Question:
How can I organise my time, and my life, to become more efficient at work? With so many different and often competing tasks, to accomplish each day, I find it hard to stay focused. Can you help? Definitely
You are not alone!! According to Dave Allen author of Getting Things Done today's average adult receives "more information in 72 hours than our parents received in a month.*" That's a massive increase in one generation. Too bad our ability to deal with all that information hasn't increased at the same rate! But don't despair - there are some very effective strategies you can implement immediately to help regain your focus and your sanity:
De-clutter
Never underestimate the power of an uncluttered work space -physical and mental.
Whether it's your desk, office, home, or social calendar get rid of anything you don't use, need or love. Definitely keep only current projects on your desk. Ensure everything has an appropriate place to go once it's a finished or pending project.
Plan & Prioritise
Invest time at the beginning of each day/week/month to clarify what has to be done and when. Break your deadlines into manageable timeframes. Write them down in a book or electronic format, NOT on post it notes!. Keep them visible. Commit to doing the important stuff first and not just attending to the things you find interesting.
Mono-task
Multi-tasking is so passé! If you get bored easily, schedule work in half hour blocks. Thirty solid minutes on one project. Take a five minute break and return to thirty minutes on another project. This strategy works if you plan what you will be working on and stick to the timeframes. Use an alarm if necessary.
The N Word
Learn to say no. Creating healthy boundaries is vital - at home and at work. It ensures you are focused, establishes respect between you and others as well as saves your sanity. If ‘no' seems a bit radical, practice ‘I'll get back to you in 24hrs'.Giving yourself time before committing to a task ensures you are in control of your day, not the other way ‘round.
A Word on Time Wasters
Email and phone calls
Don't let them control your life. Turn your email off whilst working on other projects.
Schedule in 1, 2 or 3 times daily, depending on the nature of your business to check and respond to emails. Stick to it! You'll be amazed at how your productivity increases!
Phone calls
Use voice mail as often as possible.Schedule certain times of the day to make phone calls. Doing this in blocks saves you time and energy. It also lets your brain settle into a certain space and momentum, increasing overall efficiency. Try a minimum block of 15 minutes and a maximum of 40 minutes.
Published in Ask a Coach section of emPOWER Magazine, March 2009 |
