An article by Michelle Kathopoulos, Absolute Real Estate, NT

Everyone talks about time management. Let’s face it – it’s important. But what is equally integral is finding the time management method that suits your personal organisational structure.

The “ideal week” has been practiced and preached for years, and with a little flexibility there are people that make it work well for them.

With technology evolving and the need for immediacy being paramount, is the ideal week enough? What happens if this particular style is not for you? Are there other ways to improve time management while staying true to your personality traits and strengths?

Many of us are highly organised but there is always room for improvement.  Tim Duncan said: “Never let it rest. Until your good is better and your better is best.” 

There are four key methods I use to provide enhanced time management while reducing the stress involved with the almighty “to do” list.

1. Maximise your Calendar and Reminders

Schedule routine and repeated tasks to reoccur. While in essence this may be an ideal week – exact times are not followed but used more as a guideline. Diarise what is needed daily, weekly etc. adding as required.

The reminders will continue to prompt with the list of actions. Don’t dismiss until it is done, Snooze for a certain timeframe or move it to another time if it isn’t fitting in with the priority at that time

2. Don’t be a slave to your Inbox

With emails available on any device, phones, tablets, remotely – it seems that we can’t escape the increasing “number in red” next to that email envelope on our screens.

There are two things you can do with the email. Move or delete.  At the LPMA conference 2016, Gihan Perera suggested some alternative time management options – particularly on how to manage emails.

Gihan suggested using pending sub folders – Today, Tomorrow, Next week, Later, Tasks assigned and Follow up.

I adopted it to suit me personally and I found that this not only reduced the number of emails in my inbox but subsequently lowered the stress I felt with always having to be at my emails. It also refined my priorities.

The following sub folders were what I implemented: Today, This week & Next week.

You will note that while there are still plenty of emails that need actioning, they just don’t need to be done immediately.

3. Have a follow up system

No one wants to lie awake all night thinking about what needs following up, or feel the repercussions when something is forgotten. Don’t rely on others replying to your email to be the next reminder.

A suggestion that works: Checking SENT items and sub foldering regularly ensures that nothing is missed, or picked up quickly if it has been overlooked.

If there is a quick turnaround needed, try ccing yourself and drag it to your calendar as a reminder.

4. Quiet time.

Gihan Perera also discussed the Pomodoro Technique - a time management method dedicated to allocating specific tasks in specific timeframes - usually 26 minutes with a 7 minutes break. The technique uses a timer to plan, track, and record the progress. A Pomodoro is the interval of time spent working. For more information on this visit https://en.wikipedia.org/wiki/Pomodoro_Technique

Personally this didn’t work – so we collaborated and adopted “Quiet times” for our office instead. It’s great!

In an office with almost 20 ladies, quiet time is almost impossible. Quiet time is two hours every day – 9am to 10am and 2pom to 3pm.

Quiet time promotes no interruptions during these times. Emails are acceptable, as are appointments and making calls. This time is allocated for tasks requiring focus and concentration.

Our Property Managers do their Notices, insurance claims etc. The assistants prepare documentation and reconcile marketing. Management isn’t distracted with regular interruptions. It has really worked for us.

I believe that we take something from everything and adopt it to suit. Time management is no exception. Hopefully you have some time to refine your processes.