Time Management Techniques

Books on time management proliferate, but most carry the same fundamental message - work out what's truly important to you. Think about where you want to be with each of your aims, big and small, in 1 year, 2 years, and 5 years. Whether you'd like to get fit, find a new job, redecorate or change direction, the same advice applies. Then work out steps to move you gradually in the right direction, and keep these in your mind as a priority. With very simple time-management techniques, you can win a few minutes here, a few minutes there - and minutes soon add up to hours. Spend these furthering your aims, whatever they are, and you will get a sense of taking charge of your life.

Writing 'To-Do' Lists

Some time-management specialists advocate using two 'to-do' lists - a master list, plus a daily one that is updated each night. Others say the more complicated your system, the less likely you are to use it, so one list is all you need. Either way, categorize listed items in order of importance, using labels such as 'must do', 'want to do'. Bear in mind that the most urgent may not be the most important. If you routinely do trivial but urgent jobs first, you may have less quality time for important things. Try to allot some of your most productive time each day to important tasks that will further your long-term aims.

Using Lists and Diaries

• Use the same diary for home and work commitments to avoid confusion.
• Using weekly and yearly planners can help map progress on long-term goals.

Tackling the Tasks

Decide how to tackle each task by applying the 'four Ds' principle:

1. Ditch it

Put the task on trial: does it really need to be done?

2. Delegate it

Am I the best person to do this task?

3. Delay it

Would it be better to do this when I am less tired, or after I've finished more important tasks?

4. Do It

Prioritise the task following these criteria:

• Actually doing something, like ringing the plumber, can be quicker than writing it on a list for the fifth time.
• Schedule the most demanding job for your best time of day.
• Do the worst job first. Procrastination is a great time-waster.
• Make big jobs, such as redecorating a room, less daunting by breaking them down into manageable segments.
• Performing routine tasks, such as tidying, is effective in short, intense bursts.
• Alternate dull tasks with interesting ones and physical activities with mental ones.