoring

3 – “I’m going to the —. Let me walk you out

c. “No, I’ll Visit You”

i. Go to your colleague’s desk instead of allowing them to came to your desk

ii. Apply the same techniques to your clients

6. Reading materials

i. Have a “Reading Folder”

ii. Tear of/ photocopy reading materials & put into reading folder

7. Waiting Time

a. Use waiting time to do simple paperwork

· Write letters, memos, emails

· Do small parts of proposal

· Make phone calls

b. Read materials from “Reading Folder”

8. Traveling time

While on the road (driving)

» Think of ideas

» Think of how to structure proposals, letters, etc

» Catch up a telephone calls

» Telephone to give instructions

» Think of things to do & write it in Post – it (stick it on your steering wheel & write it when the traffic light is red!)

9. Make an appointment with yourself!

10. Learn to say “No”

» Don’t do other people’s work

» Don’t take on more work than you can handle

» Don’t allow people to visit you freely

» Don’t attend meetings unnecessary

link : http://jamesgwee.com/articles.php?mode=2&id=25

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