Struggling with Time Management

Overwhelmed and stressed! We all want more time in the day to get tasks completed, yet we all struggle finding ways to make it happen. Looking back on the best things I’ve learned from others, I have narrowed down to three ways for YOU to streamline your day to feel a sense of accomplishment. More importantly, included is the how not just the what you can do if you commit yourself to see a change!

“Unless commitment is made, there are only promises and hopes…but no plans.” Peter F. Drucker ?

1.?????Manage Your Email Inbox:?

Make this your ultimate to-do list! My heart misses a beat when I see someone with 3,752 emails in their inbox! No wonder they may feel a sense of overwhelmed. How can this possibly be managed? How many important messages are going missed, buried in the rubble? Here are a few suggestions to get started:

A.?????Delete Emails: Don’t be afraid to click delete, it’s not lost forever. I search my deleted box 15 times/day for emails I thought I would not need again. Learn to master the search tool.

B.?????Create Folders: If you feel the email is so important, move it to a folder. It’s acceptable to have as many folders as you want/need.

C.?????Control Spam: I used to unsubscribe emails, but found all I got was even more. Click the “Block Sender” button in Outlook so future emails from this address get automatically redirected to the junk folder. In a few weeks you will see a major reduction in the total emails you get.

D.????Create Rules: When you create rules, this sends the message directly to a specified folder without being seen in the inbox. This is best used for automated email reports you do not need to review timely, but need easy access to.

E.?????Use Flags: Flag your important items in your inbox so they stand out.

When you have an easy to manage inbox, it’s now your easy to see to-do list! If the email is in your inbox, you need to do something with it: read it, respond to it, start a project, etc. When done, move it somewhere else. Out of sight, out of mind and remember you can always search for it later. Ever think of something important at night, personal or professional, you need done tomorrow? Send yourself an email! This way it's right in front of you on your to-do list.

When your day is over, review your inbox and make sure you are good to go. Did you address all your critical items of the day? Anything not able to wait until tomorrow? I always feel good leaving when under single digit number in the inbox, but every day presents something new. ?

2. Write it Down:

This one is a little trickier (or stickier for some), as having 2 lists (one paper, one electronic) can be difficult. What I have found, is most people aren’t going to send themselves an email when on a call or in a meeting so you must have place to write it.

I used to subscribe to the sticky note program, but after losing too many, having one notepad to write on was more helpful and easier to take with me. I like a small, dedicated notepad for my paper to-do tasks. Make it different from others (yellow, pink, labeled “To-Do”). Use it for the simplest of tasks, reminders popping in your head during a meeting, or for projects requested from supervisors.

Ultimately, anything and everything, big or small, needing your attention, should be on one of your two lists. Otherwise, out of sight, out of mind. Remember to include this paper list in your review at the end of the day to ensure you aren’t leaving important tasks behind.

?3. Live By Your Calendar:

Schedule as much as you can! It never fails, the most important tasks of the day tend to take backseats to the lesser ones and we find ourselves at 5pm saying “better luck tomorrow.” Though I work in a world where inevitably nothing goes as planned for schedules, I’ve learned we have much more control than what we want to make of it. Stay true to your time! Rarely, is anything so bad or need such immediate attention it can’t wait until the top of the hour when you finish with your current “scheduled” task.

Blocked schedules are not just for meetings. Create reoccurring schedules for your important weekly items too. Other people don’t have problems filling your days and you shouldn’t either. I dedicate time Tuesday mornings to review client satisfaction surveys and Friday mornings to review fresh financials. What are those important tasks you need to commit to that often get away from you?

I have just come to appreciate scheduling time for myself! Block time you can use to catch up on something needing attention or time to use when those “urgent” unexpected items come up. Build in some buffers. Do you ever block lunch or specified time for your end of day review? Try it! ?

Most important is to find a system and make adjustments to fit you! Take recommendations such as some of the above and make them your own! In the end, you can enjoy the extra time clearing more tasks or enjoying the extra time away from the office!?