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There is never enough time to achieve everything, so to make the right
choices take some time to set yourself clear priorities and goals. With
your overall goals clear commit to yourself that you will change your practice
to incorporate at least 5 of these tips into your daily work life.
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Keep your desk tidy. At the end of every day take 5 minutes to tidy
your desk.
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Manage your paper. Develop a filing system for active papers on your desk and use it.
File your papers in following 6 folders and keep them in your desk
drawer. (Keep your in-tray empty regularly to encourage people to place
items in the tray and not on your desk).
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TODAY for papers relating to
work to be completed today.
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THIS WEEK for papers relating to work to be completed this week.
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READING for things you need to read.
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VERBAL PASS ON for papers that
you need to pass on to someone else with a verbal message.
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ACTION LIST to
file your list of actions see #3.
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FILING for everything else.
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Action List. Keep and regularly update an action list of all open actions. Review
it on a daily basis to plan your day, either at the beginning or at the end
of your business day.
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Allocate time for yourself. Schedule regular time on your calendar for you to complete your action
items.
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Pack once for travel. If you travel often, dedicate a separate drawer in
your dresser to the items that you take on most trips. Keep duplicates of things that you always take -- toilet kits,
power cords for your laptop, chargers for phones, useful telephone numbers.
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Keep your email inbox empty. Discipline yourself to dump as
many messages as you can right away, to respond immediately any email will take less than two minutes, and to
file actions that will take longer into an "Action" folder.
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Reduce interruptions by creating stronger boundaries. Set up and
communicate some guidelines for when you can and cannot be interrupted, and
then to stick by them. For example you might let everyone know that when you
close your door this means you cannot be interrupted, and that you have a
regular time set where you have an
open-door policy.
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Structure your telephone time. Set aside certain periods of the day to
accept, initiate and return calls. Whenever possible let others know this is
your preference and set that time aside so you are available.
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Under-promise and over-deliver. Many of us have too many
requirements on our time because we take on more than we should... learn to
say No or set achievable deadlines. Remember, you're not doing yourself or
anyone else any favors by taking on more than you can reasonably
deliver.
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On a weekly basis complete this review. Its a great Friday afternoon
task so schedule 30 minutes on your calendar every week to complete
this review.
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Clear papers from your desk
and in-tray using the system detailed above.
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File papers from the filing
section of your desk folders.
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Process your notes. Review journal entries, meeting notes, and miscellaneous
scribblings. Turn them into appropriate action
items.
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Review this last week's calendar for remaining action items,
and update your action list.
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Check your email inbox for action
items, "waiting-for" items, and so on.
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Review your action list and check off all completed actions.
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Browse work-in-progress materials and
update your action list as you find open actions.
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