TECHNOLOGY AND TIME MANAGEMENT

Without a doubt, technology is changing the way we live and do business. For some of us, it represents little more than a new source of frustration. But if we take the time to master the many features of the (expensive) gadgets that surround us, we can take advantage of their time-saving, productivity-boosting capabilities.

Richard G. Ensman, in his 2000 article, Technology and Time Management, recognizes the many ways technology can help us manage our time. Each question in his quiz represents a “simple, yet tried-and-true method of timesaving technology."

On a scale of zero (never) to three (always), rate how often you practice the following timesaving methods.

1. I send agendas, meeting minutes, assignment summaries and other notices to co-workers and employees using e-mail.

2. I maintain working files in a single, readily accessible directory, enabling me to work on current projects whenever I have spare moments.

3. I maintain a perpetual “to-do” list on a computerized task manager or in a special file, checking off items as they are completed.

4. I maintain my calendar and other key information using portable digital technology.

5. I have software that maintains my key organizational resources, such as contacts, tasks, events, and crucial records.

6. I append the names of files with dates for easy retrieval.

7. My computer file structure corresponds to the file structure in my filing cabinet.

8. I maintain a directory and bookmarks of commonly used reference materials.

9. I use shortcuts, such as templates and macros, to speed up my work.

10. I handle business transactions online.

I encourage you to read the full article, and consider the technological practices represented in all 29 questions. Your total score represents how well you use the timesaving technology at hand. If your rating is low - under 50 for the complete quiz - Ensman suggests reviewing each principle, reading up on the newest technology, and maybe taking a course or seminar to learn new skills.

Most importantly, Ensman reminds us that technological tools will increasingly influence our work and personal lives in the coming years. Mastering these tools can help us master our time, and ultimately our lives.

FITTING IT ALL IN

Do you ever have more than 24 hours of to-do-list items? Have you tried to cram too much into your day? It's like trying to squeeze our "misses" body into those "junior" jeans - there's just too much!

Today, my jeans are too tight. I’m being pulled in too many directions and I've overloaded my plate. (Are you seeing a pattern?) A family birthday, a volleyball tournament, a homework project, a PTSA awards program, camp registration, a sick friend, my volunteer job, and my real job, all have to fit somewhere in my weekend.

It’s a stressful time, any way you cut it. We’ve all been here. In fact, we’ve been here before, and we’ll be here again. (Why is that?)

Whatever the reason, we need some strategies to keep us sane, and help us accomplish all we’ve put on our plates. Here’s a few that work for me.

· Break tasks into very small pieces, so that you can take advantage of five- and ten-minute windows, instead of holding out for that hour and a half block that never comes.

· Eat right. No excuses! It doesn’t take any longer to munch on something healthy - like an apple, a yogurt cup, or peanut butter on whole wheat toast – than to scarf down a handful of chips and soda. During times of stress, your body needs good nutrition more than ever.

· Find ways to multi-task. Can you read that report or fill out paperwork while you sit in the doctor’s office or carpool line? Just a little pre-planning can help you feel like Superman.

· Ask for help, and delegate what you can. In most cases, some task has to be done – that’s all. If it's not done exactly the way you would have done it – let it go! Of course, if you cannot tolerate any variations, you may need to delegate a different task.

I hope these ideas offer some relief. Moreover, I hope you’ll post your own ideas, for others to try.

At the very least, visit www.Zafu.com to find jeans with the perfect fit. (At least we can control some things!)

Much may be done in those little shreds and patches of time which every day produces, and which most men throw away.

~ Charles Caleb Colton

TIME MANAGEMENT STRATEGIES FOR KIDS

I’m a night-owl. Okay, I’m quite adept at procrastination; but for more reasons than that, I often find myself burning the midnight oil.

To make matters worse, I’m infecting other family members…yikes! On most school nights my teenage daughter is working on her homework well past midnight. I’ve begged, cajoled and pleaded, to no avail. She must be her mother’s daughter.

This week, in support of those parents who are struggling with children who are struggling to manage their time, I’d like to share the following strategies, based on an article by KnowledgePoints Learning Centers.

Understand the Meaning of Time

Buy your child an analog clock or watch. She will develop a greater understanding of time as she sees the minutes and hours pass.

Get Organized

Make a routine of when and where your child studies. His workspace should be well-lit, and organized for ready access to school supplies and resources.

Use a Planner

Like adults, kids need a place to record projects and assignments. Their planners should include extra-curricular and family related activities, so they know how to budget their time.

Outline Responsibilities

Help your child identify the most important items for the week. Have him create a to-do list, and share his sense of accomplishment as items are completed.

Avoid Overload

Sometimes things just pile up. Watch for signs of overload, and make sure your child’s schedule includes adequate time for eating, sleeping and having fun.

Practice Effective Study Strategies

Help your child determine how much time she will need to complete each assignment. Break long-term assignments into multiple steps that can be scheduled and completed a little each day.

Be Flexible

When the unexpected happens, help your child rearrange his schedule by discussing options and consequences.

Keep Goals in Mind

Children can’t always see the big picture. Remind them to focus on the important things, and maintain a positive attitude.

While this article was designed for working with children, the same strategies will work for us. After all, effective time management principles are universal.

Please visit the Parent Center at KnowledgePoints to read the complete article, Time Management: Planning for Success.

TAKE YOUR TIME BACK

This week we’re going on a field trip. Remember those? Sometimes you learned a lot, sometimes, not so much. The destination was unimportant - the real treat was just riding a bus with your friends, and getting out of school.

I’m sending you on a trip to “Take Your Time Back.” This is the promising title of an e-newsletter I received from FineLiving.com. So, I followed the link, took the quiz, read the articles, and found three more hours in my day! (Okay, not really.) Nevertheless, I did find some value in the exercise, and I hope you will too.

Before you go, let me share a few caveats:

• You’ll take a short quiz of one to three questions in these six categories: sleep, work, getting around, food, housework, and physical fitness. However, I can think of quite a few things I do each day that don’t fit neatly into those categories – like spending time with family and friends. So be sure to consider that when you see your “pie.” (Also, pay attention to the wording of each question – some ask you to estimate the time you spend daily, while others ask for a weekly estimate.)


• Their so-called solutions don’t come cheap. FineLiving proposes solutions in each category that may save you time, but almost always cost you money. Sure, we could all save time with professional landscaping, cleaning, and laundry services. And who wouldn’t appreciate home delivery of fresh gourmet meals? Unfortunately, most of these are luxuries that don’t fit into my budget. (Unless of course, I trade more of my free time for work time – and isn’t that missing the point?)

In the end, I found this exercise to be entertaining and somewhat useful. The time calculator is simple to do, the pie chart was eye opening for me, and the articles do offer some helpful tips. I hope you’ll visit and enjoy the site. Be sure to come back and share your thoughts!