Effective Time Management for High Achievers, Part 2

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<strong>Assess Your Time Management Habits</strong>

For this step you must have completed the five-day
time management performance report. If you do not
have five consecutive days of reporting, please start
over again with the time management performance
report before proceeding further.

With the data gathered in your report, you will be able
to work with an objective party to determine your
natural time management habits. Ideally, you will be
able to use some of these habits to your advantage. It
is important to be very honest with the analysis portion
of this exercise. The objective party will help tremendously
in holding you accountable for the assessment
findings. Please try not to dispute your objective party:
if they say it is so, it is probably true. You will need
to accept the complete analysis findings as the truth
before moving forward within the time management
program. The analysis process is as follows:

<strong>Process</strong>

1. Set up an uninterrupted 20 minute meeting with
your primary supporter. Let them know that their
participation will be needed in helping you determine
your natural time management habits, and
that you will need them to be completely honest
with their assessment.

2. At the meeting, lay out the five days of the time
management performance report from left to right
in consecutive order. If there are multiple pages for
any of the days, tape the pages together making
them one long page for each day. All of the pages
should begin with “Start of Day” and should end
with “End of Day” just like in the previous example.

3. Put together a brief list of five or six categories that
you both agree upon that will describe the majority
of the tasks you have listed in your report.

Example:
<em>Special Project</em>
<em> Administrative work</em>
<em> Family</em>
<em> Financial</em>
<em> Organize</em>
<em> Personal</em>

Most of the tasks listed in your report should fit one of
the categories you agree to.

4. Design a matrix on the new paper that lists “Start
of Day” “Middle of Day” and “End of Day” in the
left-hand margin. The three titles should be evenly
distributed down the left side page margin. On the
right, make five columns beginning with Day 1 and
ending with Day 5. The page should look something
like this:

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5. Ask your participant to quickly review each day and
make notes on the new page that describes your
natural tendency to handle specific tasks at particular
times of the day. For example, if there were
several administrative tasks in the early-morning
of Day 1, your participant would write in “administrative”
at the Start of Day section of Day 1. Ask
your participant to fill in the entire matrix with what
they feel the general trend is for your task handling.
Include things such as lunch breaks and rest breaks.
Remember, do not dispute or correct your participant’s
assessment.

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6. Now ask your participant to use a new sheet of paper
and assess the overall task management trends
for the week based on the daily trend analysis.

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7. Your participant’s input is now complete for this
stage in the action plan. Thank your participant for
their valuable input and let them know you may be
asking them for additional assistance in the future.
At this point you have completed the assessment of
your time management habits. The final summary
assessment will be a valuable tool in helping to generate
an optimal day plan as discussed in the next two
sections.

Do not proceed to the next section until the assessment
of your time management habits is complete.

<strong>Chapter 3: Energy</strong>

For this step you must have completed the assessment
of your time management habits and have the summary
assessment page in front of you. If you do not have
the time management habit assessment, please complete
it before proceeding.

With the data reported in your summary assessment
page, you will be able to develop an optimized day
plan that will assist in guiding your activities in the
most efficient manner on a daily basis. Before the day
plan is designed in detail, an energy curve assessment
must be conducted and plotted out on a piece of
paper.

<strong>Energy Curve</strong>

The energy curve is a scientific assessment of your
individual level of energy on the average day. Every
individual will feel more invigorated during certain
times of the day than others. This is linked with human
physiology and is completely natural. Once your energy
curve is plotted, you will be able to make the appropriate
adjustments to you day plan in order to take full
advantage of the times that your energy is high and
the times that your energy is low. The analysis process
is as follows:

<strong>Supplies Needed</strong>

• Paper

• Pen or pencil

• Graphical spreadsheet or graphing software (optional)
Process

1. Set aside an uninterrupted 15-minute period for
yourself to thoroughly assess your individual energy
throughout the day.

2. Make a chart of the day that you can use to graph
your energy level at each hour of the day. The lefthand
vertical axis of the chart should be labeled
energy level with a scale beginning with 0 at the
bottom and increasing to 5 at the top of the scale.
The bottom horizontal axis should begin with the
‘Start of Day’ time and end with the ‘End of Day’
time. For example, if you work from 8:00AM to
5:00PM, start the horizontal scale with 8:00AM,
and then make a measurement point at 9:00AM,
10:00AM, 11:00AM, etc… through to 5:00PM.

3. Be very honest with yourself: make marks at the
level of energy you have for each of the time measurement
points throughout the day. A score of 0
would be no energy at all, and a score of 5 would
be the most energy you have at any time of the day.
After the points have been plotted on the chart,
create a graph by connecting the points together
with a line. You may wish to develop the graph
using a spreadsheet or graph design program on
your computer.

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Your energy curve is now complete. The curve will
help you to develop an organized day plan in the next
section.

Do not continue to the next section without the completed
energy curve.

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