Today’s business world is constantly changing at breakneck speeds. It
requires flexibility, a great deal of organization, and a good sense
of humor just to keep up. Companies are retaining fewer employees but
the workload continues to increase, making it harder to meet job demands
and almost impossible to maintain any kind of work life balance.
Many companies have recognized this disparity and have implemented
various types of time management training programs. Even so, you need to
come up with a well thought out plan in order to meet your goals. Luckily there are several things you can do to make the most of your day, get things done, and still have time left over to relax.
The Curse of the Information Age
As technology improves, the number of people bombarding us with
messages only seems to grow. Every day they have new and improved ways
to interrupt our work. Between e-mail, the telephone, and the fax
machine, we have entered the age of information overload.
One of the best things you can do to work smarter is to manage your
incoming communications. Separate your work and personal e-mail
accounts, and only respond to your work-related messages while you are
in your office. Save the personal messages for later. Schedule blocks of
time in your calendar specifically for this task, put a time limit on
it, and stick to it. Buy an egg timer if you need to.
Schedule your important phone calls as well. Allow sufficient time to
contact your clients, but do not get entangled with personal
conversations. Keep your phone time to a minimum, but do not be short or
rude. Get a phone with caller I.D. and an answering machine, and put
all non-essential calls on ignore.
Managing Mountains of Paperwork
Develop a desktop organization system for incoming documents and
mail. Touch the papers as little as possible, meaning they get filed as
soon as you have time. If you come across mail, notes, or memos that
will not be filed, shred them as soon as you are finished reading them.
The goal is to reduce the amount of clutter on your desk so you can work
more efficiently. Handling paperwork wastes almost as much time as
e-mail, so by making a simple change in how you handle paperwork, you
could be saving yourself a great deal of time.
Speaking of clutter, organize your desktop. It does not necessarily
need to be neat, just functional enough for you to get things done.
Find Some Quiet Time
When you need to read a technical document or if you are working on a
task that requires great thought and concentration, remove yourself
from your colleagues. Interruptions from co-workers can cause you to
lose focus, and can cost you a great deal of time when you need to go
back and re-read something. Close your office door or go to the library
to ensure your success with your project.
Take a Breather
Sometimes we become so focused on getting things done that we forget
to give ourselves a break. Walk around the office or go outside and get a
few minutes of fresh air. Eat your lunch, and have a snack in the
afternoon. Getting the blood moving and nourishing our bodies will
ensure the ongoing function of our brains. We will be able to stay on
task better when we do not feel fatigued, making it easier to accomplish
our goals.
Remain Focused
As new projects arrive or circumstances change, we may feel compelled
to jump to a new task before we finished the previous one. Unless it is
an absolute emergency, avoid this behavior. You interrupt your progress
and train of thought, making it difficult to pick up again where you
left off with any efficiency. Lack of efficiency only adds to the amount
of time it will take you to finish.
Schedule Everything
If you do not already keep a calendar, begin now. Write everything
down, with an allotted time period. Allow ample time to reasonably
accomplish your goals so you do not feel overwhelmed or unduly
pressured. Do not stray from your schedule, which should include
personal errands and chores as well as work-related appointments.
Following a few simple changes will not necessarily change the amount
of work you must complete, but it will help you complete your work more
efficiently. Getting things done in a shorter period gives you the
extra time you have been looking for. You can take your extra time and
spend it guiltlessly on your spouse, your children, or in a hot bath.
Working smarter will help you keep up with the demands of the workplace while still maintaining a good work life balance.
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