My Clever Assistant
How many times have you said or heard someone say, “I wish I had more time to do that” or “I’d be able to meet my deadline for [fill in the blank] if I only had more time.” “I need to know more about time management.”
What is time management?
Each of us has the same fixed amount of time each day; twenty four hours to use as we choose. And I think “choose” is the key word in that sentence. I recently read “The Power of Ethical Management” by Kenneth Blanchard and Norman Vincent Peale and agree that the issue isn’t so much managing our time as it is managing the activities that are consuming our time. It’s up to us as professionals and business owners to manage those activities effectively.
Although most professionals are juggling multiple deadlines at any given time, the inability to effectively manage your tasks or activities to meet those deadlines can result in too much stress instead of productivity.
Managing your activities effectively will allow you to work efficiently while keeping your focus on what you are trying to achieve. So managing your deadlines will help you improve your productivity while lessening your stress. Here are a few of tips to get you started with deadline management:
Your Schedule Effects Deadline Management
Consistently Schedule All of your Work and Activities
You need to plan for the time it will take to complete your current tasks and activities and schedule them on a day to day basis. Include all tasks no matter how insignificant they may seem. Make sure you’ve included all meetings and phone calls you’ve planned to make. The only way you can know if you have time to handle another project is to see if you have the time available. Consistent planning and scheduling shows you when your schedule is open or packed. Knowing whether or not you have the time to accept more work will help you decide if you can realistically do more without sacrificing your work quality or your personal time.
Deadline Management = Taking Control
Just Say No
One important step in developing your deadline management skills is learning to say “no”. This can be difficult if you are a people pleaser and of course, it depends on who’s asking something of you. It’s hard to say “no” to your boss or your client. Learn to say “no” while offering an alternative can be the best approach.
For example: Let’s say your schedule is booked solid for the day and you get a call from someone asking for your help on a project and they want you to start on it immediately. Your answer could be; “I’m sorry, I can’t start work on that immediately because I’m in the middle of another project that has priority but I do have some time tomorrow morning. Can I take a look at it then and follow up with you?”
Agreeing to take on the assignment when you don’t have adequate time to devote to it is ill advised. When you are overloaded with tasks, it makes it difficult to turn out quality work and you will likely reap more stress than you can handle.
Learn to “just say no” to projects and tasks if you can’t devote the time and energies to do a good job.
Effective Deadline Management Requires Knowing What Resources are Available
You may find your ability to meet a deadline will depend on outside resources. An example would be if you need a graphic designer and a copywriter to complete your project; make sure you know the availability of these other resources and how you can access them. Having your ducks in a row will keep your project on target and will help you make an informed decision about accepting more assignments and the deadlines you can agree to meet.
Deadline management techniques will help you avoid taking on more than you can handle. Late projects due to unrealistic deadlines can be minimized or avoided. Knowing what you are responsible to complete and when will help you and your team be more productive and reduce stress for all.
Do you find your deadlines are slipping because you are constantly overwhelmed with tasks? Why not contract with a versatile virtual assistant like My Clever Assistant. Help is only a few mouse clicks or a phone call away.
