Time Management Skills Examples
The following time management skills examples should help you become more efficient. The one touch approach to incoming paperwork involves sorting, classifying and taking the appropriate action immediately. You should take the time to set up a well thought out filing system as this will save you time every single working day. You should also have a well-organized system of directories and folders on your PC for filing information. Use clear and unambiguous names for your files and folders.
If you are serious about improving your time management strategies then you can download free eBooks, checklists and templates from our website. These contain many useful time management skills examples and can be used on your PC, Mac, laptop, tablet, Kindle, eBook reader or Smartphone.
The One-Touch Approach to Incoming Paperwork
Many people feel overwhelmed by the amount of paperwork they receive. If you don’t have a system for coping with it, you run the risk of missing something important.
When you pick up a piece of paperwork you should aim to classify and action it immediately. You will need to set up a system for this, which should involve categorizing the material and taking the appropriate action. For example:
- Mark those items that relate to your key goals and priorities
Schedule time for dealing with them and add them to your to do list.
- File items that need to be kept for reference
Skim these and add a “throw away” date on the front page before filing them.
- Forward items that require the attention of colleagues
Add any necessary annotation and pass these on immediately.
- Throw away items that have no relevance to your goals
Avoid the temptation of keeping items that will only generate clutter and require more of your attention in the future.
If you think that this approach sounds rather drastic, then you could try marking each item of paperwork with a small cross each time you handle it. You may be surprised at how many crosses accumulate before the item is eventually either: read properly, filed properly, passed on or thrown away.
Design Your Workspace for Efficiency
You should organize the objects in your workspace to suit your own way of working. Only file close at hand those items that you refer to regularly, and keep a separate filing cabinet for items that are referred to rarely.
You should take the time to set up a well thought out filing system suitable for your own way of working. Once you have developed an efficient filing system it will save you time every single working day.
How you classify the information that you need to file will depend on your job, but the important thing is that the information is categorized in an unambiguous way and that the files themselves are clearly labelled and organized in a logical way.
Try to keep your desk as clear as possible. This is particularly important if you receive a lot of visitors who will form an impression of your efficiency, based to some extent, on your workspace. It will be very difficult to convince a well-organized outsider that your untidy workspace is the product of a well-organized mind.
Organize your workspace to suit your own way of working.
Files should be clearly labeled and organized in a logical way. A tidy workspace gives visitors a favorable impression.
Managing Electronic Documents
If you have access to a scanner, then scanning documents and filing them electronically can be a great time saver. Once you have scanned a document, check the electronic copy for quality and completeness and throw the original away.
You should have a well-organized system of directories and folders on your PC for filing information. Use clear and unambiguous directory and file names. It can be useful to add your own information to each document you file, including information such as: who sent it to you, when you received it, which project or piece of work it concerns and a delete by date.
If, at a later date, you can’t remember the name of the document or where you filed it, you can use the Windows built in search functions and search for keywords like the sender and the project.
If you have ever deleted a document that you later found you needed, you’ll know that trying to recover the information can be a great time waster. The best solution is to set up a parallel directory structure on another disk drive. You can then periodically search for delete by dates and move these files into this “backup” directory. This will prevent your main directories from filling up with old files, but means that you can still recover them if needed.
If you set up your document directory structure under a master directory, this makes backing up your files very simple, as you can copy the master directory onto a central server or a laptop with only one copy instruction.
If you are serious about improving your time management strategies then download these free eBooks, checklists and templates for your PC, Mac, laptop, tablet, Kindle, eBook reader or Smartphone. These eBooks contain many useful time management skills examples that you can action today.
Successful Delegation eBook
This eBook explains the ten rules of successful delegation that will motivate and empower your team.
Managing Interruptions eBook
This eBook explains how to protect yourself from interruptions and still maintain a good relationship with your colleagues.
Productivity Tools eBook
This eBook explains how to choose the best productivity tools and describes how to use them to get more work done.
- Mark those items that relate to your key goals and priorities.
- File items that need to be kept for reference.
- Forward items that require the attention of colleagues.
- Throw away those items that have no relevance to your goals.
- Scanning documents and filing them electronically can be a great time saver.
- Maintain a well-organized system of directories and folders.
- Create a parallel directory structure, preferably on a separate disk drive.