JJ Mazzo is an Executive Vice President at CrossCountry Mortgage, Business Coach, and Author.
Over the years, I have found that time and the management of it is the most common issue I run into with coaching clients across the country. It seems to be what costs us the most production, money and life balance. But when mastered, it has the potential to give you the most of all three.
Time management is crucial for achieving success in business and is the cornerstone of productivity, ensuring that tasks are completed with efficiency. Some of the easiest time management tactics to implement in your life and business are discipline, completion and the mastery of toleration.
Discipline
Discipline is the ability to stay focused and stick to a routine. I think it’s important to print your calendar and review it prior to the following day. Use a time-blocking system to block everything personal and business-related. Prioritize tasks based on their urgency and impact on business objectives. Setting good habits that serve a specific purpose, such as showing up to work at the same time every day and working a five-day-per-week schedule are proven keys to success.
Work consciously to maintain a healthy work-life balance and avoid burnout by building non-negotiable time into your schedule for family, hobbies and relaxation.
Other time management tips related to discipline:
• Record a daily voicemail with call-back times.
• Have a theme for each day (especially if you are in sales for prospecting).
• Honor your calendar.
Completion
Completion is the ability to bring tasks to a conclusion. You can effectively allocate your time by identifying the most urgent items on your lists. Delegate the other items wherever possible, and then move forward. Schedule project time on your calendar for financial reviews, special projects, marketing and goal reviews. Whatever you do not finish today, transfer to complete the next day.
Other time management tips related to completion:
• Finish a task and only then move on to the next item on your schedule.
• Delete tasks when they’ve been completed.
• Celebrate the completion of tasks to boost your motivation.
Toleration
Toleration is the level to which you allow interruptions. Essentially, it means learning to say no to non-money-making activities. Your time is much better spent on action items that bear fruit for you and your business.
Strive for efficiency rather than perfectionism, which can hinder progress. Be sure to set and communicate boundaries with colleagues. Acknowledge distractions and be intentional about removing them, to fully immerse yourself in the task at hand.
I find that if I start the day with activities that give me joy or help me relax, I am better able to concentrate on my other tasks and my mind is better prepared for the challenges that may come. Encourage your employees or co-workers to manage their time this way as well.
Other time management tips related to toleration:
• Learn to differentiate between urgent and non-urgent matters.
• Avoid the temptation to check your phone or email constantly.
• Have someone hold you accountable to the plan.
Final Thoughts
I know this will feel weird at first. It will require self-awareness, experimentation and adaptation to your own individual work style. But time management is not just a destination; it is a journey requiring continuous evaluation and adjustment to generate harmony between your personal and professional lives.
It’s like going to the gym; over time, you will get more comfortable with it. And before long, will start to see the results: more productivity, profits and, most importantly, balance.
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