Tackling Time Management

How many times have you found yourself wishing for more hours in the day?

As you and your chapter members are rushing to meet deadlines for the Hallmark Awards competition, Convention Registration, and your classes, it may seem as if time is running out!

"So much of our life is spent preparing for distant tomorrow's that we often forget that this moment, which will not come again, is when we live," state Amy Bjork Harris and Thomas A. Harris. In their article, "Take Charge of Your Life," from Unit Five of the Leadership Development Studies text, these authors point out that many of us do not recognize that time is a valuable gift. To avoid wasting this gift, we must take charge of our lives and use time wisely.

"In spite of 20th century progress, with time-saving devices in the home and office, it seems that 24 hours - minus eight or so for sleep - just aren't enough," state Amy Bly and Robert W. Bly. In their article, "Improving Your Time Management Skills," these authors recommend the following time management techniques.

Meet with your chapter officers and members to decide which tasks are urgent and which can be set aside for a later date. If a task seems overwhelming, break it down into smaller tasks and share the workload as a team.

Sometimes the difficult or routine chores can be tough to tackle. Think positively about how you will feel when the task is done. Rewards are also a nice treat. Your chapter might want to go out for coffee and dessert to celebrate the completion of a project.

Leaders are often guilty of spending time on tasks that could easily be delegated to someone else. Allow your team members to help out. Some members might help prepare the letters of invitation for potential members while others are working on the program for the orientation. Most people like to feel useful, and the entire chapter will reap the rewards of success.

It is easy to become distracted from the task at hand. Little projects pop up here and there just begging you to stop what you are doing. Most people accomplish more when they work for long periods of time rather than running around here and there trying to do a lot of things at once. Try to see your current project to completion before beginning another.

Paperwork can pile up on your desk, overflow out of your briefcase, and leave a trail across your office or home. To gain greater control, decide what to do with each piece of paper the first time you get your hands on it. Then, get rid of it - pass it along, file it, sign it, revise it or throw it away. Try to keep neat records of all chapter transactions, meeting notes, and member information. Neat files make it much easier to retrieve important documents when you need them.

The 80-20 rule states that 80 percent of your accomplishments come from only 20 percent of your efforts. The key is figuring out what makes that 20 percent productive. Analyze how you spend your time. How is unproductive work holding you back? Can you simplify some areas? Sometimes we even waste time sitting around thinking about the fact that we don't have enough time!

Most of us have times during the day when we are at our peak performance levels. Once you determine your pattern of mental and physical energy levels, try to schedule mentally demanding jobs during your peak energy periods. It can be tough to meet the demands of a busy chapter when your energy level is scraping the bottom of the barrel.

Time passes us by much too quickly. Because we can't actually add hours to the day, we must make wise use of what we do have. Hopefully when you look back on your time as a chapter leader, you will feel good about what your chapter has accomplished. William H. Rehnquist, Chief Justice of the United States Supreme Court, said, "The most priceless asset that can be accumulated in the course of any life is time well spent."