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How To Get More Hours Out of Every Day
There are 24 hours in a single day, of which the average person spends eight hours at work and eight hours sleeping…
That makes 40 hours per week of free time that you can do with as you wish during the workweek plus an additional 32 hours of awake time on the weekend.
The average person actually spends twice as much time away from work than at it. So what can you do with all of the spare time you acquired from reading the few sentences above? Over 72 hours a week in all!
First, you should realize that most successful people do not work only forty hours a week. So you may start by applying at least eight of those 72 hours toward your work or furthering of your career.
If you have your own business, it will be easy to spend an extra eight hours of work productively. If you work for someone else you can take home extra work and show the boss you put in the extra effort that other employees don’t.
Better still, you may want to use this extra time to start a business of your own…something that fits in with your hobbies and can be fun as well as profitable, like baseball cards, or model planes.
You could start your own mail order business, or maybe a part-time consulting practice to sell your knowledge and increase your income.
The possibilities are almost endless; and if you spend enough of your extra time doing them, you may well find you create another career for yourself. This is how many successful companies originated.
At least one hour a day should be spent in furthering your knowledge of your business or industry through reading, courses, and seminars. This takes another seven hours from your free time but still leaves you with over fifty-seven free hours.
An absolute minimum of ten to fifteen minutes should be spent on planning for the next business day. Reviewing your plans for the day should be the first thing you do in the morning and the last thing you do when you leave work at the end of the day.
You still have over 55 hours of free time to spend as you please, but rather than continue eating into your free time, let’s take a look at how you can better use your working time.
Work Time
Many people complain of a lack of time to do all the required daily business tasks. The best way to resolve this is to plan your days in advance, in blocks of time, hour-by-hour, minute-by-minute.
By writing down how you plan to spend your time, you will instantly become far more productive. More productivity means more money and more success.
You must use your time wisely. Time is the only thing you have to sell to your company or business. How much of the time you spend at work is really spent doing work? The truth of the matter is very a little amount of it is spent working efficiently.
Instead you are probably spending the day as most people with poor time management skills do: putting out fires that other people started, shuffling papers around, and writing memos.
Here is a simple eye-opener that will let you see just how much work you are really accomplishing. Show up at work tomorrow with a stopwatch and write down how you spend all of your time in five-minute intervals. Keep the sheet and stopwatch in front of you at all times.
As you start each new task, write down on the paper what that task is and start the stop watch. As you change tasks — phone calls, interruptions from co-workers, etc.– write down what the new activity is and how long you spend on it.
Towards the end of the business day, take a pen and piece of paper and write the following headings on it.
1) Meaningful work
2) Wasted time (this includes interruptions, unimportant phone calls, etc.)
3) Problems that need to be dealt with.
4) Low priority/low return work.
List underneath each of your headings the tasks you have dealt with that day. Then add up the total time spent in each category.
Now you will have a shocking picture of just how few of the hours you spend at work are spent on high-priority, money-making, business growing, or goal-oriented tasks that help your company.
Instead, what you will probably find is that looking for information, interruptions, and wasted time are the winners in the battle for your precious time.
Create a Time-Efficient Office Space
This means to have all your tools and resources in working order and at your disposal. Most time is lost through poor paper management and searching for misplaced documents than through any other cause.
Make a habit of keeping all your work areas and desks free of all paper except what is needed for the task at hand. When you are completed with the task that you were working on remove it from your workspace, mail it, file it, trash it, or do whatever action is applicable, but do not leave it on your desk or it will get lost and cost you valuable time.
Start Each Day With a Clear Detailed Plan
If you truly want to get the most out of every day, it is essential that you begin each with a clear plan. I usually plan the next day’s events at the very end of the business day. Take a day planner and write down all those tasks you want to complete the next day.
Write each task down and number them all in the order of importance. Start with the most important task and stick with it until you have finished it or reached the point you wished to reach for that day. It gives me great pleasure and satisfaction to cross out each task as it is completed.
After an overall list of tasks for the day, I plan the day’s specific activities in 15-30 minute intervals using a daily planner. Plan all of your phone calls and meetings. Proper daily planning has allowed me to write 20 books on marketing strategies and also manage a golf marketing company and a golf resort management company.
Set a time limit on meetings, especially with people who are not paying for your time. Stick as closely as possible to your time-lines.
If you schedule 15 minutes to talk to an advertising rep, then let them know that is all the time you can spend with them. They will make their points faster, thus allowing you to save time.
As you come close to the end of your allotted time for a given task, give a two minute warning to yourself via a stopwatch or by using outlooks calendar function. Try to bring your business to a close quickly and efficiently.
Write Things Down
Keep a pen and paper by your phone. I can hardly believe the number of companies I call only to be asked to hold while the employee finds a pen and paper.
A pen and paper are the world’s most imperative business tools, and you should NEVER be without them. I keep my appointment book open on my desk and keep notes as I speak to people. I note why they called in and how they would like to be followed up with.
In that way, I have a record of the time, date, and purpose of their call so I can refer back to it if necessary at a future date. I also always write a person’s phone number under their name. In that way, I never have to search further than my appointment book for names and addresses.
Don’t Waste Your Time
Use every second as the priceless and prized resource that it is. Every single person in this world starts out each day with the same amount of time in which to accomplish tasks and objectives. The only part that differs from person to person is how that time is used.
Successful people try to squeeze every second of opportunity from the day, while those at the lower levels simply waste it away.
If you want to make $100,000 per year, you must make $40 per hour. That is .66 cents every minute! If you spend 20 minutes on the phone talking to your buddy down the street about Monday night’s basketball game, you have just wasted $13.20 of your extremely valuable time.
If you spend an extra half hour at lunch, you have just lost $19.80 of your time. Once lost, time cannot be regained.
The next time you find yourself involved in a time-wasting activity, ask yourself the following question. Would I pay my buddy down the street $13.20 dollars in cash out of my own pocket, right now, to listen to me talk about last night’s baseball game?
The answer, of course, is no. Yet, that is what you are doing. Wasting $13.20 of your money, which should always be committed to reaching your goals and serving your customers or business.
If you are working on a project and are interrupted by a call that takes ten minutes, it often takes another ten minutes to get back to what you were doing. Instead of being interrupted twenty times a day, schedule 30 minutes a day for returning phone calls that are not urgent.
These are calls from college buddies, telemarketers, salesmen,or other people who are not actual customers. Your time at work is far too valuable to allow constant interruptions. By setting a specific time, it also eliminates annoying games of phone tag and keeps you focused.
If you wanted to earn $60,000 a year you would need to make $5,000 per month. This works out to be $1,153 per week, based on a 48-hour, six-day week, which we will say is typical for most successful people.
This breaks down further to be $192 per day or $24 per hour. You now have a extremely powerful tool to help you reach your goals. You know exactly what you must make each and every hour that you are working in order to reach your desired income level.
Now let’s see which of your daily tasks really produce that desired figure of $24 per hour?
- Advertising your business or yourself to others.
- Increasing your inventory of skills.
- Researching marketing information and using it for your business.
- Marketing yourself to others.
These are some of the tasks that really could help you produce $24 per hour. Good advertising will always make the phone ring. Selling, whether it is a direct sale of one of your products or getting someone to give you an interview for a better job, always pays off.
Marketing can keep other companies involved in the life of your company and brings new blood in the form of contacts and prospects. Increasing your skills makes you more valuable to yourself and others, and this will pay off quickly.
Then, of course, there are the tasks that do not produce $24 per hour.
- Paying bills
- Ordering inventory
- Typing letters
- Adding to a database
I am not suggesting that any of these things are not important to the overall success of your business. Rather, I’m suggesting that you can find someone else to do these kinds of tasks for just a few dollars an hour, allowing you to focus on the important high-return tasks.
How the Word “No” Will Improve Your Time Management
The simple act of saying, “NO,” will save you more time, energy, and effort than you can ever imagine. In an overexerted effort to try to please everyone, we often find ourselves taking on more and more responsibility, activities and stress.
At some point, you simply have to say, “NO, I am sorry but that is not the most effective use of my time.” Try it; it’s not that hard, and the people asking get over your refusal very quickly. In fact, they are already calling someone else.
Put aside X amount of time in your weekly plan to help your church, school, community, or friends. Once that time is used up, it is gone, and there is no more.
Remember the words of Napoleon who said, “You can ask me for anything you like… except my time.”
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