Transforming Busy into Productive: My Story of Time Management

Do you remember the Nintendo "Game Genie"? It was a "cheat" device for your favorite NES games. You'd insert it first, then add your game, and a screen would pop up offering all the lives, invincibility, and unlimited whatever. Well, this isn't that, but over the years, I've learned from some of the best in time management "cheat codes". Think of Steven Covey and Robin Sharma, whose guiding principles I use today. Their insights on prioritization, goal setting, and personal effectiveness have been instrumental in shaping my approach to time management. Yes, even now, I am writing this article at 5 AM!

To start my story, we need to go back 20+ years. In college, I worked in banking as a wire transfer coordinator. It was a good job with nice people and a pleasant office, but I wanted more. I was young and unsure of my career path, so I became a cable installer. It felt weird, but a friend convinced me with the promise of good money.

On my first day, I walked into an old warehouse in Northwest Ohio. It looked abandoned from the front, but the back was buzzing with activity. People were moving from equipment stations to their trucks, doing paperwork on white foldable chairs. Even an older sailor type was smoking while working, using the "F-word" like a comma. Despite his rough language, he had the best customer service in the field, go figure! Lesson one: never judge a book by its cover. While not much about time management, I think its a cornerstone that we should live by.

Lesson two: be prepared. After everyone finished their paperwork, got their routes, and loaded up, we headed out to provide cable TV, phone, and internet to customers. I rode with an amazing installer for a few weeks. He was always prepared, with his truck ready to go. His preparation was meticulous: every tool was in its place, his paperwork was organized, and he had a clear plan for the day. This level of preparedness allowed him to handle the day's challenges efficiently and effectively. Being prepared was not just about having the right tools and materials; it was about having the right mindset. It involved anticipating potential problems, planning ahead, and staying organized. This lesson has stayed with me throughout my career, reminding me that thorough preparation is key to managing time effectively and achieving success.

Lesson three: start early. One of the most impactful lessons I learned was the importance of starting early. My trainer had a simple yet effective trick: arrive at the first appointment at 7:50 AM, even if it was scheduled for 8:00 AM. This small head start allowed us to gain a crucial advantage at the beginning of the day. Starting early set a positive tone for the rest of the day. It gave us a buffer to handle unexpected delays and ensured that we were always ahead of schedule. This approach was particularly valuable in a job where time management was critical, and every minute counted. After my training period, I was on my own. My boss assigned me four work orders on my first day, which seemed manageable compared to the ten that more experienced technicians handled. However, I quickly realized that even four work orders could be challenging. I was out until 10 PM, learning the hard way that I needed to get faster without sacrificing quality.

This experience taught me several important lessons:

• Preparation is Key: Arriving early allowed me to prepare for the day ahead. I could review the work orders, gather necessary equipment, and mentally map out my route. This preparation minimized downtime and helped me stay organized.
• Build a Buffer: Starting early created a buffer for unforeseen issues, such as incorrect work orders or additional tasks. This buffer reduced stress and allowed me to handle problems more efficiently.
• Set the Pace: By beginning the day ahead of schedule, I set a productive pace that carried through to the end of the day. This momentum was crucial in maintaining high performance and meeting customer expectations.
• Adapt and Improve: My first day on my own was a wake-up call. I realized that I needed to continuously adapt and improve my methods to keep up with the demands of the job. This mindset of constant improvement became a cornerstone of my approach to time management.

Starting early was more than just a tactic. It was a mindset that emphasized the importance of preparation, efficiency, and adaptability. This lesson has stayed with me throughout my career, reminding me that a small head start can make a big difference in achieving success.

Lesson Four: Find Time Opportunities One of the most significant changes I made in my routine was shifting my paperwork to the end of the day. While most of my colleagues preferred to tackle their paperwork in the morning, I found that doing it at night offered a distinct advantage. This simple shift saved me 1-2 hours each day, time that I could use more productively. By completing my paperwork at night, I was able to start my mornings with a clear focus on the tasks ahead, rather than getting bogged down with administrative duties. This not only streamlined my workflow but also allowed me to be the first one in and out of the shop, avoiding the non-productive activities that often consumed my colleagues' time. Finding these time opportunities was a game-changer. It taught me the value of preparation and foresight. By planning ahead and staying organized, I could maintain a high level of efficiency and ensure that my work was always of the highest quality. This lesson has stayed with me throughout my career, reminding me that sometimes, a small change in routine can lead to significant improvements in productivity.

Lesson five: move with purpose. One of the most transformative lessons I learned was to move with purpose. This principle became a cornerstone of my approach to time management, helping me streamline my tasks and maximize efficiency. Initially, I noticed that many of my colleagues made multiple trips to their trucks for paperwork and equipment. This not only wasted time but also disrupted their workflow. To counter this, I started taking everything I needed in one trip. I would carry the necessary paperwork and customer equipment to the door in a single go, minimizing unnecessary movements. This approach extended to other aspects of my work as well. For instance, when climbing a ladder, I made sure to have all the tools, tags, filters, and fittings in my tool pouch. This way, I only needed to go up the ladder once, saving valuable time and effort.

Over time, I identified and implemented several small steps to further clean up my time:

• Pack a Cooler: Instead of eating out, I started packing a cooler with meals and snacks. This not only saved time but also ensured I had healthy food options readily available, keeping me energized throughout the day.
• Organize Tools and Equipment: I meticulously organized my tools and equipment in my truck, ensuring everything had its place. This organization reduced the time spent searching for items and allowed me to work more efficiently.
• Plan Routes Strategically: I began planning my routes strategically to minimize travel time between appointments. This planning helped me stay on schedule and reduce the stress of rushing from one job to the next.
• Limit Distractions: I focused on limiting distractions by setting clear boundaries for non-productive activities. This included avoiding unnecessary conversations at the shop and staying focused on my tasks.

Moving with purpose was about more than just physical movements; it was a mindset that emphasized intentionality and efficiency in every action. By adopting this approach, I was able to significantly improve my productivity and reduce the time spent on each task. This lesson has been invaluable throughout my career, reminding me that purposeful actions lead to greater efficiency and success.

Lesson Six: Always Seek Efficiency. As I continued to refine my time management skills, I discovered the importance of continuous improvement. I began analyzing my daily routines, identifying areas where I could save time without compromising on quality. This mindset not only made me more productive but also opened up new opportunities for career growth.

I started by breaking down my tasks and looking for patterns. Were there repetitive actions that could be streamlined? Could certain tasks be combined or eliminated altogether? By asking these questions, I found numerous ways to optimize my workflow.

For example, I noticed that I spent a lot of time traveling between appointments. By planning my routes more strategically, I was able to reduce travel time and increase the number of appointments I could handle in a day. I also looked for ways to automate or simplify administrative tasks. Instead of writing everything down, I used Excel templates, and even developed one that could calculate most of the paperwork for me.

This proactive approach to efficiency had a significant impact on my career. It demonstrated my ability to think critically and innovate, qualities that were recognized and rewarded by my supervisors. As a result, I moved from installer to lead, then analyst, and finally to facilities, where I found my true passion... REAL ESTATE.

Each role I took on came with its own set of challenges, but the principles of time management I learned early on remained my guiding light. By always seeking efficiency, I was able to transform "busy" into "extremely productive." This mindset not only helped me excel in my career but also allowed me to maintain a healthy work-life balance.

In closing, I hope you found this both entertaining and informative. I love time management, and to this day, I am still learning. Time management is not about cramming more tasks into your day; it's about making the most of the time you have. My journey from a "cable installer" to now the "Director of Property Management" for an amazing company like Farbman Group is a testament to the power of effective time management. By learning to prioritize, prepare, and move with purpose, I was able to turn challenges into opportunities and achieve my career goals. I hope my story inspires you to take control of your time and unlock your full potential.

Remember, it's not about being busy; it's about being productive. Cheers friends!