Do you need to be more organised?  Do you need to accomplish more during your work day?  Do you feel like you are not getting enough done during your day?

Being able to manage your time better is key for any busy individual whether they be running their own business, working for a busy employer or just trying to run a household and all the activities the day requires.

None of us can ‘make more time’, we just need to be able to manage the time that we have better.  Read on for a useful tip when you find that you need to achieve more.

Tip 1 – FOCUS

Focus yourself on what really needs to be done.  If you have a number of tasks that need to be completed, then put them on a list where they can be seen.  It can be a scrap of paper with pointers for each task, e.g.

- Discuss project ABC with Larry

- Print out XYZ report and review

- Meet with JohnB / discuss funding

- Respond to email from Sarah

- Review training material

You may have another 15 tasks that are not required yet so don’t worry about them as they will only draw your attention from the important tasks. 

Now add a number next to each showing what needs to be done as a priority.  So in this example, maybe the email response task to Sarah is really urgent as she needs information before a meeting she has scheduled later today.  Do NOT pick the jobs that you would like to do first.  Liking a task that is easy or more enjoyable has no place here!

When each task is numbered (prioritised), jot down an idea of the time you feel you will need to do it.  Normally you would then need to increase it by between 50-100%.  Most people will automatically estimate a time by what they think it will take (ALL GOING WELL).  More often it takes longer due to unforeseen issues.

If the task is something you have done before and relate to then your estimate may well be quite accurate so no need to change those.  Your list will now look something like,

- Respond to email from Sarah (1) 10 mins – 20 mins

- Discuss project ABC with Larry (2) 20 mins – 40 mins

- Meet with JohnB / discuss funding (3) 20 mins – 40 mins

 - Review training material (4) 60 mins

- Print out XYZ report and review (5) 60 mins

Now you know that you require the best part of 4 hours to do this work.  You may now think that you should have this all done by lunchtime then!  But wait, you need to expect interruptions that will draw away your time from the above list. 

You now have your list and you need to STICK TO IT as best you can. 

FOCUS – FOCUS – FOCUS

How do you stay focussed?  The biggest interruptions into our working day are usually from other people looking for something, email, incoming phone calls and new work tasks. 

Interruptions from work colleagues – Try to have a slot in your day that is flexible.  If you can say to someone that you need to have a task completed by 11am but are free just after lunch, then they won’t feel rejected.  If you haven’t set yourself the goal of having the task completed, you may feel that you just cannot say no.

Interruptions from email – Incoming email sounds and pop ups can break concentration.  If your job means that you do not have to have your email open all day long, then close it down and reopen after the task is completed.

Interruptions from incoming calls – If possible, can you redirect your phone to someone else?  Can you have all incoming calls go straight to voice mail?  If so, after each task is completed, check your messages then.  Often the phone cannot be ignored, but to limit the impact against what you need to do, try to keep calls brief and to the point.  If the caller needs your help, then schedule a time slot to handle that as a new task.

Interruptions from a new work request – When a new tasks is passed to you, in needs to be prioritised.  It would be great to be able to add to the bottom of the pile but that isn’t always the case.  If it needs attention then insert into your task list where suitable, then assign a time slot and continue with the task in hand.  Do NOT break off to start it (unless it is urgent), especially if it is a task that you like to do or know how to do well.  People are automatically drawn to the tasks they can do easily so beware and stay FOCUSSED.

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