Not enough time in the day to get the things done that you want done? Always working on "urgent" projects? Working excessive amounts of overtime? Missing important personal/family events due to work load? Spending excessive amounts of time finding information and files? Numerous interruptions from people? If you are, read on.

As many of you know our business, just like yours, continues to grow and accumulate information. We’ve been very good at storing our information…all over the place.

I was lamenting about our situation with a professional colleague of mine, Doug Stewart, President of the Institute of Business Technology. During our conversation it became very clear that we needed to learn more about "how to work, to accomplish more, in less time", even though we had made tremendous investments in technology. In short, we needed to learn more about how to work and we needed to learn additional practical methods in order to achieve our objectives.

As a group, we also knew that time management really isn’t the problem, it is a symptom of the problem. The real problem, or challenge, is to get more done more efficiently.

Did you know that if you can do the same work (that you are already doing) in 15 minutes less per day, you save 1 ½ weeks per year? 30 minutes less per day, you save 3 weeks per year, and 60 minutes less per day you save 6 weeks per year? We decided to embark on a 3 day program (1 day every 4-6 weeks) to make ourselves, and our office, more efficient.

Our first day was extremely interesting. Doug Stewart and Don Chapman came into our office, conducted a 3 hour seminar about the Personal Efficiency Program (PEP) and then worked with each of us (individually) to "PEP" our offices. Unlike other programs, you simply can’t just sit in the room, nod your head, ask neat questions, and then leave. They come back to your office with you and provide you with "hands on coaching". The end result, after day one, (now that I’ve been PEPed), I can actually see the top of my desk and my credenza. Finding information and files is so much easier.

Let me share with you some of the key learning’s that took place:

1. Organize your papers, files, and electronic data by frequency of use (e.g., your present work, daily, weekly, monthly, and yearly).
2. Personal planners are more effective when you like the system and use it. Often we don’t take the time to understand all of the features.
3. Use a proven and simple tray system (incoming, outgoing, pending and reading [optional])that makes sense for managing your papers. For example, an incoming mail tray. Never before touched. When you pick something up, act on it. The key here, is to adopt the attitude that whenever you touch something you’ll add value.
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5. Working files can very quickly and easily be improved with just a little bit of planning. In addition, by categorizing files based on the simple concept of: working files, reference files, and archive files, finding information is so much easier. (I’ve already saved time looking for information.)
6. Adopt a DO IT NOW attitude and discipline. The result, higher level of concentration, fewer crises, and reduced stress.

I’m reminded of the old saying "what you don’t know can hurt you". The power of learning has been re-enforced…again. At the core of the program are the PEP Principles: Dump it now! Delegate it now! Designate time for it now! Do it now! I’d be pleased to share with you our experience, or answer your questions. After-all, just a few practical ideas from people in the know, makes a tremendous difference.

Isn’t it time that you got control of your life and your business? What could you do with the extra time that you would have?

Feel free to use this article, just give credit where credit is due!
Copyright 1999 © Sid Ridgley