“Time is really the only capital any human being has, and the only thing he can’t afford to lose.”
– Thomas Edison
There’s one thing for certain: no one gets to create more time. We all have 24-hours in a day, and out of that time––if we’re smart––we need to sleep well, eat well, exercise, and build relationships. That leaves us with 8-10 hours to get down to business and make things happen. And there’s only one way to do that: optimize time.
Stephen R. Covey expressed his views about time this way, “The clock represents our commitments, appointments, schedules, goals, and activities – what we do with and how we manage our time.
“The compass represents our vision, values, principles, mission, conscience, direction – what we feel is important and how we lead our lives.
“The struggle comes when we sense a gap between the clock and the compass – when what we do doesn’t contribute to what is most important in our lives.”
To close the gap between the clock and the compass, we need to be organized. It’s best to have a reliable system; something that enables us to have the information we need when we need it so we can see what’s coming. To continually focus on the one main thing, we need to plan ahead.
There are essential elements of a sound Time Optimization System (TOS). Your TOS should enable you to:
- Manage Tasks & Projects – Get them out of your head and into a system where you can create and prioritize them.
- Access Information – Capture and retrieve relevant information (contacts, addresses, notes) in the moment so you can add relevance to your work.
- Manage Appointments – Notify you in advance who you’ll meet on what subject at which location at a specific time.
- Think About, Set, and Reach Goals – Keep what’s most important to you and your ultimate vision for your life front and center so you can strategize your goals and achieve them more quickly.
So how is all this accomplished?
David Allen, says “One of the best tricks for enhancing your personal productivity is having organizing tools that you love to use.” And, since there are so many, I’ll only be able to highlight a few here.
Software Platforms––some of the more popular are:
- Microsoft Outlook®
- Franklin Covey PlanPlus® Online
- Google (Calendar, Gmail, Drive)
- GQueues (integrates with Google and G Suite)
- Teamwork (collaboration platform)
Thank goodness Lotus Notes didn’t make the cut. I primarily use Outlook at the office. For my personal and EverSmarts business affairs I rely on Google (Gmail, Calendar) and Teamwork. However, my thirst for the ultimate tool keeps me forever on the hunt.
Paper planners—here are a few I’ve used:
- Day-Timer®
- Best Self®
- Franklin Covey® Time Management Planner
- Rapid Planning Method®
Even though I’ve tried many systems over the years, I gravitate back to my Day-Timer as my trusted place for written plans. While it can’t remind me of upcoming meetings, it can give me a glance at my day/week and let me know what needs to be done while I’m waiting for my computer to boot up.
Apps for our mobile devices are nearly infinite, so that’s a topic for another blog.
As we all know too well, new technologies will rise up and make older technologies obsolete so we’re constantly adapting.
In the meantime, remember consistency is key. Deciding which system(s) and tools to use is a personal choice. But whichever the combination, use them with consistency.
Identify the one tool you will use for, let’s say, for your calendar entries. Consider this your “Master Calendar” where decisions will be made to block time for goals, schedule meetings, and reallocate tasks to create your ideal balance.
Doing so will allow you, as a Smart Property Manager, to optimize your time––and enjoy life more fully.