Top Time Tip #59 Don't Do What Someone Else Can Do
21st June 2005
Who opens the mail?
Over lunch some months ago David Eddy, Project Director of a great First Time Principals programme via Auckland University, shared the following tip. It was given to him by a colleague early in his career as a principal. It's simple advice - and has saved him hundreds of hours of wasted time over the years.
'Get someone else to open the mail.'
David said: 'I can't believe how many principals open their own mail - it's a huge time-stealer. Get your secretary to open, discard and possibly even sort into categories of activity or priority. You should only see about 1/10th of what arrives for you. And then skim-read the fraction that does reach you - process it all fast. Only one or two items will really need serious attention.'
(And of course it pre-supposes that you have a secretary!)
David's tip highlights a key technique to manage a big workload - delegate where possible.
A) Don't waste your time on tasks that others can do.
B) Put your time and energy into the work that only you can do.
C) Yes, of course you could open the mail, and some folk really enjoy it. However, not only does it take time, but it clutters and distracts your mind. If you get someone else to filter the first cut you're saved the distractions of 'this might be useful' and other insidious time-stealers. Most importantly, your precious thinking and decision time is spent on more worthwhile activities.
And of course you don't have to be a school principal to apply this technique! I've used it for years and totally agree with David.
Even if you don't normally get your PA to sort what's left into priority order, ask her to do it when you've been out of the office for a time. It's a huge time saver. You can then get straight into the most important paperwork without risk of being side-tracked.
[This is one of many tips focused on education I'm collating for the next 'About Time' book. The first one, 'About Time - 120 Tips for Those with No Time' is one of my most popular titles, and great for those who don't have time to read a book, but want the help.]
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'Getting a Grip on Time'
'I am a newly-appointed Headmistress of a small independent Girls' school in Palmerston North and of course time management is very important in my occupation.
'At a conference recently a fellow-delegate said, 'Buy that book. It is invaluable. You will never regret it.' And so I bought 'Getting a Grip on Time'. It is invaluable - I've read it cover to cover many times.'
Thank you,
Susan Norton-Westwood
Carncot Independent School for Girls
www.carncot.school.nz
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From our readers - What does a ringing phone say about you (when it rings in a meeting)?
From my friend Kit Grant, 'Director of Comfort Zone Infiltration', one of Canada's top speakers and a very humorous speaker.
'Loved your last article on phones, Robyn. One of the announcements I now make at the start of almost every session is the following: "If your phone rings during the program, all it really does is tell everyone else in the room how bad you are at delegating." This works very well for me.
Cheers, Kit www.kitgrant.com
All the best 'til next time
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