Start with a planner, favorite computer program or 3-ring binder that you like to use.  Then stick to it!  Follow the 10 steps below and you will start reaching your goals and living your dreams.

1. Goals and Dreams - List your personal and business goals and dreams. This is an ever-changing, ever-growing list. Don’t think you can do it in one hour unless you’ve been doing this for years!
2. Frustrations – List what frustrates you about your business and personal situation. This can be as high level or as detailed as you like. It might include things like: business interruptions, disorganized clothes closet, lack of time for myself.
3. Priorities – Put a star or a number next to the goals, dreams and frustrations that you want to accomplish first. Most if not all of your frustrations should be addressed as soon as possible to free your time and your mind.
4. Goal Definition - For each of the items you marked, develop a goal definition. A goal definition has four parts: Name, description, benefit, target completion date, priority number (1, 2, 3...) or category (A, B, C or High, Med, Low) and a list of projects (not tasks) required to complete it.
5. Time Map – Develop a time map to manage your time so it meets your goals. What a concept!  Where do you want to be spending your time? (Example of categories: 40% business, 40% family, 20% personal goals) Assign time percentages or hours to these categories. Split up your week to match these assignments. Keep your time map visible and spend your time accordingly. Stick to it strictly or be flexible – everyone has different needs here. Some might even prefer a daily time map.
6. Master To-Do List – Depending on your preference, you can categorize your to-dos by project or you can lump them into one big list with a project reference. Either way, maintain your list in one place. 
7. Daily To-Do List – Every day, make a to-do list. Transfer incomplete tasks from the previous day and add items from your master list. Schedule them according to your time map. Either put them on your calendar (see #9) or indicate a time on your to-do list. Cross these off your master list or indicate the date they were transferred (you might only do this weekly). Sometimes, small tasks might not make it to the master list because they go directly to your to-do list. That’s okay, as long as you don’t lose them. As you complete to-dos, cross them off your list.
8. Other Lists – Also maintain a follow-up list and a to-get list. They don’t need to be elaborate. I use a sticky note on my to-do list for my follow-ups and refresh it as needed. It has the person’s name and sometimes the phone number. I indicate when & how I contacted them so I know when to follow-up again. This helps group my phone calls and email into one time slot. My to-get list is a page in my to-do list. It has things I need to get, books to return, errands to run.
9. Calendar – You NEED a calendar. Use the calendar for appointments and things that have a scheduled date and time. This will help you to plan in advance. If a meeting for "X" is during your "Y" time on your time map, make an adjustment for the week. A monthly calendar is smaller and you can see more at a glance than a weekly calendar.  The weekly calendar holds more appointments.  Don't forget to schedule time to schedule your time!
10. Review your progress – Every week, review your progress until you have a formula you like. Are you sticking to your time map or does it need adjustment? Have you missed appointments or deadlines? How can you fix that? Did you get everything done or did you run out of time? Are you spending your time wisely or fire-fighting? Do you need to make yourself a project to delegate some tasks? Can you celebrate any successes? Project completions?  

When you are comfortable with the process, use your review time for goal and project development. Are you reaching your goals?  Are you getting ahead and living your life?

Contact Cattail Pond, LLC about time management consulting at your company.  Click here.      

Priorities

Time Map

Lists

Calendar

Review