Do you manage your time? Or does time manage you?

ANGELA McCARTHY passes on tips to beat the clock.

Never have enough time in the day? Run around in circles, moving from one task without feeling you've got on top of anything? Inevitably end up working evenings and weekends?

Then time management is an issue for you as it is for workers facing an increasing onslaught of e-mails, meetings, phone calls and people, people, people.

Many individuals and organisations are now taking charge of their time through time management courses, coaching and books by people such as TimeLogic Corporation co-director Robyn Pearce, aka Parsons. She is the author of the book Getting a Grip on Time (Reed).

Pearce started learning about time management while a single parent with six children. She was succeeding in real estate but burning out regularly - clever time management isn't genetic!

However, she is living proof habits can be changed.

That's the good news; the bad news is there is no magic cure.

Good time management requires reflection on life goals, practice in planning, prioritising, planning, proactive behaviour, planning ...

"There is no such thing as lack of time, only lack of focus", says Pearce. Well, that takes away the first excuse most of us reach for ...

Time management is a big issue today because technology has sped society up so much, says Pearce.

"There is a societal expectation for instant responses and people feel every minute needs to be filled, but successful people manage space into their day through goal setting and planning".

The important thing is allowing space in your life for all your needs, says Pearce.

A proactive approach to life - taking charge - is also essential.

"What can you delegate or outsource?

"For example, if you're earning $100 per hour yet choose to spend three hours a week on housework you resent, then you're being reactive. Or spend hours putting labels on envelopes, a job someone else could do for $12 an hour", says Pearce.

IBT International time management specialist Kathryn Anda, who has been running personal efficiency programmes (PEPs) for six years, says minimising reactive time is essential.

"For example, you may be an open-door-policy manager but find it is affecting your efficiency.

"I ask, would it be okay to shut the door an hour a day to focus on the strategic work?

"Question everything facing you. Will putting on voice mail for an hour make a huge difference?"

To her, good time management is a habit to be learned.

"Lots of people come out of time management courses with great ideas, return to their office and an extra 55 e-mails have built up in their absence and all their intentions go out the window."

PEP involves Anda and her colleagues going into client offices to "purge and prune office and e-mails and organise new systems".

The process takes six to eight weeks with Anda and her colleagues revisiting the office to encourage and reinforce the new habits.

"We feel it is really helpful to have PEP as a foundation programme for a company with the chief executive downward setting standards.

"For example, one executive recently just created e-mail-free Friday so people talked to each other", says Anda.

She feels time management is undervalued because people don't want to look ineffective, yet they are getting bogged down by "reactive" work, such as copious e-mails.

Getting a grip on time

Institute for Business Technology

Time Management Plan

* Start with 12-month goals for yourself and your well-being, business and careers, home and family, and community and humanity.

* Break your long-term goals into two- or three-monthly goals that can be worked into weekly plans over the month.

* The weekly plan gives you the immediate focus and enables you to block in the things that really matter, such as fitness, socialising, study or family time. Such planning sheets are available on Pearce's website: www.gettingagripontime.com.

Now move to a daily plan.

* Write down all the tasks you wish to do today.

* Identify the five most important tasks, and number them in order of priority.

* Start with number one and don't leave it until you have either finished, or gone as far as you can for today. Only then, allow yourself to go to the next item.

* As extra items bounce at you throughout the day, deal with them if necessary. If not instantly urgent, add them to the list.

* When the top five items have been completed or taken as far as possible, repeat the prioritising process, but include the other things that have jumped onto the list during the day.

* Practise this system until you've learned it, then teach to your managers.

Power tips

* What is the best use of my time right now?

* Don't major in minor things.

* Red time/green time: Block out an hour a day for uninterrupted focus.

* Successful people have the same time as less successful people - they just use it more wisely.

* How can I leverage my time?

* We don't lack time, only focus.

* Eliminate clutter - in all areas of your life.