You are previewing How to be a Time Master: Control your time...control your life.
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How to be a Time Master: Control your time...control your life

Book Description

If you could save just 24 minutes a day you'd gain an extra 6 days a year. Some say the world was created in 6 days. What could you achieve?

You don't have to work harder or spend hours defining your life goals in order to manage your time. The Time Master approach is full of quick painkilling solutions and long-term 'know-how'.

This is more than time management, this is timemastery.

Forget about complicated planning techniques and endless charts - with over 400 practical tips and tricks at your fingertips, you'll be able to tackle your main problem areas and take back control of your time and your life, quickly. As a Time Master, you will learn how to slow down and enjoy doing the things you really want to do.

Master ways to:

  • Work out what really needs to be done and when

  • Manage emails, your screen time and the telephone

  • Run brilliant meetings

  • Deal with interruptions

  • Stop others stealing your time

  • Say no when necessary and manage our boss

  • Make time for your health

  • And many more ...

'A common sense approach to time management ... in an easy to read format.' --Clare Evans, Time Management Coach and author of Time Management For Dummies

Table of Contents

  1. Copyright
  2. INTRODUCTION
  3. WHAT TYPE OF TIME MASTER ARE YOU?
  4. THE TIME MASTER TRUTHS
    1. YOU CAN DISCOVER YOUR INNER TIME MASTER
    2. EVERYONE HAS A TIME PERSONALITY – TAKE RESPONSIBILITY FOR YOURS!
    3. CHOOSE THE 'PAINKILLER' APPROACH TO TIME MANAGEMENT FIRST
    4. CONTROL IS EVERYTHING – PLANNING IS CONTROL!
    5. HEALTH MANAGEMENT IS ALSO TIME MANAGEMENT
    6. TIME CAN BE SPENT BUT NOT SAVED, SO BUDGET CAREFULLY
    7. PUT YOUR PERSONAL AND FAMILY LIFE FIRST
    8. THINKING ONLY IN HOUR AND HALF-HOUR TIME FRAMES LIMITS YOUR OPTIONS
    9. 'SUNK TIME' HAS GONE WHATEVER YOU DO: DON'T GET TRAPPED BY IT!
    10. SLOW DOWN - NOT EVERYTHING IS URGENT
    11. SPEND YOUR TIME WHERE IT WILL HAVE MOST IMPACT - UNDERSTAND THE 80/20 RULE
    12. MASTER YOUR HABITS...MASTER YOUR TIME!
    13. MAKE CREATIVE USE OF YOUR TIME
    14. ACCEPT THAT YOU WILL NEVER GET EVERYTHING DONE
  5. WHAT ARE YOUR TIME PROBLEMS?
  6. 1. MASTER YOUR PLANNING
    1. 1.1. PRIORITIZATION IS THE 'HOLY GRAIL' OF TIME PLANNING
    2. 1.2. DON'T BECOME A TIME PLANNING JUNKIE
    3. 1.3. NO ONE PLANNING SYSTEM FITS ALL
    4. 1.4. UNDERSTAND THE TIME MASTER WWW QUESTION SYSTEM
      1. 1.4.1. W = WHAT DO YOU 'HAVE TO' AND 'WANT TO' GET DONE?
        1. 1.4.1.1. 'TO DO' LISTS
          1. 1.4.1.1.1. Level 1: The basic 'to do' list
          2. 1.4.1.1.2. Level 2: The prioritized 'to do' list
          3. 1.4.1.1.3. Level 3: The prioritized, time-specified 'to do' list
        2. 1.4.1.2. DIFFERENT TYPES OF 'TO DO' LISTS
          1. 1.4.1.2.1. The project-specific 'to do' list
          2. 1.4.1.2.2. The activity-specific 'to do' list
          3. 1.4.1.2.3. Time section-specific 'to do' list
      2. 1.4.2. W = WHEN WILL YOU DO IT?
        1. 1.4.2.1. PUT YOURSELF FIRST!
          1. 1.4.2.1.1. Time planning time
          2. 1.4.2.1.2. Thinking time
          3. 1.4.2.1.3. Time off
          4. 1.4.2.1.4. Exercise
          5. 1.4.2.1.5. Getting organized time
          6. 1.4.2.1.6. Catch-up time
          7. 1.4.2.1.7. Family things
          8. 1.4.2.1.8. Hobby or outside interest time
        2. 1.4.2.2. PLAN FOR THE UNEXPECTED!
        3. 1.4.2.3. SET TARGETS
      3. 1.4.3. W = WHERE WILL YOU WRITE THIS INFORMATION DOWN SO THAT IT IS EASILY VISIBLE AND ACCESSIBLE TO REMIND YOU?
        1. 1.4.3.1. PLANNING SYSTEMS
        2. 1.4.3.2. DIFFERENT TYPES OF PLANNERS, TOOLS AND METHODS
        3. 1.4.3.3. INVEST WISELY IN SOMETHING THAT IS GOOD QUALITY
        4. 1.4.3.4. PUT EASE OF USE BEFORE FUNCTIONALITY
        5. 1.4.3.5. EVERYTHING NEEDS TO BE TOGETHER OR ACCESSIBLE FROM ONE PLACE
        6. 1.4.3.6. BE CREATIVE
        7. 1.4.3.7. BE DISCIPLINED ABOUT MOVING THINGS FROM ONE SYSTEM TO ANOTHER
  7. 2. MASTER YOUR PRIORITIES
    1. 2.1. DO THE MOST IMPORTANT THING FIRST
      1. 2.1.1. Make Time for the Things You Want To Do
      2. 2.1.2. Don't Worry About Unimportant Things
  8. 3. MASTER YOUR STUFF
    1. 3.1. CREATING LEVERAGE
      1. 3.1.1. SELLING YOUR HOME
      2. 3.1.2. SOCIAL VISITORS AND GUESTS
      3. 3.1.3. THE COSTS OF TIME, MONEY, STRESS AND PHYSICAL HASSLE
      4. 3.1.4. ORGANIZATIONAL RULES
        1. 3.1.4.1. PLAN HOW MUCH TIME YOU WANT TO INVEST
        2. 3.1.4.2. PLAN WHEN
        3. 3.1.4.3. PRIORITIZE
        4. 3.1.4.4. DELEGATE
      5. 3.1.5. PREPARE
        1. 3.1.5.1. PREPARE A PLACE FOR DOCUMENTS AND PAPERWORK
        2. 3.1.5.2. PREPARE A PLACE FOR TIME-RELATED PHYSICAL THINGS YOU NEED IN THE FUTURE
        3. 3.1.5.3. A date-based filing system
        4. 3.1.5.4. Use a pin board
        5. 3.1.5.5. PREPARE A PLACE FOR GENERAL STORAGE ITEMS
        6. 3.1.5.6. PREPARE A PLACE FOR UNREAD GENERAK INFORMATION
        7. 3.1.5.7. PREPARE YOUR PERSONAL 'SEMI-AUTOMATIC DISPOSAL SYSTEM (SAD)'
      6. 3.1.6. IMPLEMENTATION
        1. 3.1.6.1. FOLLOW YOUR PLAN
        2. 3.1.6.2. REMEMBER, A BIT AT A TIME ONLY
        3. 3.1.6.3. PERSEVERE
        4. 3.1.6.4. MAINTAIN
      7. 3.1.7. COMMON ORGANIZATIONAL PROBLEMS AND QUESTIONS
        1. 3.1.7.1. WHAT IF THE ITEMS I WANT TO KEEP ARE TOO BIG OR BULKY FOR THE FILE OR STORAGE SYSTEM I HAVE?
        2. 3.1.7.2. IT'S EASY TO KNOW WHAT NEEDS TO BE ACTIONED, BUT HOW DO I DECIDE WHAT TO 'STORE' AND WHAT TO 'DUMP'?
        3. 3.1.7.3. IF I COME ACROSS ITEMS THAT NEED TO BE ACTIONED AND DEALT WITH, DO I DEAL WITH THEM THEN OR LATER?
    2. 3.2. TIME MASTER ORGANIZATIONAL TIPS
      1. 3.2.1. MAKE SURE THE TIME SPENT ORGANIZING IS PROPORTIONATE TO THE BENEFIT
      2. 3.2.2. ONLY TAKE TELEPHONE NUMBERS DOWN ONCE
      3. 3.2.3. GIVE EVERY PIECE OF PAPER THE 'ONCE ONLY SAD' TREATMENT
      4. 3.2.4. HAVE A GENERAL NOTES SECTION ON YOUR COMPUTER
      5. 3.2.5. CREATE A REMINDER SYSTEM
        1. 3.2.5.1. Immediacy
        2. 3.2.5.2. Visibility
        3. 3.2.5.3. Write it down
      6. 3.2.6. IMPROVE YOUR HANDWRITING
      7. 3.2.7. PUT BACK WHAT YOU TAKE OUT
      8. 3.2.8. START WITH AND KEEP YOUR DESK OR WORK SPACE CLEAR
      9. 3.2.9. FOCUS ON THE JOB IN HAND FIRST
      10. 3.2.10. ORGANIZE WHAT IS ON YOUR COMPUTER
      11. 3.2.11. BACK-UP
  9. 4. MASTER YOUR PROCRASTINATION
    1. 4.1. TIME MASTER TIPS FOR AVOIDING PROCRASTINATION
      1. 4.1.1. BREAK THE TASK INTO BITS
      2. 4.1.2. CREATE A TIMESCALE WITH A DEADLINE
      3. 4.1.3. MAKE IT PUBLIC
      4. 4.1.4. MAKE A GEME OUT OF IT
      5. 4.1.5. CREATE REWARDS ALONG THE WAY AND AT THE NED
    2. 4.2. OTHER FOOD FOR THOUGHT ABOUT PROCRASTINATION
      1. 4.2.1. BE HONEST WITH YOURSELF
      2. 4.2.2. PROCRASTINATION IS NOT ALWAYS NEGATIVE
      3. 4.2.3. BEING SIDETRACKED IS ALSO PROCRASTINATION
  10. 5. MASTER YOUR TIME ESTIMATES
    1. 5.1. TIME MASTER TIPS FOR MASTERING TIME ESTIMATES
      1. 5.1.1. BREAK IT INTO BITS
      2. 5.1.2. THINK TWICE
      3. 5.1.3. IT IS BETTER AND SAFER TO OVERESTIMATE THAN UNDERESTIMATE
      4. 5.1.4. BUILD IN TIME FOR THE UNEXPECTED
      5. 5.1.5. TIME HOW LONG THINGS TAKE
  11. 6. MASTER YOUR TELEPHONE
    1. 6.1. ARE YOU A SLAVE TO THE TELEPHONE?
    2. 6.2. DEALING WITH 'TELEPHONE TAG'
      1. 6.2.1. ARRANGE A SPECIFIC TIME TO SPEAK TO SOMEONE
      2. 6.2.2. FIX A SPECIFIC TIME TO SPEAK VIA SOMEONE'S PA
      3. 6.2.3. LEAVE A VOICEMAIL MESSAGE SAYING WHEN YOU WANT THEM TO CALL YOU BACK
      4. 6.2.4. IF YOU ARE LEAVING A VOICEMAIL MESSAGE, BE SPECIFIC ABOUT WHAT YOU WANT
      5. 6.2.5. HOLD
    3. 6.3. DO YOU TALK FOR TOO LONG?
    4. 6.4. BEAT THE CALL CENTRE HOLDING CON
      1. 6.4.1. CALL THEM AT QUIET HOURS INSTEAD OF PEAK TIME
      2. 6.4.2. KNOW THE SPECIAL 'CHEAT' NUMBERS
      3. 6.4.3. BEWARE OF THE PREFIX 0870
    5. 6.5. ARE YOU A MOBILE PHONE JUNKIE?
    6. 6.6. TIME MASTER TELEPHONE TIPS
  12. 7. MASTER YOUR EMAIL
    1. 7.1. CONTROL HOW OFTEN AND WHEN YOU CHECK YOUR EMAILS
      1. 7.1.1. TURN IT OFF
      2. 7.1.2. HAVE SET TIMES TO DEAL WITH EMAILS
    2. 7.2. CONTROL WHO IS SENDING YOU EMAILS
      1. 7.2.1. GET OFF THE LISTS
      2. 7.2.2. OPT OUT OF ANY DATABASE SHARING
      3. 7.2.3. DON'T GIVE OUT YOUR EMAIL ADDRESS RECKLESSLY
    3. 7.3. CONTROL WHEN YOU SEND AN EMAIL AS OPPOSED TO OTHER WAYS OF COMMUNICATING
    4. 7.4. CONTROL HOW YOU WRITE EMAILS
      1. 7.4.1. STOP SAYING 'THANKS'
      2. 7.4.2. KEEP EMAILS SHORT
      3. 7.4.3. CHECK YOUR EMAIL BEFORE YOU SEND IT
      4. 7.4.4. EDUCATE OTHERS IN HOW YOU DEAL WITH YOUR EMAILS
    5. 7.5. CONTROL HOW YOU PROCESS EMAILS TO BE MOST TIME EFFICIENT
      1. 7.5.1. ONLY READ THE EMAIL ONCE
      2. 7.5.2. REPLY REASONABLY SOON OR SEND A BRIDGING EMAIL
    6. 7.6. CONTROL THE IT TOOLS YOU USE TO MANAGE THE PROCESS BETTER
      1. 7.6.1. DELETE EMAILS FROM YOUR INBOX AND SENT BOX
      2. 7.6.2. GET RID OF EMAILS IN YOUR DELETED ITEMS FOLDER
      3. 7.6.3. SAVE AND STORE PAST EMAILS
      4. 7.6.4. SORT MATERIAL INTO FOLDERS AND FILES
      5. 7.6.5. GET A NEW, PRIVATE EMAIL ADDRESS
  13. 8. MASTER YOUR SCREEN TIME
    1. 8.1. WHY AND HOW DO YOU VIEW?
    2. 8.2. Time Master screen time facts and questions
    3. 8.3. TIME MASTER SCREEN TIPS
  14. 9. MASTER YOUR MEETINGS
    1. 9.1. MEETING OBJECTIVES
    2. 9.2. ALTERNATIVES TO MEETINGS
    3. 9.3. KEY PEOPLE
    4. 9.4. NUMBERS ATTENDING
    5. 9.5. PREPARATION AND HOMEWORK
    6. 9.6. STARTING AND STOPPING ON TIME
    7. 9.7. MEETING MINUTES
    8. 9.8. TOO MANY CORPORATE OR DEPARTMENTAL COMMITTEES
    9. 9.9. DATE OF NEXT MEETING
    10. 9.10. PROTECT AND VALUE YOUR OWN TIME
    11. 9.11. BE OPEN ABOUT 'MEETING AVOIDANCE' STRATEGIES
    12. 9.12. MAKE TIME A KEY ISSUE WHEN YOU START A MEETING
    13. 9.13. TAKE PHONE NUMBERS WITH YOU TO MEETINGS
    14. 9.14. THINK CAREFULLY ABOUT REFRESHMENTS
    15. 9.15. DOUBLE-CHECK THE MEETING VENUE
  15. 10. MASTER YOUR INTERRUPTIONS
    1. 10.1. UNPLANNED VISITORS
      1. 10.1.1. PRIORITIZE YOUR INTERRUPTIONS
      2. 10.1.2. CLOSE YOUR DOOR
      3. 10.1.3. CONTROL UNPLANNED VISITORS THROUGH YOUR ACTIONS
      4. 10.1.4. DISCOVER THE GOOD AND BAD INTERRUPTERS
      5. 10.1.5. PLAN YOUR INTERRUPTIONS
      6. 10.1.6. HAVE INTERRUPTION-WISE GATEKEEPERS
      7. 10.1.7. CHANGE THE POSITION OF YOUR DESK
    2. 10.2. INTERRUPTIONS FROM THE TELEPHONE, EMAIL, TEXT ETC.
      1. 10.2.1. TURN YOUR MOBILE OFF AND YOUR VOICEMAIL ON
      2. 10.2.2. TURN OFF YOUR EMAIL
  16. 11. MASTER YOUR TIME THIEVES
    1. 11.1. COMPANY TIME THEFT
      1. 11.1.1. TIME MASTER TIPS FOR HOTELS
        1. 11.1.1.1. ASK FOR HELP
        2. 11.1.1.2. GIVE APPROPRIATE FEEDBACK
        3. 11.1.1.3. SERVE NOTICE
      2. 11.1.2. TELEPHONE TIME THEFT
      3. 11.1.3. RED TAPE TIMEWASTERS
        1. 11.1.3.1. TIME MASTER TIPS FOR RED TAPE
      4. 11.1.4. THE WAITING-IN SCENARIO
        1. 11.1.4.1. TIME LORD TIPS FOR DELIVERIES
    2. 11.2. PERSONAL TIME THIEVES
      1. 11.2.1. PEOPLE WHO ARE OFTEN LATE
        1. 11.2.1.1. DON'T FALL FOR THE 'COUPLE OF MINUTES' LIE
        2. 11.2.1.2. IF PEOPLE ARE KEEPING YOU WAITING, CALL THEM
      2. 11.2.2. INTERRUPT
  17. 12. MASTER THE ABILITY TO SAY NO!
    1. 12.1. 20 TIME MASTER WAYS OF SAYING 'NO'
    2. 12.2. TIME MASTER TIPS FOR SAYING 'NO' TO YOUR BOSS
      1. 12.2.1. DON'T BE A 'JUSTER'
      2. 12.2.2. THINKING IT OVER
      3. 12.2.3. SET EXPECTATIONS AND GET PERMISSION
      4. 12.2.4. YOU DON'T ALWAYS NEED TO EXPLAIN
  18. 13. MASTER YOUR BOSS
    1. 13.1. TIME MASTER TIPS TO MANAGE YOUR BOSS
      1. 13.1.1. HAVE THE COURAGE TO DISCUSS TIME MANAGEMENT ISSUES WITH YOUR BOSS
        1. 13.1.1.1. DON'T BE AFRAID TO ASK YOUR BOSS ABOUT PRIORITIES
      2. 13.1.2. TAKE ADVANTAGE OF OPPORTUNITIES TO PUT FORWARD SUGGESTIONS
      3. 13.1.3. ASK FOR HELP FROM ABOVE
      4. 13.1.4. GET TO KNOW YOUR BOSS BETTER
      5. 13.1.5. RAISE ISSUES PRIOR TO MEETINGS
      6. 13.1.6. LEARN TO SAY 'NO' PROPERLY
  19. 14. MASTER YOUR DELEGATION SKILLS
  20. 15. MASTER YOUR TIME-CHARGING
    1. 15.1. DEALING WITH THE 'HOW MUCH?' QUESTION
      1. 15.1.1. INVITE CALLERS INTO A CONVERSATION TO GET BACKGROUND
      2. 15.1.2. ADD A PERCENTAGE TO YOUR ESTIMATE AND GIVE A BALLPARK FIGURE
    2. 15.2. CHARGING ENOUGH WHEN A JOB DOESN'T TAKE THAT LONG
    3. 15.3. CONTROLLING YOUR TIME WHEN PEOPLE CALL FOR FREE ADVICE
      1. 15.3.1. DON'T FALL INTO THE 'FREE ADVICE' TRAP
      2. 15.3.2. TAKE CONTROL AND SOW SEEDS ABOUT CHARGING FOR YOUR TIME AT THE OUTSET
  21. 16. MASTER YOUR DECISION-MAKING
    1. 16.1. TIME MASTER QUESTIONS TO ASK YOURSELF WHEN MAKING DECISIONS
      1. 16.1.1. WHAT FEELS RIGHT?
      2. 16.1.2. WHAT IF I MAKE THE WRONG DECISION?
      3. 16.1.3. IF OTHER PEOPLE ARE INVOLVED, DO I HAVE DOUBTS ABOUT THEM?
      4. 16.1.4. WHAT IS YOUR DECISION-MAKING TRACK RECORD?
  22. 17. MASTER YOUR HEALTH
    1. 17.1. MAKE TIME FOR EXERCISE
    2. 17.2. MAKE TIME TO THINK AND PLAN WHAT YOU EAT
    3. 17.3. MAKE TIME TO SLEEP
    4. 17.4. MAKE TIME TO GET THE RIGHT TOOLS
    5. 17.5. SEEK MEDICAL HELP AS SOON AS YOU ARE WORRIED ABOUT A PROBLEM
  23. 18. DON'T BE TIME BORED!
    1. 18.1. YOUR TIME MASTER RETIREMENT CHECKLIST
  24. TIME MASTER TRAVEL TIPS
    1. 18.2. GET YOUR JOURNEY INFORMATION ONCE
    2. 18.3. ON HOLIDAY, TAKE OFF YOUR WATCH
    3. 18.4. PLAN YOUR ROUTE
    4. 18.5. AVOID THE WORST OF THE RUSH HOUR
    5. 18.6. CHECK OUT OF HOTELS BEFORE BREAKFAST
    6. 18.7. USE YOUR SAT-NAV
    7. 18.8. KEEP A BAG PACKED
    8. 18.9. ACTIVELY USE YOUR DOWNTIME
    9. 18.10. SET YOUR WATCH THREE MINUTES FAST
    10. 18.11. GET READY IN GOOD TIME
    11. 18.12. TRAVEL DIRECT
    12. 18.13. INVEST IN QUEUE-JUMPING OFFERS
    13. 18.14. BOOK IN ADVANCE
  25. TIME MASTER SHOPPING TIPS
    1. 18.15. MAKE SURE THE SHOP IS OPEN
    2. 18.16. HAVE A SHOPPING LIST
    3. 18.17. KEEP A SUPERMARKET COIN
    4. 18.18. SHOP WHEN OTHER PEOPLE AREN'T THERE
    5. 18.19. DON'T BE A CHECKOUT SHEEP
    6. 18.20. CHECK PRICES BEFORE YOU GO SHOPPING
    7. 18.21. SHOP ONLINE WITH HOME DELIVERY
    8. 18.22. CHECK WHETHER ITEMS ARE IN STOCK BEFORE YOU GO SHOPPING
    9. 18.23. IF YOU ARE SHOPPING FOR OTHERS, KNOW EXACTLY WHAT THEY WANT
  26. TIME MASTER EATING OUT TIPS
    1. 18.24. ONLY GO TO RESTAURANTS THAT TAKE BOOKINGS
    2. 18.25. STUDY THE MENU ONLINE
    3. 18.26. CHECK THAT THE RESTAURANT IS OPEN
    4. 18.27. ORDER STRAIGHT AWAY
    5. 18.28. ASK FOR THE BILL BEFORE YOU'RE READY TO LEAVE
  27. TIME MASTER BUSINESS TIPS
    1. 18.29. TIME SENDING YOUR BILL FOR THE PEAK OF THE GRATITUDE CURVE
    2. 18.30. IF YOU'RE IN SALES, KNOW WHEN TO STOP CHASING!
    3. 18.31. ALWAYS CONFIRM YOUR MEETINGS
    4. 18.32. TRY TO COORDINATE MEETINGS
    5. 18.33. LEARN THE RIGHT SKILLS
    6. 18.34. AVOID LITIGATION
    7. 18.35. BE KIND TO YOURSELF WHEN COMMITTING TO DEADLINES
    8. 18.36. WORK AT HOME IF POSSIBLE
    9. 18.37. TIME MASTER NETWORKING TIPS
    10. 18.38. CONVERT YOUR TIME INTO MONEY
    11. 18.39. LEARN TO INVEST SPECULATIVE TIME WISELY
  28. THE TIME MASTER COMMANDMENTS
    1. 18.40. PRACTICE THE 'WWW QUESTION' APPROACH TO PLANNING
    2. 18.41. DO THE MOST IMPORTANT THING FIRST
    3. 18.42. UNDERSTAND THE DIFFERENCE BETWEEN PROCRASTINATION AND PRIORITIZATION
    4. 18.43. BREAK ALL TASKS OR PROJECTS INTO BITS!
    5. 18.44. PUT YOURSELF AND YOUR FAMILY FIRST WHEN IT COMES TO PLANNING
    6. 18.45. LEARN TO SAY 'NO'
    7. 18.46. TURN YOUR GADGETS OFF
    8. 18.47. STOP THINKING IN HALF-HOUR OR HOUR TIME SLOTS
    9. 18.48. DON'T GET TRAPPED BY 'SUNK TIME'
    10. 18.49. STOPPING AND RELAXING IS NOT A WASTE OF TIME
    11. 18.50. DON'T KEEP YOUR 'TO DO' LIST IN YOUR HEAD
    12. 18.51. PLAN FOR HAVING TOO MUCH TIME
    13. 18.52. SET TARGETS AND REWARD YOURSELF
    14. 18.53. TIME MASTERS ARE ONLY HUMAN!