Technology Desk: Time Management; Systems vs. Skills by Fast Facts If you use your planning system religiously, but still never feel caught up and rarely have enough energy left for family and friends, you're not alone. Many business people are finding that the answer to effective time management isn't a better system, its adopting better skills.

Time management systems have proliferated dramatically over the past several years, along with other exciting new tools and technologies designed to enhance productivity. Voice mail, e-mail, and wireless communication are just an ordinary part of doing business, along with personal computers and personal digital assistants (PDA's).

So with all these amazing developments, why aren't we awash in time? Why hasn't the average workday shrunk to 6 hours, instead of expanding to 10? The answer may be that using systems and technologies to manage time is only part of the answer; a recent survey*(1) reveals that workers using specific time management systems are only marginally more efficient than workers with little or no formal approach to time management. But there are significant differences between effective time managers and those who report being consistently late and behind schedule. The key seems to be a specific set of habits and skills that are universally effective no matter what other systems or technologies are employed. In this article we're going to present four of the skills highlighted in the survey.

These simple strategies can enhance your productivity, no matter what system or device you are using:
1. Develop a Universal List.
2. Use your "Up Time" Effectively.
3. Establish DEGREES of acceptable perfection.
4. Decide what NOT to do.
Master these four skills and you'll be much more likely to get your work with your family and friends doing the things you enjoy
Develop a Universal List Whatever time management system you are using, be sure to incorporate a Universal List - An itemized inventory of EVERY unfinished task, phone call, to-do item, etc. Most people simply use a pad of lined paper, writing down one item per line, with large projects broken up into smaller items that can be accomplished in less than an hour. Just cross it off when an item is complete.

Don't worry about formal "A, B, and C Priorities." Throughout the day, just scan your Universal List to determine which task you need to work on next. Before you go home at night review your Universal List to determine which items are most important so that you can plan to do them tomorrow. Use Your "Up Time" Effectively For most people, there are two to three hours in the morning that can be considered "Up Time" - the period where they are most energetic, creative and productive. It is unfortunate that many workers spend much of their "Up Time" in meetings or other situations that don't require all of their energy. This of course often leaves them working on their most important tasks just when their energy is drifting downward. The important thing is to know when your own "Up Time" typically occurs, then never schedule appointments (except perhaps with your most important clients) during "Up Time". Use that time for working on your important tasks.

Establish DEGREES of acceptable perfection Of course we want every task to be completed perfectly. But in reality there are degrees of acceptable perfection, depending upon the importance of the item. An internal memo routed to your own small work group certainly requires less perfection than a marketing letter to be mailed to thousands of prospects. For internal memos, be sure to get IMPORTANT DATA correct, but don't worry much about syntax or grammar.

For important external documents, instead of spending hours agonizing over your first draft, get it out to 3 other people for review and use their editorial comments to quickly create a second draft. Then repeat the process (with 3 other people if possible) for a final draft. Decide what NOT to do Always ask yourself "what happens if this doesn't get done?" If the answer is "nothing", then you shouldn't do it. Deciding what NOT to do may be the most important time management skill of all. For example, if a salesperson leaves a message requesting a return call, what happens if you don't return the call? They'll call back eventually (if they're good) so why should you bother?

*(1)Time Management Survey of 1200 employees conducted by Frontline Learning, 1998