We all have the same 24/7 time frame, yet many professionals struggle with having too many things to do and not enough time to do them. Any activity that is not delivering our product or service or leading us closer to closing a deal is a potential time waster. That could encompass a wide array of activities, so we will focus on keys to time management that can help us manage our time better.
Key #1 Understand the difference between "pay time" and "no pay time."
Take out a blank sheet of paper and draw a large letter "T" and on top of the right-hand side of the "T" write "Pay time activities" and on top of the left-hand side of the "T" write "No Pay time activities." Then in each column list activities that either generate revenue or not.
Under the "pay time" column write activities such as business development, referrals, and delivering your product or service. Under the "no pay" column write administrative tasks such as updating your client relationship management notes, responding to emails, and updating social media pages.
Key #2 Prioritize "to do" lists by what is profitable or generates revenue.
Many professionals lose time by working on urgent but unimportant tasks. This keeps them busy with "fire fighting" but accomplishes little. This means their "to do" list is full of items that have not been prioritized properly.
First, delegate whatever tasks can be done by someone else and have results that are "good enough" and break free of the mindset that "no one can do this as good as I can."
Second, prioritize the remaining tasks by what is profitable or generates revenue.
Third, be sure to give high ranking to those tasks that are "important but not urgent" so they don't become urgent later by failing to get to them before the deadline day. Don't over burden yourself with an unrealistic number of tasks.
Key #3 Make yourself less available to electronic distractions.
In our hectic technology-packed business world, we have become electronic junkies. Some professionals lose time to constantly checking their phone for messages. We all want to provide awesome customer care, and some businesses require staying closer to responsiveness than others, but over attention to email or phone calls can be a distraction. The same goes for times when your "open door" policy needs to be uninterrupted time, an appointment with yourself with time blocked on your calendar to prospect, or make strategic plans.
The 80/20 rule of time management, known as the Pareto principle, applies here. Eighty percent of what you accomplish will come from 20% of your activities. Make certain you are working on the right items.