It has never made sense to me that those who write about time management would think that those of us in need of their advice would have “time” to seek it. If your days are crazy, busy and hectic, why would you have time to research and implement a time management method?
Wouldn’t you rather have a short, sweet list of effective ways to regain control of your most precious commodity — your time? Not an earth-shattering “method” but rather, some down and dirty ways to get rid of the time robbers in your day. Well here it is: a short list of proven ways to get rid of the time robbers in your life. In no particular order:

1. Write things down.
I have four active lists and one capture tool. The capture tool is a notebook where I jot down instant notes because the mind is a great place for having ideas but not a great place for storing them. Sometimes, the ideas that pop into my head during the day become actionable items and move onto one of my lists. My active lists are:
a. Calls — I record both those I need to make and those that come in.
b. Waiting for List — This is a list of everything I am waiting for from others. It has items loaned, actions delegated and anything that should be arriving.
c. Someday Maybe List — A place to record the things I would do if I had more time, energy, money, resources, etc. Instead of letting these things nag at me or be forgotten, I record them and review them periodically ... just in case something can be moved to my Action list.
d. Action List — Here is what most folks call their “to do” list. Except mine now only has things that are actionable. And, I start every day with one item from the list BEFORE I look at email.

2. Don’t start your day with email constantly on.
If it beeps at you when something new comes in, turn off the beep. Instead of
the constant distraction, schedule routine times during the day to deal with email.
When you check email, dispose of each one, one at a time, right away. Make a decision about each one when you open it; don’t open them again. See #4 (below) for the methodology to evaluate your emails.

3. Be real with your calendar.
It should not be a parking place for all the things you wish you could do in one day. Don’t use it in place of one of the lists above. However, if the only way you will get something done is to block the time, then schedule it and treat it like any other appointment ... no fudging!

4. Faithfully practice the 4 D’s and the 2-minute rule.
Look at everything in your inbox, your email and your lists, with one of the four Ds in mind as the end result: Do it, Defer it, Delegate it or Delete it. If it takes less than two minutes from where you are right now, do it now. Don’t waste any more time tracking it or trying to remember it. If it will take longer, defer it to a more appropriate time on one of your lists or your calendar. Even better, if it doesn’t really require your touch, delegate it. Finally, some things can simply be deleted.

5. Break your projects into chunks.
We don’t have problems finishing projects, we have problems starting them. Breaking them into smaller pieces will keep you from being overwhelmed.

6. Think about keystrokes.
Most travel agents search Google dozens of times each day. How many keystrokes do you take? Can you reduce it? “Caribbean travel” will net the same results as “where to go in the Caribbean.” You might save 10 to 15 seconds and over time, it will mount up.

7. Have some courage when it comes to turning things down.
Saying “no” is too hard and many of us can’t or won’t. Instead say, “I have a conflict.” It is less offensive and no further explanation is necessary.

8. Stop spending time on trivia.
For example, you don’t need a new voice mail message each day — one for the week or month will work just as well.

9. Start at zero.
At the end of each day, clear your desk. Take a few minutes to review the day and note your accomplishments even if it is only to cross out the things you’ve finished. Look at what’s left and apply item #4 above.
I’ve save the most important one for last.

10. Stop multtasking.
Doing several things at once has become fashionable and a whole generation now entering the workplace has grown up watching TV while typing out instant messages and doing homework concurrently. However, lately studies are being done that indicate practicing mindfulness is much more effective. Just recently, I found the following list of reasons not to multitask in a book about Zen Habits. They hit home for me. See if they do the same for you.
1. Multitasking is less efficient, due to the need to switch gears for each new task, and then switch back again.
2. Multitasking is more complicated, and thus more prone to stress and errors.
3. Multitasking can be crazy, and in this already chaotic world, we need to reign in the chaos and find a little oasis of sanity and calm.
So, what will you do with all the time you find by getting rid of the robbers? Take deep breaths, stretch, enjoy life. Go outside and appreciate nature. Spend time with your family. Travel, near and far. And, if you see me out there, stop and say hello.