leadingtoday.org
Leadership Tip of
the Month
January 2005
Copyright 2005 ã weLEAD, Inc.
Leadership and Time
Management – Part 2
This month we recommend a time management system to help you
organize your life and manage your time
more effectively. By doing this we will reclaim
more time to demonstrate leadership in other vital ways. The key to achieve
this is to establish a Master List, Master Calendar and Master File.
We begin by briefly mentioning your Master
List. It keeps an inventory of all your unfinished work and ongoing
projects. Anything that remains in progress or undone should be written
on your Master List. Some people use a paper format and others use a
software program depending on their preference.
Here are some things to include on your
own Master List.
- Date the list, and update it daily.
- Use lined paper either letter or legal sized.
- Write on each line. It is an itemized “to-do”
inventory.
- When you finish a project, give yourself the
pleasure of crossing off the item from the list.
- Keep it on top of the desk where you can see it.
- Each evening scan it and update it for tomorrow’s
priorities.
- Coordinate it with your Master
Calendar.
Your Master Calendar is used in conjunction with your Master List
and together they help you to focus
on what you have scheduled to do and what is really important. Here are some important qualities of your Master
Calendar.
- It goes hand-in-hand with your Master List.
- On it are your scheduled appointments or meeting times
transferred from your Master List.
- It should offer a daily and weekly calendar view.
- If your calendar is on a software program, print it
out each day and keep it next to your
Master List on your desk.
- Each evening scan it for tomorrow’s activities.
Again, coordinate it with your Master List.
When daily information or potential new tasks arrive, you should
quickly make one of the following decisions. First, if it concerns you, add
it to your Master List. Secondly, if it concerns someone else or their
job, pass it on. Third, if it is not
important, quickly glance at it and
throw it away! Now that we can focus
on what is important as noted on our Master List we can make sure our
work space in not cluttered and confusing. To achieve this we create a Master
File.
Your Master File is the collection
of all separate file folders you individually create for each project or task
on your Master List. Your Master File is kept in your desk drawer or in a file box.
(Again, some individuals desire to use
a paper format, and others may use a software program.)
All papers regarding a client, customer
or a project should be kept together in a file folder. This includes reports,
meeting notes, phone conversations, correspondence, etc. Remember to never put a piece of unfinished work
inside a file folder without “noting it” on your Master List or you will
forget it. Here are things to heed when maintaining your Master File.
- Write the name of the project or client on the folder tab. Label each
folder clearly.
- Don’t write small bits of infomation “on” a file folder itself. Use a
separate piece of paper and place it inside.
- Keep all folders in a drawer and off your desk unless you are
presently working on these specific projects.
- If you do this with software, use a good file manager like
- Arrange folders in order of importance or frequency.
- Use staggered tabs. Different folder colors can indicate a different level of importance.
- Don’t reuse old paper folders. You want them to look fresh, clean and
professional.
If you do this diligently, your work
environment will be uncluttered and
easy to work at. Here is a brief recap. All your ongoing projects are
written on your Master List. Any items that are date sensitive are also coordinated on your Master
Calendar. All information regarding your various
projects are now located in a Master File. Inside it are the separate file folders for each
of your projects. Keep the files you are not presently working on off your desk. It is essential to keep
your work space clear, and free from distraction.
When you complete a project, file it
away and “cross it off” your Master List! By establishing and
maintaining a Master List, Master Calendar and Master File system you are well on your way to more effective
time management!
For weLEAD, this is Greg
Thomas reminding you that it was Gothe who wrote, “Do the
duty that lies nearest thee; thy next duty will then become clearer.”
On
the weLEAD Website you will
find over 70 other free helpful leadership tips. They are all available in a
text version or as an MP3 audio!