Time Bandits In order to be organized, a professional service provider must first ascertain those things that steal hours from the clock and disrupt productivity. Who are the time bandits? How can we unmask and take away their power to destroy our daily schedules? Wild Bill Slipshod
One of the worst, this bandit causes mistakes and high stress. Plan for and take the time to complete each task properly - the first time. Don't fret if you can't get everything done. Determine which tasks are "high priority" and rate them on a scale of 1 to 10, with 1 being the highest priority. Then, focus on task 1 - and only task one - until it is finished, or you reach a point where it is practical to stop and move on to task 2. At the end of the day, think about your priorities for tomorrow and incorporate them into your current "priority" list. The Guessing Gang
These guys strong-arm their victims into bluffing and muddling through when direction is unclear. Doubt also creates situations in which the Virtual Assistant (VA) decides to quickly learn a new skill or fudge her credentials in order to keep a client from looking elsewhere for assistance. Don't guess what is required for a particular project. There is no such thing as a stupid question. The VA will gain more respect by clarifying directions and skill requirements than by being silent and struggling to complete assigned tasks. Sir Rememberalot
Dressed in black, this deceiver causes his victims to believe that they can easily recall every detail of everything that occurs within a work day, week, month or year. Don't let him win. In your planner, jot down reminders, usernames, passwords, account numbers and important dates. By doing so, you will free up enough brain power to stay on task with current projects. Dusty Capone
This bad guy is a sloppy excuse for a criminal. But he is contagious. A clean desk is not a sign of a sick mind; don't be fooled. We feel more professional when we're dressed to the nines and our workspace should be no different. File and tidy up every day - everything in your office has a home. No respectable piece of information likes to live on the floor, in a corner, or the dusty nether-regions of your workspace. Mick the Brain
If you begin your day with zero objectives, the results of your day will match. At the end of each day, think about what you would like to accomplish the next day. Start with a plan and decide how and when you will evaluate progress and measure results. Lex Looter
This nemesis convinces us to keep everything - to not throw anything away out of fear that someday you might need it. Don't fall into this trap. Cut interesting articles out of magazines and recycle the remains. Make decisions about items you've saved. Are they important? If not, toss it into the recycling or trash can. Exception: By law, some information must be kept for a predetermined amount of time (e.g., tax returns). Billy the Skid
Naughty, yet convincing, he causes us to scrutinize and second-guess our work. If something is worth doing, it's worth doing correctly. Just don't spend ridiculous amounts of time perfecting the wheel. If it is round, it will roll. Machine Gun Tellie
Also known as The Deadline Bandit, Machine Gun likes to keep everyone guessing. If you subcontract work, give specific deadlines and expectations. Don't say, "Please get this done ASAP." That could mean different things to different people. Additionally, ask for specific deadlines from clients. This puts every person involved with a project on the same page. Son of Slumber
Without a doubt, we all could use a little "quiet time" to ponder decisions, be creative or complete difficult tasks. But ol' Sonny boy keeps the noise level high. If your environment isn't conducive to being quiet, change surroundings until you find a peaceful place where you can clear your mind and think. HINT: Laptops and notebook computers work great to create quiet moments; take your work to a place that inspires creativity and productivity. Jessie Blames
This bad boy thrives when coworkers, telephones, clients, and e-mails interrupt your day, because he likes to blame others for his poor time management skills. Let's pop a hole in his balloon by creating a "question list," which can be used to answer or receive questions in one place - at one time - rather than piecemeal. Multiple interruptions are very distracting. Respect others and they will surely reciprocate the courtesy. Bugsy Fuhgetaboutit
The arch enemy of this nasty bandit is the tickler file. When you receive a piece of information that isn't relevant to the moment, file it in a system that marks a time in the future. For instance, if you receive a reminder that a subscription expires next month, file the correspondence under a date close to the deadlines. Go through your tickler file once a day and make a final decision about each piece of information filed under that day. Sheriff of Nottingham
Simply put, saying "no" more often will keep this rascal from stealing time. You cannot please all the people all the time. So stop trying. Osama Been Noddin'
Okay, so you didn't say no to a project you didn't have time for. Why not delegate it to a subcontractor VA? Learn how to outsource your overflow projects to keep the scalawag of affirmative head movement far away. Doc Daytimer
This leathery cowboy likes to keep us guessing. He doesn't want you to be organized. To combat this enemy, place all of your important information (personal and professional) in one planner. That way you'll always know where to look when you have a question about scheduling. Avoid using sticky notes, which get lost. Avoid using multiple calendars, which don't stay updated. Carry one planner with you everywhere and write everything in it. Armed with information, you will be the one standing after your showdown with this bandit. Butch Sealy & the Sleeping Bag Kid
These ornery outlaws lure you to work, the same way a mermaid calls a ship's captain to his doom. They beckon you to use your computer versus acquiring much-needed REM sleep. Lack of sleep causes your mind to shut down (memory, motor skills, and reasoning). At the end of your workday, close the door to your office and pretend it is across town. Learn how to recognize your enemies - how to reach out, grab their masks, and pull off the disguises behind which they so foolishly hide. Every good action adventure story has a hero, a villain and a happy ending. Make sure your story ends well by defeating the time bandits, who plague your world. By using the secret weapons discussed in this article, you'll become a more organized professional whose super powers no desperado would dare challenge. ___________________________________________________________________________ Melanie O’Kane is President of MAD Typing and Consulting, a virtual assistant company based in Madison, Wisconsin, that provides administrative, creative and business writing services to clients throughout the United States. O’Kane is a 20-year administrative veteran and successful e-book author and columnist. Learn more about Melanie O'Kane and MAD Typing and Consulting by visiting http://www.mad-typing-and-consulting.com. ### Top |