TL;DR
Never check email or voicemail first thing, and set fixed times to check them. Plan next week on Friday afternoon or Sunday evening and plan each day before it starts. Give each weekday a theme, finish your three most important tasks first, keep an exit area for things leaving your office, and learn to say no.
Manage your emails and phone calls
a. Never check email or voice mail first thing in the morning b. Schedule regular times to check emails and stick to it c. Read recent emails first d. Allocate the amount of time you will spend and stop promptly e. Create email signatures to sign off with one click f. Read it, delete or move it
Pre-plan and then plan again – keep your eye on your large goals
a. Plan next week either on Friday afternoon (business) or Sunday evening (mom) b. Plan your day before it plans you!
Set your intentions and goals for the day in advance of that day
The day before, the night before or in the morning before you begin your tasks for that day c. Allocate specific time slots for recurring tasks, do them over and over at the same time each week
Gasoline, banking, grocery shopping
Calls, reports, marketing d. Arrive early for appointments
Spend the time you wait for others to plan what you want to accomplish in the meeting
a.This will decrease your stress level b.You will appear poised, professional & in control of your schedule instead of harried and disorganized
Umbrella Your Day (create chunks of time for related activities)
Divide your main responsibilities into 5 days, for example:
Monday = Planning Day
Tuesday = Current Large Project
Wednesday = Outside Appointments, Errands
Thursday = Bills / Paperwork
Friday = Research Day
Create an exit area in your office for all items that need to leave your space.
a. Place things there as you find them.
b. Choose an area on your desk or credenza that is positioned towards the door
Create ‘To Do’ Lists
a. Complete the three most important tasks each day before you move onto anything else
Take Control Your Papers
a. Check it, move it into a predetermined place off the counter until you are ready to take action
b. Handle it only once before you work on it
Learn to say NO
a. Don’t volunteer until you take a moment to determine whether you have the time to fulfill the commitment
b. Give yourself permission to reconsider commitments Delete unnecessary tasks from your schedule that detract from your BIG picture goals
c. Don’t automatically respond to another persons problem / fire before you determine whether it is going to foul up your agenda
Kathi Burns, CPO is a Board Certified Professional Organizer and Image Consultant and author of Master Your Muck.
Her website addSpaceToYourLife.com, is known for it’s straightforward organizing advice and simple solutions for home and business. addSpace To Your Life is also a powerful resource for wardrobe, image and time management challenges.
Kathi’s new book, How to Master Your Muck, is filled with illuminating stories and empowering methods designed to teach us that growth requires space. Muck sabotages creative expression. It acts as a roadblock to our success. Muck blocks our ability to be free. Kathi’s tips, sidebars, and action steps train us to release what no longer serves us and to create space for inspired living.
Article Source: http://EzineArticles.com/5631725
Keep reading
- 12 Tips for Getting Control of Your Time and OfficePlan before email, keep one calendar and clear your desk every evening.
- Want to Become More Productive and Create More Hours in Your Day?Why you should plan your day before you open your inbox.
Frequently asked questions
When should I check email and voicemail?
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Never first thing in the morning. Schedule regular times to check them and stick to it, read the most recent emails first, decide how long you will spend and stop on time. Read each email, then delete it or move it. Email signatures that sign off with one click save time too.
When should I plan my week and my day?
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Plan next week on Friday afternoon for business or Sunday evening for home. Set your intentions and goals for each day in advance, the night before or in the morning before you start. Give recurring tasks such as banking, grocery shopping, calls, reports and marketing the same time slot each week.
What does it mean to umbrella your day?
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It means grouping related work into chunks of time. Kathi suggests giving each weekday a focus: Monday for planning, Tuesday for your current large project, Wednesday for outside appointments and errands, Thursday for bills and paperwork, and Friday for research.
How do I keep my to-do list and papers under control?
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Finish the three most important tasks each day before you move on to anything else. When paper comes in, check it and move it to a set place off the counter until you are ready to act on it, and try to handle it only once. Keep an exit area near the door of your office for anything that needs to leave.
How do I learn to say no?
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Before you volunteer, take a moment to decide whether you really have time to keep the commitment. Give yourself permission to reconsider commitments, delete tasks that pull you away from your big goals, and don’t jump into someone else’s problem until you know whether it will upset your own plans.
