Keeping Time On Your Side

For many professionals, there isn't a day that goes by without some ‘time regret'. That feeling of frustration as yet another work day passes by without making a significant dent in the growing list of action items. Work is easily derailed by time-eaters such as meetings, ad-hoc requests, emails and phone calls.

Difficulty in meeting daily job-productivity goals is a common problem for professionals at all levels. However, the situation can be greatly improved by making some simple adjustments to the way you work.

The following are some suggestions for taking better control of your workday:

• Analyse your schedule - For the next week, make a point to write down what you do and when you do it during the day. Keep your notes brief, as you don't want the task to be so time-consuming that it gets in the way of work being accomplished.
  
  Include things such as how often you sort through emails, make phone calls or attend meetings. At the end of the week you will be able to identify which tasks take up most of your time and in what ways, and by whom, you are most often interrupted.
  
  
• Create ‘time windows' - Once you have determined what should and can be changed in your current work schedule, develop an action plan. A simple and effective method is to set aside ‘time windows' for specific tasks, such as reviewing emails, making and returning phone calls, or attending meetings.
  
  Where possible, group similar tasks together during those windows and stick to the work you have planned.
  
  
• Give yourself permission to check out - If you are often interrupted by co-workers or phone calls, don't be afraid to declare a time out. Let your co-workers know that you are setting aside an hour to focus on the task at hand without any distractions or interruptions and you will find they will be accommodating when they know you're working to a deadline.
  
  
• Reward yourself - Keeping to a schedule, no matter how personalised or flexible, is challenging because it takes discipline. Give yourself credit for adhering to your agenda and accomplishing all ‘must-do-by-today' items. Be realistic. Some days you will be more productive than others, so don't worry if you lose track temporarily.
  
  Also, strive to create a balanced schedule that makes the most effective use of your time, while allowing you to do things for yourself, such as grab a daily coffee or have lunch with friends.
  
  

Making more effective use of your time while on the job requires commitment, as well as good communication. By creating a flexible yet realistic plan for prioritising your workload, you will be able to keep your ‘to do' list from snowballing. You will know exactly how your work day was spent, and most importantly, you will have something to show for it.

Author Credits