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.

 http://www.toriansolutions.com/training/

Now that Windows 7 is available and you may like to know about some popular changes to the Microsoft Operating System.  Windows 7 is full of small and subtle improvements so this is just scratching the surface.

1. Search bar

Remember when the Start menu was everything? Sensibly Vista was the first to remove the actual word Start from there, which was always ironic when you clicked it to shut down. Vista also introduced the ability to use it to launch apps, just by typing in the box, but in Windows 7 it’s taken further, which much greater granularity. You can find, programs, documents and even particular control panel settings, enabling it to rival Mac OS X’s Spotlight.

2. Windows Search Federation

Windows 7 uses a new feature called Windows Search Federation, meaning it’s possible to link external websites directly into Windows 7, so you can search them right from the search bar.

3. Windows arrow keys

There is a new way of arranging windows on the desktop. Hitting the Windows arrow keys will snap a Windows to the left or right, or Windows Up or down will Maximise or Restore. You can even use it to move windows across multiple displays if you have them them.

4. Windows key + P

Previously all laptops tended to send the output to the external VGA port differently. Now press the Windows key + P and you can a pop up that lets you send the desktop to projector or extend across multiple displays

5. Burn ISO images

You can now burn ISOs to CD or DVD directly from within Windows and even verify the burn.

6. Screen resolution

Adjust your desktop resolution always used to be a bit of a pain, but now when you right click on the desktop the context menu has an option called ‘Screen resolution’. Windows 7 does a great job at setting things up for you, so you’ll have less need to use it than you might previously.

7. Problem Steps Recorder

This handy feature allows someone to review an issue with your computer. If a support staff member cannot Remote Desktop into your PC, they can ask you to launch the Problems Steps Recorder by typing ‘psr’ in the Start box. Hit record and it captures each step into an .mht file, which can easily be emailed. You can view each step as an image, and there’s text beneath it too for additional information.

8. Jump lists

You might be aware of Jump Lists, but if you’re new to Windows 7, then it will take a while for you to get used to using them. Right click on the new large taskbar icons and a list of useful recent documents or files will appear, depending on the application. If you prefer you can drag up holding the left mouse button instead, which brings up the jump list with a cool animation too.

9. UAC

This feature was in Windows Vista but it has been tweaked for Windows 7. You can do more than just put up with it or turn it off but choose from two intermediate settings that just alert you when other programs make changes and dims the screen, and one that omits the latter. With these present, it’s more likely to be left running and therefore protecting your PC.