Get More Done in Less Time

Tuesday, February 2, 2010 Leave a comment Go to comments

(Photo: margolove)

How are you possibly going to get everything done today? The answer is simpler than you might think. Focus.

We have all been there, it may be an mounting pile of work, a project needing completion, or a customer presentation you have not even started to put together. You may be thinking you are up against an impossible mission, but don’t give up – just stay focused.

Getting Started

Take time to clear your head and relax so you can start with a clean slate and concentrate. Many people find by allowing yourself a calm before the storm, it allows you to enter into your project with a clear head focused on the your desired out come. For me it could be reading a book and having a cup of coffee; others may go for a walk, hit the gym or read the morning paper. Do whatever works for you, but by allowing your mind to calm you are preparing it for what lies ahead.

Get in the zone

As you prepare to take on your day be sure:

  • The location is free of disruptions.
  • You have everything you need.
  • You are prepared.

I will grab something to drink, go into my office, close the doors, tune to my favorite internet radio station, sit at my desk, clear away any distracting clutter and organize for the day. Do what works for you.

Sometimes all it takes is a change of location to really focus, there are times I have packed up my laptop and found a far corner of the local library for some distraction free concentration. Some people enjoy having music on in the background, others do not. I find music gets me in the zone and allows me to zero in on my task. Whether it be music, a change of location or something else determine what works for you and make it happen.

Planning

Task List: It’s best to keep a task list of some sort be it electronic, a note pad, or just a scrap of paper you write your “to do’s” on.

Prioritize and Schedule: Prioritize your task list  by sorting them into urgent, important and non-urgent tasks. If you have trouble prioritizing, use the 80/20 rule (aka Pareto’s law) to determine what the important tasks are.

Staying on Track: Now you have prioritized your day and determined the first item on your list, break it into small pieces. As you do this it will make a large task seem less daunting and as you accomplish each piece you will build momentum as you move throughout the day.

“Your daily schedule helps to focus the mind, holds it steadily to one thing at a time and in the right order. Following a logical sequence tends to eliminate confusion.”

Keep a stringent schedule for your day. As mentioned, I take time in the morning for relaxation so I can come in the day focused. I move right into my projects and phone calls, check and respond email before lunch, come back, work on other projects and phone calls, check email an hour before the day is over, review my next day, prioritize, clear my desk of clutter and I am ready to start the next day with a clean slate.

Not everyone is the same, so when you find a method that works for you, stick with it. Soon you will see you will be getting more done in less time by using focused planning and execution.

More Tips:

  • Only check email twice per day. This is not easy to do, but is productive.
  • Let your calls go to voicemail knowing you can get back the callers when you decide to break or complete your task.
  • Don’t multitask. Multitasking has been proven time and again to be the cause for lack of focus. When you multitask, you never do anything well.
  • Inundated with random thoughts? Keep a notebook, task list, or sticky note pad near by. As I am working I have stack of index cards I use. If something pops into my head I write it down knowing the thought is saved there on the index card for later and I don’t mentally have to keep coming back to it.
  • Schedule time for future tasks. As new tasks present themselves, put them through Pareto’s Law, prioritize them, and schedule them for the future.
  • Rest, eat appropriately and exercise. It has been found these habits are contribute greatly to your level of concentration.
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  1. Sunday, February 14, 2010 at 12:04 PM | #1

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