TIME STEALERS – Vijay Chandhran

I was ever of the opinion that a cognisable attempt is to be made to bring to the fore certain operational hazards, we encounter in our day to day business, identifying the hazards and finding solutions to the same would ultimately improve our business and provide good remunerative returns to our organisation.

When things do not turn out as you expect, it is often because there have been some obstacles in the way. You are yourself the cause of some of these obstacles. Others are due to your surroundings. Some are of physical nature –others psychological. Have you ever tried to define the obstacles and inhibitions you find in your work situation? Do you know what and who steal time from you? Do you know your Time Stealers?

A large number of examples of time stealers, based on my varied experience spanning over thirty one years in multi-faceted management disciplines, as well as through my observations of many real life situations; are listed out for your perusal and benefit. The examples have not been divided between physical / psychological ones nor between yourself / your surroundings. Neither have they been listed on priority order – the intention is purely to stimulate you to define your own Time Stealers.

You will probably recognise many of them as familiar. Go through the list and put a tick in the column “Is it me? [ ]” Every time you meet a Time Stealer, which you have experienced in your work situation, put a tick without regard to whether you feel that it is your responsibility or whether you feel that you have a chance of doing anything about it. When you have been though the whole list and have identified the Time Stealers which apply to you, then go through the list again and choose the 5 Time Stealers you feel steal most of your time. Put a circle around there five ticks.

For each Time Stealers, we have in the right hand column, indicated a possible solution which, please, consider purely as a suggestion. The removal of obstacles is, of course, often considerably more complex, and the solution will often fill several papers – may be even a whole book. You can continuously work at identifying and removing the Time Stealers and by doing so, you would have optimised on your prime business time, leading to direct and indirect improvement in your productivity level.

Poor Meetings
Causes------------------------- Is it-----Possible solutions

-----------------------------------me?
Purpose of meeting not clear. -----------[ ]----Draw up an agenda.
Wrong participants. ---------------------[ ]----Invite only those needed the most.
Too many meetings. --------------------[ ]----Evaluate the results in relation to the time

------------------------------------------[ ]----spent.
Poor / no minutes at all. ----------------[ ]----Make standard outline for minutes.
Irrelevant talk. -------------------------[ ]----Firm chairing of meeting.
No conclusions. -------------------------[ ]----Agenda to state which decisions to be

---------------------------------=--------[ ]----taken.
No follow-up. ---------------------------[ ]----Minutes to indicate Who? What? When?
Indecision. -----------------------------[ ]----Invite a person with decision-making

------------------------------------------[ ]----authority.
Poor chairmanship. ---------------------[ ]----Train yourself and your colleagues in

-------------------------------------------[ ]----chairmanship.
Not starting on time. --------------------[ ]----Always start on time. By waiting for

-------------------------------------------[ ]----latecomers you reward them and

-------------------------------------------[ ]----penalise the others.

Too many interruptions from outside.---[ ]----Allow no interruption except for

-------------------------------------------[ ]----emergency. Let the secretary /

-------------------------------------------[ ]----operator know when the meeting

-------------------------------------------[ ]----will be finished at the latest.
Not sticking to agenda. ------------------[ ]----Be on your guard against hidden

-------------------------------------------[ ]----agenda.
Failure to see ending time and / or time -[ ]----To begin with set time-limit for

allocations for each subject.---------------[ ]----meeting. Assign each subject specific

-------------------------------------------[ ]----time according to importance.

Too much reading
Causes------------------------- Is it-----Possible solutions
-----------------------------------me?
Unclear and poorly edited material. ---[ ]----Persuade your subordinate / your

------------------------------------------[ ]----boss /colleagues to systematise

------------------------------------------[ ] ----information in a survey-able form.

------------------------------------------[ ]----Set a good example yourself.
Poor reading skill. ---------------------[ ]----Train your reading speed. Take a course.
No priorities for what to read and -----[ ]----List things you must read. Give them

how thoroughly.-------------------------[ ]----priorities and assign time in your Time
------------------------------------------[ ]----Manager / Things To Do. Learn selective
------------------------------------------[ ]----reading skills.

Telephone-time stealers
Causes------------------------- Is it-----Possible solutions
-----------------------------------me?

Discussion too lengthy. -----------------[ ]----Separate chat from information.
Wish / need to be available to outside---[ ]----Train operators / Secretary to be

interruption.----------------------------[ ]----selective.
No plans for privacy. -------------------[ ]----Switch off the phone and schedule

----------------------------------------[ ]----periods in which you do not want

----------------------------------------[ ]----to be disturbed. Set specific times

----------------------------------------[ ]----for taking calls - or say that you

----------------------------------------[ ]----will call back.
Unstructured conservations. -----------[ ]----Make a plan in advance by listing

----------------------------------------[ ]----items you want to discuss.
Wish to be involved. -------------------[ ]----Divorce yourself from details.
Inability to terminate and shorten -----[ ]----Preset time-limit, ‘Yes, I can talk for …

conservations. -------------------------[ ]----Minutes’. Foreshadow ending, Before
----------------------------------------[ ]----we hang up…Be polite but factual,
----------------------------------------[ ]---- ‘I've got to go now’.
Unrealistic time estimates. -------------[ ]----Have a timer by your telephone.
Lack of priorities - all calls get through.-[ ]--- Discuss the problem with your

----------------------------------------[ ]----Secretary / Operator. Make a plan.
No Secretary. -------------------------[ ]----Ask a colleague to cover your

----------------------------------------[ ]----telephone for a set number of minutes.

----------------------------------------[ ]---Do the same in return.

Inability to say ‘No’
Causes------------------------- Is it-----Possible solutions

-----------------------------------me?
Wish to help others. --------------------[ ]----If you always say yes, others will take

-----------------------------------------[ ]----your help for granted. Break this habit.
Need to feel important and involved-----[ ]----Stake your efforts on something that

in everything. ---------------------------[ ]----matters and show results in this field.
Fear of causing offence. ------------------[ ]----Learn to say no without offending: ‘I
------------------------------------------[ ]----would have liked to, if it had been
------------------------------------------[ ]----possible, but let me offer a suggestion’.
Not knowing how to say ‘No’. ------------[ ]----Train yourself in saying ‘No’. It will

------------------------------------------[ ]----make it possible for you to concentrate

------------------------------------------[ ]----on things that are important.
Ambition / desire to be busy. ------------[ ]----It is better to do less well than a lot

------------------------------------------[ ]----poorly.
Others quite simply assume you will -----[ ]----Probably, it's your own fault, because

say ‘Yes’. --------------------------------[ ]----of that you never say ‘No’.

Involved in too much
Causes------------------------- Is it-----Possible solutions
-----------------------------------me?
Unclear priorities. ----------------------[ ]----Goals / Tasks clearly defined. Use

-----------------------------------------[ ]----Key Areas.
I want to be important and involved ----[ ]----Be selective. Use your time and energy

in everything. --------------------------[ ]----on the 20%, which produces 80% of the

-----------------------------------------[ ]----results.
Unrealistic time estimates.--------------[ ]----Recognise that everything takes longer

-----------------------------------------[ ]----than you think. Add 20% cushion to

-----------------------------------------[ ]----your estimates.
Overwhelming pressure and large-------[ ]----Don't confuse activity with effectiveness.

piles of paper. ---------------------------[ ]----Often a lot of activity only indicates that
------------------------------------------[ ]----you have got FLAPSI HAPSI.

Inability to finish things
Causes------------------------- Is it-----Possible solutions

-----------------------------------me?
Lack of deadlines. ----------------------[ ]----Make it a rule to put deadlines on all jobs.
Lack of respect for your time / ---------[ ]----Fix some regular time when you are not

interruptions by other people. ----------[ ]----to be disturbed. If you really know what
-----------------------------------------[ ]----you want and have to do, you can also

-----------------------------------------[ ]----make a stand against your boss's /

-----------------------------------------[ ]----colleague's lack of respect for your time.
Lack of overview and perspective. ------[ ]----Systematise things. Use your Time

-----------------------------------------[ ]----Manager / Things To Do.
Overworked… Too much to do.----------[ ]---- Delegate old responsibilities when

-----------------------------------------[ ]----you accept new ones.
Laziness. -------------------------------[ ]----Impose deadlines on yourself and

-----------------------------------------[ ]----tell others about them.

Too much paper work
Causes------------------------- Is it-----Possible solutions
-----------------------------------me?
No system. -----------------------------[ ]----Introduce and use the Time

-----------------------------------------[ ]----Manager system / Things To Do.
Poor communication. -------------------[ ]----Select the best and most time-

-----------------------------------------[ ]----saving methods of communication.
Poor administrative routines. -----------[ ]----Ask if things are done too elaborately

-----------------------------------------[ ]----/ the control too strict / too formalise.

-----------------------------------------[ ]----Are the administrative routines kept

-----------------------------------------[ ]----up-to date ?
Poor Organisation. ----------------------[ ]----Standardise written communication.

-----------------------------------------[ ]----See if the present paperwork can be

-----------------------------------------[ ]----improved. Systematise information

-----------------------------------------[ ]----processing. Let a Consultant take a

-----------------------------------------[ ]----look at your paperwork procedure.

Personal disorganisation
Causes------------------------- Is it-----Possible solutions

-----------------------------------me?
Lack of system. ------------------------[ ]----Use your Time Manager / Things

----------------------------------------[ ]----To Do. Then you have the best basis

----------------------------------------[ ]----for keeping everything organised.
Giving people the impression that I am-[ ]----This may symbolise insecurity, lack

busy, of importance or indispensable. --[ ]----of system, confusion or inability to

----------------------------------------[ ]----meet deadlines.
Fear of forgetting things. ---------------[ ]----Use your Time Manager / Things

----------------------------------------[ ]----To Do. It is an important part

----------------------------------------[ ]----of your memory.
Cannot delegate. -----------------------[ ]----Accept that others have abilities

----------------------------------------[ ]----and experience. Learn to delegate.
Indecision. -----------------------------[ ]----80% of tasks arriving at your desk

-----------------------------------------[ ]----can be handled immediately.

Lack of self-discipline
Causes------------------------- Is it-----Possible solutions
-----------------------------------me?
Lack of performance standards. --------[ ]----Set your own standards.
Postponing the unpleasant. -----------[ ]----Recognize that it has to be done. It

---------------------------------------[ ]----is not going to be easer later on. Do

---------------------------------------[ ]----the unpleasant things first, then the

---------------------------------------[ ]----rest of the day is easy.
Lack of direction n your work. --------[ ]----Say ‘No’ to unimportant matters.
Responding to urgent matters, --------[ ]----Ignore the problems that solve

Postponing the important. ------------[ ]----themselves. Delegate the problems
---------------------------------------[ ]----others can handle. Attend to those,

---------------------------------------[ ]----which only you can handle.
Not following up. ----------------------[ ]----A thing is not finished until it

----------------------------------------[ ]----functions the way it was intended to.
Not making use of techniques available.-[ ]----Establish which are available.

----------------------------------------[ ]----Decide on the use of them. Schedule

----------------------------------------[ ]----time in your Time Manager /

----------------------------------------[ ]----Things To Do.
Unrealistic time estimates. ------------[ ]----All you get out of unrealistic time

---------------------------------------[ ]----estimates is frustration, FLAPSI

---------------------------------------[ ]----HAPSI and less self-confidence.
I cannot say ‘No’. ---------------------[ ]----Stop being the nice guy.
Carelessness. -------------------------[ ]----If you have not got time to do

---------------------------------------[ ]----it right the first time, when you

---------------------------------------[ ]----will have time to do it again!.

Interruption by drop-in visitors
Causes------------------------- Is it-----Possible solutions
-----------------------------------me?
No plans to avoid drop-in visitors. ------[ ]----Develop screening plan. Insist

----------------------------------------[ ]----on appointments.
My door is always open. ---------------[ ]----Establish a quiet hour in which

----------------------------------------[ ]----you are not to be disturbed.

----------------------------------------[ ]----Find somewhere else to work

----------------------------------------[ ]----at that time if necessary.
People ask me to make a decision. -----[ ]----Don't make decisions on

---------------------------------------[ ]----something you can delegate.
Below my level of authority. ----------[ ]----Refer to the subordinates in

---------------------------------------[ ]----charge of such matters.
Frequent interruptions by my --------[ ]----Manage by exception. Ask for

subordinates. -------------------------[ ]----information only concerning

---------------------------------------[ ]----deviations from plans and budgets.

---------------------------------------[ ]----Decide which tasks your

---------------------------------------[ ]----subordinates can do without asking

---------------------------------------[ ]----questions. Decide on which situations

---------------------------------------[ ]----they may interrupt you and which can

---------------------------------------[ ]----be postponed to be discussed at your

---------------------------------------[ ]----regular meetings.
Inability to terminate visits. ----------[ ]----You go to their Office. Keep standing.

---------------------------------------[ ]----Preset time limits for visits /

---------------------------------------[ ]----meetings. Make it clear that the visit

---------------------------------------[ ]----/ meeting is over, “Before we finish,

---------------------------------------[ ]----I would ……”.

Indecision and delay
Causes------------------------- Is it-----Possible solutions

-----------------------------------me?
Lack of faith in decision making process.-[ ]----Systematise data collection and

-----------------------------------------[ ]----evaluate for more reliability.
Data addiction. -------------------------[ ]----Remember the 80 / 20 rule.
Irrational decision technique. -----------[ ]----Train yourself and your

-----------------------------------------[ ]----subordinates in decision techniques.
Fear of what may happen when ---------[ ]----Distrust and power struggles must

even small mistakes are made. ----------[ ]----be cleared away. Ask ‘What can
-----------------------------------------[ ]----we learn from it?’ How can we

-----------------------------------------[ ]----avoid it being repeated ?
Unrealistic deadlines. -------------------[ ]----Everything takes longer than

-----------------------------------------[ ]----you think. So leave 20% of

-----------------------------------------[ ]----your time open.
Postponing the unpleasant and difficult. -[ ]----Do them first, you will feel

-----------------------------------------[ ]----much better afterwards.
Ignorance of what the decision ----------[ ]---- Set goals, relate the

will lead to.------------------------------[ ]----decision to the Key Areas.

Crisis Management
Causes------------------------- Is it-----Possible solutions
-----------------------------------me?
Lack of priorities. -----------------------[ ]----Learn to distinguish between

-----------------------------------------[ ]----the urgent jobs and the

-----------------------------------------[ ]----important. Establish priorities:

-----------------------------------------[ ]----What is your time primarily

-----------------------------------------[ ]----to be spent on?
Trying to do too much at the same time.-[ ]---- Learn to say ‘No’! Do one

-----------------------------------------[ ]----job at a time. Have an outline

-----------------------------------------[ ]----of the next tasks. Use your

-----------------------------------------[ ]----Time Manager / Things To Do.
Lack of foresight. --------------------- [ ]----Plan. Have an alternative

---------------------------------------[ ]----ready for unexpected situations.

---------------------------------------[ ]----Expect the unexpected.

---------------------------------------[ ]----Remember Murphy's 2nd Law.

---------------------------------------[ ]----‘If anything can go wrong, it will,

---------------------------------------[ ]----Prevention is better than cure’.
Overreacting and treating all ---------[ ]----Ignore the problems, which are

small problems as full crisis. ----------[ ]----of minor importance. Delegate
--------------------------------------[ ]----problems, which your

--------------------------------------[ ]----subordinates can handle. Then

--------------------------------------[ ]----you preserve the overview

--------------------------------------[ ]----and control.
Overlooking possible negative -------[ ]----Analyse what could be wrong.

consequences of a decision. ----------[ ]----Set up alternative plans.

Inability to delegate
Causes------------------------- Is it-----Possible solutions

-----------------------------------me?
Lack of priorities. ----------------------[ ]----Establish priorities. What is

----------------------------------------[ ]----my time primarily to be spent

----------------------------------------[ ]----on ? Use your Time Manager

----------------------------------------[ ]----/ Things To Do.
Fear of subordinate’s mistakes. --------[ ]----Train them. Measure, if they

----------------------------------------[ ]----live up to your standards.
Fear of losing influence. ----------------[ ]----Get an overview of what

----------------------------------------[ ]----is really important. Be

----------------------------------------[ ]----inspired by your Key Areas.
Can do the job better myself. ----------[ ]----Train your subordinates

----------------------------------------[ ]----and have confidence in them.