Time management: Seven problems (and solutions)

Bryce Sanders, president of Perceptive Business Solutions, explains how to manage time pressures and become more productive in reaching your aims.

There is never enough time in the day. You do not have enough sales support and cannot get anything done because of constant interruptions. Technology has not made time management problems go away. It has increased the flood of information and communications you must address. Here’s the bright side: time management has never been rocket science. The basic rules are obvious.

Problems and solutions

Problem – My goals are overwhelming. Big goals are daunting. Convert big goals into lots of little goals. Break them down to the daily or weekly level. Set-up many categories including appointments, phone calls and portfolio reviews. I met advisers in New Jersey whose focus was gaining attendees for an upcoming seminar. Each stuck to a daily goal to line up five attendees.

Over 20 days that is 100 potential attendees, all done in a segment of each day. Measure your progress.

Problem – I am awful at multi-tasking – it is a curse, not a blessing. Focus on the mission. Interruptions distract. You time block. Sit down and focus on one scheduled activity. Once you get into your rhythm you will be amazed how much progress you make while uninterrupted.

Problem – Too many things compete for my time – there is a big difference between immediate and important – it is important to speak with concerned (or angry) clients. Ditto presenting ideas to clients. Building and retaining your client base is what you do. That is important.

Your assistant enters your office and needs papers completed “immediately”, that fits into a different category. Does this need to be done during market hours? Apply this test: If you had a flat tire and were two hours late, would non-completion of these papers spell disaster? Probably not. They can wait. How do you manage this? Go behind closed doors.

Problem – When things run late I get backed up – life rarely runs according to plan. Delays happen. Your 11am appointment does not arrive until 11:30. Find yourself with unexpected spare time? Ask yourself: “What is the best use of my time right now?” Maintain a list of projects within your daily plan each taking small amounts of time to complete.

This could be drafting letters or sending e-mails. Taking advantage of little blocks of time removes items from your To-Do list for the day, freeing up time later on. Have a few five minute, ten minute, 30 minute projects available for those periods.

Problem – other advisers

Interrupt and bring me down – most offices have their share of complainers. Talking about how business is bad somehow makes them feel better. This brings you down, wastes time and does not add to your bottom line. Avoid these people at least during the business day. Ask yourself: “Will listening to this person pay my mortgage?” This test separates out the positive comments such as sales ideas, and encouraging remarks from the complaints. You can talk with the second group later.