Have you ever found yourself trying to outrun time because you have so much to do? Wouldn’t you rather be dancing with time than running with it? Think of time management as small steps you take with each project, and you’ll find that you not only get more done, but feel better doing it. When trying to dance with time, learn the TAPP steps. These steps are: making a list of tasks and priorities, scheduling appointments and priorities, and keeping people in mind when planning. When you try to dance to the tune of time, you can think of it in terms of the three action steps (or verbs) outlined in the TAPP* Steps diagram: List, Schedule, and Consider. Or you can think of it as the four nouns that make up the components of the dance: Tasks, Appointments, Priorities, and People (TAPP).

Let’s first look at time management in the traditional ‘verb’ way.

  1. ready to-do items or tasks and then set priorities for getting them done.
  2. Calendar your appointments and cancel any that may overlap and aren’t personally helping you reach your goals for the day.
  3. To consider others only if it helps you get things done.

Doesn’t that sound like fun? Wouldn’t you love to compete in teams with others using this time management philosophy? If you were dancing with someone using this philosophy, do you think they would mind if they stepped on your feet?

Now let’s look at time management using the four nouns as our guide instead of the verbs.

  1. Chores that are necessary must be written do not forget to do them. Believe it or not, simply creating a to-do list and following it can dramatically increase your effectiveness. After making a to-do list, you need to determine what are the most important items to accomplish and when is the best time to do it. If a task is necessary, it should be part of a planned effort, schedule it by making an appointment with yourself for the time needed. If it’s not needed, delay it until it becomes necessary or is removed altogether. A good to-do list can also reduce the time spent creating progress reports or updating project plans.
  2. Team that are important must be maintained. If it’s not an important appointment, someone else should go to the meeting, cancel the appointment, or not agree to make one in the first place. If the decision is to schedule the appointment, then a planning calendar is the tool to use to schedule the appointment. Having and using a planning calendar will ensure that important appointments are written down for you to remember. Using a planning calendar means always listing appointments and checking the appointment list every day so that appointments and meetings are on time. In addition to making appointments with individuals or groups, it’s important to set aside time for yourself to accomplish important things.
  3. Priorities make sure you do the important things to reach your goals. Typically, priorities are set as high, medium, or low. Then you do the tasks in order of assigned priority: first high, then medium, then low time. Remember to assign higher priorities to those tasks that will lead you to accomplish important goals or projects. By scheduling time with yourself, place high-priority tasks during your individual peak performance time.
  4. People they are essential both for important appointments and to accomplish high-priority tasks. Therefore, it is imperative to consider the needs and opinions of other people. Learn to use and value the people who can help you achieve your goals. Others can help meet deadlines and accomplish tasks and goals. Different people have different skills, talents, abilities, and desires. Each one can contribute where it best suits them. Don’t be afraid to ask for help or delegate responsibilities. Don’t let anyone down by breaking a commitment or missing an appointment, their time is just as valuable as yours.

Does this sound like a time management plan you can live with? Would using TAPP steps make you feel like you were dancing with time instead of running against it? If you answered yes to any of the questions, why not give it a try for a couple of months? What can you lose? Not much more than an old mentality. What do you have to win? Hopefully better utilization of your time and better relationships.

*NOTE: These TAPP Steps are from the book “TAPP Steps in Time Management”.