
Saving time is a hard thing to do, but incredibly important. Really, we don't save up time for later like money piled in the bank. But we can be more efficient with it, stop committing so much of it way in advance, and learn to use it for the things we value most. This past week I have been thinking about the unusual time savers that don't seem to get mentioned much, but save the most time.
Here they are:
1. Take a typing course. I stumbled on this in college with a game loaded on my old macintosh computer (back in 1995 I was the only Mac guy I knew.) It was a fun game. I got hooked mostly because it allowed me to compete against myself in the form of words typed per minute in its training game. I spent a half hour every day on it, and limited myself to a half hour. By the end of the tests I was clocking 85 words per minute adjusted for errors. The average typing speed in America is 36 words per minute. I have recently decided that that little program has saved me more time in the last fifteen years than any other single time saving activity.
Just to test that fact, I took a typing test online without any practice to see how I was clocking now. I stopped writing this post to do it. The test had lots of '-'s in it. I have never been able to train my pinky to hit that thing. So I clocked at 76 words per minute adjusted for errors. Not bad. According to the
typing test, if I only type 2 hours a day (I type more like 5) I would save 5.5 hours a week. Take the test. Then set a new typing speed goal.
2. Make a prior commitments list. I don't know where I first learned this, but it was probably when someone first pulled a "Sorry, I have a personal policy..." line on me. I don't usually use that line, but I use that principle. It's a good thing to give time to people--when you freely choose to do so and it serves a good purpose.
It is not good for you to keep giving time to people out of guilt, manipulation, fear of consequences, and other sorts of pressure games that waste so much of our time. So, I often have a "prior commitment." For the guilt givers of the world, they don't have the right to know what that prior commitment is, they just need to know I have a prior commitment. I have a list of those prior commitments just to remind myself of them. I rewrote it recently to add a few.
Here's how it works:
A student with poor boundaries and a bad work ethic asks me, "Can you get together with me for lunch next week?" I say, "I am sorry, my lunch calendar is full right now with prior commitments, I just can't make it work. Why don't you send me an email on it and we can bounce our ideas back and forth that way?" If they were to continually push me I might reveal the policy more point blank. Then if they get offended, that's their issue.
What should be on your list of prior commitments? It could even be as simple as "I am committed to reducing meetings with people who drain my energy and motivation." Then, "Sorry, buddy (with a smile) I have a prior commitment." Or if they are the persistent type who will simply ask for another time (most likely) "with all the other things I am already committed to this month, I just can't make it work. What is it you wanted to talk about?"
3. A regular bed time. I know. What a fuddy duddy thing to do. You can certainly break it now and then for parties, New Year's Eve, or a great date. But incredible amounts of time are wasted by a late night show, or a book you just couldn't put down. The next day no amount of coffee can redeem your lack of brain functioning. The best hours for sleep, scientifically, are from 10pm-2am. If you slept from 2-7am (five hours) you would not be as rested as if you slept from 10-2 (four hours). So for me, I try to get as much of those four hours as possible. That means I often am up at 5 am instead of 7. If I go to bed at 10 I naturally wake up between 4:30 and 5. If I go to bed at 11 pm I naturally wake up at 6:30 to 7 am. And I feel less rested with eight hours (11-7) than I normally do with 6.5 to 7 (10-4:30). Between the hours of 4:30 and 7:00 am I have written 578 articles in one year without adding to my work day or taking away from my family. It really does save time. Once this becomes a habit it isn't a discipline, it's a joy.
4. Do the nasty job first. To do lists are great, but they can't replace the impulse to just get something out of the way. When you have a dreaded job hanging over your head it saps your energy, distracts your mind, and usually engages you in all kinds of procrastinating. Get it out of the way and a sense of accomplishment emerges coupled with a burst of energy and motivation. If you put the nasty job you don't want to do up front, you will finish the entire list faster. A friend of mine was able to earn six figures a year working half days in the banking industry doing that. He simply made the awkward calls, wrote the difficult emails, and finished the tedious paper work first thing every day. As a result, he was almost always done by noon.
5. Procrastination. Now this seems like a complete contradiction, but it is more like the flip side of the coin. There are some things that just really should not get done right away. They are distractions and misdirections. An email comes in (ding) and the immediate impulse is to check email. A phone call comes with a number you don't recognize and you feel you should answer. Intentional procrastination can often save time. If you waited for five emails to pile up before allowing yourself to check you would save yourself a half hour a week since the average refocusing time after an email is over one minute long. The average cell phone conversation is 3 minutes and 15 seconds. The average voice mail is 18 to 22 seconds. That's three minutes of savings every time you are able to handle a message without a conversation. And frankly, you should be able to decide who you need a conversation with and who you do not after you find out who it is on the line.
6. Push up the deadline. Okay, now I am really flip flopping, right? Procrastinate, no get it done early, no procrastinate! All of these are judgment calls and cannot be used in every situation. But this one can really save you tons of time when you have an expandable job to finish. Work fills the time you give it is the old adage. And it is most often true. Do you have something that you feel will just suck away whatever time you give it? Push up the deadline. With the clock ticking down your adrenaline will kick in gear and it will get done faster than you thought possible. So in that meeting when they say "Should we expect this by next Monday?" Say, "No, I'll have this by tomorrow night at 5 pm." Just make sure you don't overdo it and commit yourself to something you can't possibly do.
As a teacher I have to give feedback on assignments. For the longest time I followed the standard rule of one week for feedback. The result? It took a lot of time and it violated #4...every teacher hates grading. And, it took a week. So, I started vocalizing my own faster deadline. "I will give you comments by tonight, or tomorrow morning at the latest." The first time I said it, I gulped. Amazingly though, adrenaline kicked in and I thought creatively (because I had to). I realized, hey I type faster than I handwrite (#1) and they can read it better anyway. Okay, that's it no more hard copy comments. I'll send an email with a bulleted list. That saved hours already. Next, I keep saying the same things over and over. Well, if I type it, I can save a text file and just copy and paste and edit it to personalize. Bingo, more hours saved.
They got great feedback because I didn't have to keep rewriting the same thoughts over and over. It freed me to give even more unique comments in less time. I didn't nitpick over all the little details that mattered less since the clock was ticking. And the students were happy to not be in performance anxiety limbo for a week. Nice. I didn't even have to organize all the papers and hand them back. I just sent an email and I was done, and so were they. The unexpected bonus was I was relieved of the meetings after class where students had to ask for a translation of my handwriting. More time saved. All because the deadline got pushed up.
What are your unusual time savers?