There is never enough time to achieve it all. But too often we don’t use the time we have well. If you’re feeling overwhelmed with work to complete, or just running out of time, try incorporating at least 5 of these tips into your daily work life.
1. Know your priorities. Before you can manage your time, you need to create a clear picture of what you want to accomplish versus what you need to delegate or defer.
2. Schedule time for yourself on your calendar. You are in control of how you spend your time. Make sure the way you spend your time is consistent with your priorities and preferences. Schedule regular time to complete your actions. Reserve certain periods of the day to accept, initiate and return calls. Allocating time for your priorities during the day will help ensure that your life is not invaded by the priorities of others.
3. Keep your desktop organized. Having clutter around you contributes to a feeling of being overwhelmed, distracts you from concentrating on the task at hand, and costs you time searching through piles of paper. At the end of each day take 5 minutes to organize your desk.
4. Develop an active filing system for the active documents on your desktop. Create hot files for the paper you would normally keep on your desk surface. The folder list below has worked consistently for many of our clients, but use a system that works for you. You can use an expandable file box you have on your desk or one of your desk drawers with files in it. Once you have your system, clear your desk and commit to keeping it clear.
- TODAY for job related documents to be completed today.
- THIS WEEK for documents related to work to be completed this week.
- READING for things you need to read (Take it with you when you travel)
- VERBAL TRANSMISSION for documents that you need to pass on to another person with a verbal message.
- IDEAS for a list of ideas and any relevant reference information. When a good idea occurs to you, be sure to write it down on this list so you don’t forget it. Refer to this file when you are troubleshooting or planning.
- ACTION LIST for your action list see #5.
- FILE for everything else.
5. Keep a single action list. Keep a master list of your open actions with expected completion dates. At the end of the day, transfer any new actions to this list, update completed actions, and review your calendar to plan for actions to complete the next day.
6. Keep your inbox and email inbox empty. Keep your inbox empty by filing immediately to encourage people to put articles in their inbox and not on their desk or chair. Keep your email inbox empty by checking your email regularly and replying to emails that take less than a minute to write or by moving email to an “Actions” folder that you deal with when you have more time.
7. Reduce interruptions. Set and communicate guidelines for when you can and cannot be interrupted, and then stick to them. For example, you might decide not to answer the phone while you work on a specific project, or if you can lock an office door, let everyone know this means you can’t be interrupted, and set up regular hours when you have a door policy. open. .
8. Under-commit and over-deliver. Many of us have too many demands on our time because we commit ourselves too much. Learn how to set achievable deadlines by reviewing your current action list before taking on a new task. Give yourself more time than you think you will need when committing to an action. Say NO when appropriate. Remember that people would rather you say you can’t do something, then turn in late or not at all. By saying no, you give them a chance to find another way to do things.
9. Think long term, not short term. You will make different decisions depending on the lens through which you view any question, request, or dilemma. People often commit to projects because they feel good in the short term. (You don’t want to disappoint a colleague, you want to impress a boss, you want to look like a hero, etc.) Consider the big picture as well as the long-term implications before committing.
10 Complete a weekly check and cleaning. This is a great Friday afternoon assignment. Schedule 30 minutes on your calendar each week to complete this review. Why don’t you try this on Friday?
- Clear your desk and inbox of paper using the system outlined above.
- Archive the documents in the archive section of the folders on your desk.
- Process your notes. Review journal entries, meeting notes, and miscellaneous notes and turn them into appropriate action items.
- Check last week’s calendar for remaining action items and update your action list.
- Check your email for action items, “on hold” items, etc.
- Review your action list and check off all completed actions.
- Complete any regular maintenance tasks, for example backing up your computer, watering the plants…
- Clear your mind by writing down ideas, scheduling on your calendar the actions you need to complete, review your calendar for the coming week, and plan your time.
