Break the urgency habit
Not every problem or request has to be resolved immediately. Those who do this find that their day hasn’t enough hours and the week not enough days. Break that habit and consider these three priority strategies: Set aside the earliest part of the day for the most important functions since most managers are most productive during this time; limit meetings and phone calls during this time to the most pressing issues; structure work so that priority tasks take precedence over those that can be delayed or delegated.
Don’t let your desk rule your life
Save time and stress by placing important items within reaching distance but off your desk. Management studies note that the average businessperson spends three hours a week searching for items on their desk. That totals four weeks a year. So put all critical business information, documents, notes, phone messages, marketing and financial information, priority lists, and records within arm’s reach but off your desk. A three-ring binder or central file cabinet is ideal. Review it regularly and discard obsolete material.
Work from a clean desk
It’s a simple enough idea to save time and improve concentration, but many managers ignore this time-saver. Recent studies tell us that the average person has 36 hours of work on his or her desk. That doesn’t include time for meetings, appointments, interruptions and unplanned phone calls. That stack of files and unfinished work is a constant reminder of what you cannot accomplish. It creates undue stress and pressures and prompts you to tackle projects randomly rather than in order of priority. It makes you feel the job is never done. So start your day with a clear desk. You’ll accomplish more with greater satisfaction.
Eliminate multiple tools
The average person has at least six separate tools or systems they use to stay organized. These include calendars, to-do lists, piles of things waiting for action, phone message slips, mind traffic (otherwise known as memories), and various scraps of paper such as Post-It notes. Get down to one system. It’s simpler and more reliable.
These tips are offered by Stan Rosko of Rosko Associates, part of the International Priority Management network; (216) 528-0465.
