I was compelled recently by an explanation of two different Greek words for time. The first is kronos, which refers to linear time – one event occurring after another – the way we measure history and daily events (this is where we get the word chronology). The other Greek word for time is kairos, which refers to a specific point in time, a moment after which nothing will be the same.

“So what?” you ask.

I remember the precise moment when I was told that to-do lists were a horrible idea. A mentor of mine duly informed me that a to-do list causes chaos, stress, and is a helter-skelter approach to getting things done. “That’s the only way things get done!” I retorted. That is, until I was trained on the finer points of modern calendaring technology and the required leverage to sustain it. And what a difference it has made. Ever since that moment, my perspective on time has completely changed. I’m not chasing time anymore. Time is working for me.

TIME DEBT
The phrase may be new to you, but the concept probably isn’t. Time Debt is a condition characterized by stress, disorganization, unfinished to-do lists, sticky notes, hundreds of unread emails, priorities blurring together, unmet promises, missed deadlines, and alas, suffering relationships. Time Debt is real, and if it is not the worst plague of corporate America, it is at least a close second behind greed.

In short, Time Debt bespeaks disorganization, chaos, and stress. How do we begin to address the problem?

A HELPFUL ANALOGY
Being in Time Debt is in many ways like financial debt. You need a strategic plan to get out, and it usually involves paying more than the minimums!

Imagine you consult with a financial advisor about getting out of a considerable amount of debt. The first question they ask will be, quite obviously, “How much debt do you have?” probably followed by, “Here’s the best strategy to pay it off.” There is a tacit agreement between you and your financial advisor that you must begin to change dramatically the flow of earning, saving, and spending. You must revise your approach. You must systemize your finances in order to become solvent.

We tackle Time Debt in the same way – we help our clients to create a strategic system to eliminate it. But since most people’s idea of a time management system is a notepad, a sticky note, a string on the finger, or some cluttered section of their brain, we must agree conceptually that a better method is needed. Be sure of this: it requires work, strategy, and an investment of time. But since time itself is such a valuable commodity, getting control of it will be like having a new lease on life.

Do you see why to-do lists are such a horrible idea? You would never track your business or family finances with a Big Chief Tablet and pencil, so why would you track your time with a sticky note? If Time is Money – and both are valuable – should they not be treated with equal care?

The first problem is that to-do lists have no inherent order of priority. Every one of us is guilty of picking our favorite tasks first, misplacing ‘the one vital’ sticky note, or scribbling important phone numbers upside down on a soon-to-be discarded envelope. This is a “helter-skelter” method which guarantees chaos, and may well have you feeling like a laboratory rat at the end of the day.

An even bigger problem with to-do lists is that there are no time allotments assigned to each task. You could unknowingly schedule 15, 20, or 50 hours of work for yourself into your – ahem – 14 hour work day! Finally, for those of you using the shotgun approach – that is, the to-do list is in your head – it’s simply too much to carry around. Like wearing a 30 pound helmet, you will get weary, sidetracked, and distracted as the day goes on. And though you may work like a dog, you may not remember a single thing you accomplished. Reactive work is stressful and exhausting.

WHAT TO DO
You may think this is insane, but it can be done. I know because I’ve done it (this is where you must “pay more than the minimums” if you are in Time Debt!):

(a) write down every single task you perform for your job function, including both tactical and strategic work. Include temporary, seasonal, and permanent projects
(b) calculate how much time each of these tasks should comprise of your work week
(c) schedule all of this work into a calendar, preferably an electronic medium such as Microsoft Outlook
(d) for the work that recurs (the categories of work you do every week), schedule these tasks for the same days and times each week
(e) honor these appointments

These first steps may take several weeks for you to accomplish. While helpful, they are not enough on their own. One major challenge you will still face is how to handle unexpected requests during the day (we call them “torpedoes”). Torpedoes can be in the form of phone calls, email, and/or walk-in visits from your colleagues, customers, etc., and can be the downfall of a structured workday. (While there is insufficient space in this article to outline our strategy for handling torpedoes, the key is in discovering your “Authorized Work” and staying on your post (see www.TotalIntegrationNow.com)).

Yet another challenge will be sticking with the program – yes, consistency. You must not fall into the dead end graveyard of the New Year’s Resolution crowd! Consistency requires more than just knowledge; it requires maximum leverage – namely, the support of your key relationships and colleagues, a dedicated alignment to your vision, flexing your strengths, and utilizing your technology.

These and other challenges provide us with excellent opportunities to work with people who are tired of living in Time Debt. The most satisfying outcomes for us are when our clients become able to run their businesses, instead of having their businesses run them. Furthermore, once they’re out of Time Debt, they have told us they feel like they are able to enjoy their work again, sometimes for the first time in years.

IN SUMMARY
You must trash your to-do list. That’s right. Like a playground bully, just crumple it up and throw it into the dumpster. Your to-do list is the villain and you are the superhero. Vanquish it completely! Rid yourself of the stress, chaos, and Time Debt that come with such outdated calendaring technology. Instead, calendar all your work so you know it will get done on time. The freedom and order you’ve only imagined will become a reality.

Jeff Timpanaro is the president of Oberata Consulting, a 2007 Certified Total Integration firm, based in Kingwood, TX. Oberata is a consulting firm founded on the principles of strategy, process, and transformation, and utilizes the Total IntegrationTM system of business consulting. This system has helped business owners and professionals in the Fortune 100 with definitive, measurable operating strategies that produce unprecedented growth and profitability. For more information about Oberata Consulting call 281.570.4676.