Time Management & Relaxation Techniques
Tips and Techniques (08-12-2002)

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Managing your Time
(Reprinted from: Best Western Resource Guide - 1996)

Time is a fixed asset. There's only so much of it regardless of what we do. Since we can't change the boundaries of time, we must learn to work within them. While each person has to come up with his or her own productive approach to scheduling, there are some general guidelines to help you find the best way to manage yourself within the fixed walls of time.

1. Determine if something really needs to be done instead of how fast you can get it done. Don't concentrate on form before you've established a necessary purpose.
2. Day-to-day activities require the most planning. Large, small, or in between t hose things that must be done on a daily basis must be a part of your scheduling. It's easy to write them off as no-brainers, but remember that whatever time is spent on any activity, automatically reduced the amount of time you have left.
3. Set priorities and stick to them. If other events or assignments appear, you must have the flexibility to re-prioritize.
4. Use voice mail to save time. If you can leave a message for someone and let them know what you need, they can get their information together before calling you back. This works both ways. Let your voice-mail work for you.
5. Find out where you're wasting time. If you don't want to keep an actual log for a day or two to track your efficiency, at least jot down how long it takes you to do each task.
6. Make lists. While some thinks lists waste more time than they save, don't knock it until you're tried it long enough to perfect your own system. A master list of everything that needs to be done can be broken down into smaller monthly, weekly, and daily lists. Because different people have different jobs that require different scheduling, you must create the most efficient list for you. Long-term projects need to be broken down into smaller parts, and those parts must be slotted in on given days.
7. Use a daily, weekly, or monthly planner to lay out your tasks and appointments. Remember to allow time for travel to both in-town appointments and out-of-town appointments.
8. Try to schedule projects to fit your own energy. If you're a morning person, plant he more difficult tasks for the early part of your day. If a project requires quiet-time, plan it when you know you can find the time and place for uninterrupted work. Don't go by how things ought to be done, but rather how you can best do them.
9. Use file folders to separate and store information. As new projects come up, pencil in a title on a file folder and note date project started, deadline, and any other beginning information you might have. Then as other information becomes available it can be dropped or written in the folders so that everything's in one place.
10. Organize or color code your folders. Use folders numbered 1 through 31 for tasks due on certain days of the month, and January through December folders for monthly projects.
11. Develop forms or systems to handle routine tasks. It often takes time in the short run to save time in the long run.
12. Don't let down time or slow-periods lull you into complacency. As sure as you put off doing a project because you're caught up, six new ones crop up, and you're swamped again. If you've got a project to do, do it, and don't spend extra time on it just to fill the void.
13. Make quick decisions and move on. Anguishing over whether or not you're doing the right thing will not help. Your experience and expertise couples with having all the facts available, should give you the confidence you need to make smart judgments.
14. Keep things that need to be read with you. While you're waiting in a reception areas, in the airport, or an important phone call to be returned before you can continue your project, you can get a lot of reading done and free up some time for other things. Use that 10 or 15 minutes waiting [for the plane to take off] to review a memo, or an agenda.

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Taking Control of your Time

1. List everything you need to do today (this week, this month) in order of priority. Tackle the easy tasks first, cross them off. It will make you feel like you've accomplished a lot, and the rest of the list will feel doable
2. Make time for important things, not urgent ones. If you plan your time well, critical, urgent projects won't come up everyday.
3. Write your goals. Then write the steps to achieve those goals. Break the steps down to doable segments
4. Set a starting time, as well as a deadline for all projects
5. Slice up big projects into smaller bite-size pieces
6. Switch projects, if you run out of steam on one project.
7. Say no to new projects when you're already overloaded
8. Trim low pay-off activities from your schedule
9. Don't postpone. For each paper that crosses your desk, act on it, file it, or toss it
10. Use a planner to manage your time.

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Forty Relaxation Techniques
(Reprinted from an Idaho Rural Partnership Leadership Training Workshop Handout, 1997)

1. Postpone thinking about problems
2. Get realistic about perfection (you don't have to be perfect, but you can be excellent)
3. Contact a friend --don't talk shop
4. Wear clothes that make you feel good
5. No matter how busy you are, take a lunch break
6. Take a walk instead of a coffee break.
7. Get a regular exercise program
8. Sleep enough for you.
9. Don't take yourself too seriously (personally or professionally)
10. Build a learning resource library --never stop learning.
11. Enjoy a hot bath (with candle light and wine)
12. Dance --as exercise.
13. Do something you have always wanted t o do.
14. Finish a task.
15. Find an enjoyable hobby.
16. Take a mini-vacation every 4-5 hours.
17. Do something fun.
18. Do something fun with your significant other at least two times a month.
19. Do something fun with your kids at least once a week.
20. Join a group.
21. Do some form of quiet relaxation.
22. Read something for fun (or listen to music)
23. Maintain the ability to laugh at yourself.
24. Be patient with yourself.
25. Be patient with others.
26. When appropriate, cry.
27. Buy yourself a gift for no reason.
28. Don't abuse any substance.
29. Learn how and when to say no.
30. Recognize your limitations as signs of being human, not of inadequacy.
31. Avoid workaholism --it is a sign of escape.
32. Guilt is taught --let it go.
33. Guard what you say about your past.
34. Don't confide in people that you don't trust to a high degree.
35. Anticipate and prepare for stressful situations.
36. Do deep breathing exercises.
37. Stand up while talking on the phone.
38. Do stretching exercises every day.
39. Laugh and learn.
40. Do positive self talk