Do you ever get frustrated or stressed out because you can't seem to get things done -- at least, not ALL the things that you wanted to? Do you have too many responsibilities? Too many demands? Are you too busy to do some of the things that you want to do and need to do--such as exercise, read, spend more time with family and friends, or do benevolent work?
Step 1: Take Stock
Answer the questions below:
- In practicing real estate, do you work more hours, less hours, or about the same amount of hours now, than you did 5 years ago?
- Do you want to make more money; are you satisfied with what you presently make?
- Do you often feel behind at work?
- Do you run late because you try to squeeze too much into too little time?
- Do you want and/or need more free time, or do you have enough?
- Do you feel like you fail to accomplish your personal and professional goals?
- Do you have an appointment with yourself everyday to write the next day's "To Do" list and review today's list?
- Do you prioritize the things on your list?
- Do you know how to effectively reduce and handle interruptions?
- Do you delegate both authority and responsibility well?
In answering the above questions, did you recognize some personal areas that need improvement? Did you also find that you fit the profile of most of us who feel inadequate in managing time?
Regarding managing time, have you ever noticed that some people seem to be able to juggle all of the demands of the various areas of life and make it seem easy? Have you looked at these people who seem to be able to do it all and wondered, "How do they do it?" Is it because they have more time? Or, is it because they are better managers of time?
We all have the same amount of time in a day -- 24 hours. It's not the amount of time that we have that counts, it's what we do within that amount of time counts.
Time is a perishable resource. Once the day ends, it is gone forever. Some people manage to accomplish more than others within their 24-hour days. Are they better managers of time?
The answer to that question is, "No!" They don't manage time, because time cannot be managed! We can only manage ourselves. To achieve more, we must learn to manage the way we use/spend our time. Rather than managing time, we need to concentrate on spending time wisely. Spending time wisely means using the time we have in the most effective ways to accomplish our desired results.
To better manage self and spend time more effectively, it is imperative that we find out how we are spending our time.
Step 2: Become a Time Detective!
When detectives are hot on the trail of information, they take a lot of notes. They write down everything. Likewise, as a time detective in pursuit of information on how your time is spent, you will write down everything you do and when you did it. In other words, you will keep an Activity Log for at least one day, preferably several days, recording everything you do. Every time you change activities, write it down noting the time of the change.
This includes everything -- opening the mail, tearing up junk mail, making coffee, eating, playing, talking on the phone, shopping, gossiping with colleagues, sleeping, working (list specific tasks), etc. Be as specific as possible. Use basic who, what, when, and where questions to fill in information. (Example: Reading: New York Times; 1:15 - 1:45 pm; 30 minutes)
Step 3: Do an Activity Audit
Where are you spending your time? You may be shocked to see how much time you are actually wasting or spending unwisely on tasks that do not make money for you.
You may also notice that you seem to be more productive in some parts of the day and less productive at other times of the day. This may have to do with your own personal daily rhythms of energy and alertness. Some people refer to themselves as "a morning person" or "a night person" -- to a degree this is the same thing. Keeping the log and doing the audit, actually helps you identify and determine your fluctuations, as well as, routine distractions.
Step 4: Determine your hourly worth
How valuable is your time? You need an objective measure of value to be able to make several determinations.
Finding out approximately how much your time costs, helps you determine if you are spending your time profitably. Once you have determined your per hour value, take a look at your Activity Audit. How much time are you spending on menial tasks that do not make you money? You may say, "But, even though these are menial tasks, they are necessary! These are things I have to do to run my business!" That may be so, but why can't you pay someone else to do these necessary, but low-yield jobs? If your hourly value were even as low as $50 per hour, what would it cost you to pay someone to do those things for you?
Step 5: Write your "Change" Plan
Take your Activity Audit and make a list of everything you'd like to change. List your nonproductive activities and tasks. Beside each one, write the word "eliminate" or "delegate."
On the activities you plan to eliminate, write down the things you will need to do to eliminate that specific activity.
Step 6: Begin!
It has been said that "awareness is curative," but nothing happens without action!
Certainly the Time Activity Log, the Activity Audit, and determining our hourly worth go a long way towards making us aware of our time spending patterns and habits. It will then be up to us to "cure" the problems associated with managing our time. If we recognize and eliminate activities that waste time or that are low-yield jobs, we can become master managers of spending time profitably!
Rhonda Hamilton, National Speaker/Trainer, delivers keynote speeches, offers motivational seminars, and provides educational training, brokerage consulting, and professional development training. She holds a Bachelor of Science degree in Education and has earned numerous real estate designations. She has 18 years of real in-the-field experience as a salesperson, trainer, and consultant. Rhonda believes that personal and professional success begins from within. Her mission is to empower people with the skills and attitudes needed in order to reach new heights and make a difference in their personal and professional lives.
Rhonda has also been a featured speaker at various state association conventions, as well as the National Association of Realtors® national conventions. She co-authored the National Association of Realtors® newly rewritten "Innovative Marketing Techniques for Buyer Representatives"course, as well as Texas Association of Realtors® new Quick Start course for beginning real estate agents. She has been awarded the "5.0 Club Award" for receiving perfect student evaluations and the Pacesetter Award for being in the RealtyU Top 10 Educators in the nation.
