Time
management - oh the words sound so simple but are yet so darn tricky. How else are there several books, infomercials,
classes, and seminars dedicated to this very topic? How often do we feel like the White Rabbit in Alice in Wonderland singing badly along to "I'm late for a very important date..." while
frantically staring at our pocket watch? We learn and adjust to suit the
obstacles we face. But every so
often I can swear I hear the blare of the Ringmaster's megaphone announcing me
as the next act and wouldn't you know it - I'm on the tightrope.
As
many of you know I started a new job at a "GREAT company and
I have to say - I am probably the busiest at work I've ever been which is a
GREAT sign for the market. And as
many of you experience every day I usually have two periods of panic - typically
11am and 2:30pm where I am so amazingly busy that I feel as though I'm spinning plates -
but they aren't next to each other to allow for maximum spin potential. OH NO.... They are actually each on a different floor of the
building. And the elevator is
broken... and the stairs are filled with smoke. ok... The stairs aren't really full of smoke - by law I would have to evacuate the
building and wait for the go ahead to come back in from the fire
department. But you get the
jist.
Here
are my 10 tips for managing your day and time.
1. At the end of every day plan out the
next day. Sounds tedious yes
but what time is better to figure out what you couldn't get to today and what
you should focus on tomorrow. And
let's face it you're excited to be headed home so you're usually in a good mood,
more relaxed, and putting those tasks down for several hours from now isn't so
hard. Create a template, print out a copy every day and fill in the blanks.
2. Make your day manageable. Plan out time for each task. Do you have to devote time to training
or is there something else you need to get done but can never seem to get to? Schedule
it in and then DISCONNECT. Don't read your email or answer your
phone. Impossible you say? Just try it once. Trust me.
3. Put the things you like doing the
least, first on your list and TACKLE them.. head on. The rest of your day will be a breeze
without those issues looming over your head.
4. Always plan in 30 minutes to an hour
for administrative tasks - returning emails, checking the status of a
report, filing papers, etc. at the end of the day. It's much easier to start your day and tackle number 3 if
you've already gotten yourself caught up on the things that seem to take a long
time while juggling plates. Trust
me - if you try to file while plate spinning, it will take you much longer
versus dedicating that time.
5. The things you don't get to - move
to the next day. It will get
done. Now if it's an urgent matter
and your boss just said "Bob this needs to be done in an hour",
please don't print this blog and hand it to him and say "I'm sorry Sir but
The Headhuntress told me not to." :) Case by case basis please.
6. Take
a BREAK already. It's a proven fact that people who do
not take a few minutes for themselves to move around, get some water, grab a
smoke with the Ringmaster, etc. are less productive overall. It's ok to walk away for a few minutes
and let me tell you - that 5-minute breather will add a lot more productivity
on in the end. I schedule in a 3pm peanut butter cup break every day - boy do I look forward to those.
7. Multitasking is no longer viewed as
awesome. To a lot of employers
multitasking simply means doing a few things half as well as you would have if
you devoted your full attention to it.
So schedule it out - 1 hour of phone calls, 1 hour of research, 1 hour
of (insert task here) - versus trying to do it all at once.
8. Stick
to your plan. Perhaps
enlist an office buddy who is also trying the planning strategy and play police
for the other.
9. Schedule out of office appointments
first thing in the morning or at the very end of the day. There is nothing more difficult than
getting back from a 1pm appointment and trying to refocus and get back on
track.
10. Write it down!! How often are we scrambling to get a
few things done at the end of the day that we forgot to do earlier - if you
write it down, it's much easier to tackle, remember, check off when complete,
etc.
In
our pursuit of work, life, balance we often become overwhelmed by the pure
amount of work we have to do. I
liken it to tightrope walking and plate spinning but overall the message is
still the same. If you're
overwhelmed and often hallucinate the sounds of the circus (you know the
song I'm talking about) and there just aren't enough hours in the
day - try managing your time differently.