Laura Stack - The Productivity Pro, Time Management, Getting Things Done, How to Be More Productive

Time management is dead: The new reality of productivity

We’ve all been there. There’s mail piled up on the corner of your desk. You have 37 unread e-mails. The phone is ringing (not that phone – the other phone). And you’ll be lucky if you can get through three of the fifteen items on your to-do list.

Oh – and you have four hours of meetings ahead of you.

It didn’t used to be this way. The world has changed in the last decade or so. Has your approach to time management changed with it?

If you find yourself stressed out and frustrated every time you try to hunker down and take control of your time, there’s a good chance that’s because you need a new way to think about time management. Don’t fall into the trap of trying to force yourself to work within a system that just isn’t compatible with the pace of your day or the nature of your work. Just like electronic organizers are perfect for some and others swear by paper planners, even the best time management system will fail if it doesn’t jive with the way you get through each day.

If you’re looking for a productivity system that is compatible with real life, consider 4-A Time Management. By focusing on four key elements of productivity you can create a flexible, customized productivity strategy that is compatible with the fast paced demands of today.

Activity. When there are 117 things that could be done next, how are we supposed to prioritize? In this new era of productivity, it is pretty much impossible to successfully schedule your day in advance. You might set out a clear list of objectives and a bulletproof timetable, but we all know that one unexpected phone call can cause the whole plan to collapse in on itself – priorities change, a crisis pops up, a deadline is moved up a week; these things happen.

Since you can’t plan for everything, it is important that you have a crystal clear understanding of what your priorities are. If something happens that is beyond your control and these priorities need to be adjusted – fine – but until then, you should have a game plan.

Evaluate your to-do list to see which tasks will yield the greatest benefit. The old A-B-C method probably won’t work if the flow of your day changes often. You need a new method of deciding where to spend your valuable time.

Think about the average amount of time that you can work uninterrupted. Which of your tasks will benefit most from that undivided attention? Which require a lot more or much less? Make a plan to work on the bigger, more time-intensive projects when you know you’re least likely to be disturbed. Save the little ones for those windows between meetings and phone calls when you won’t get much else done.

If one of your important projects is just too intimidating for you to ever make any headway, break it down into smaller, manageable steps. I guarantee that nine times out of ten, once you get started you’ll forget why you put it off for so long to begin with.

Availability. The best laid plans won’t stand a chance if you don’t find a way to control your availability. Your time is your most valuable asset. Don’t just give it away to anyone who asks! You’ll never have complete control over your availability, but it’s important to know how to carve out blocks of distraction-free time that is conducive to productivity.

Meetings are notorious for eating up massive blocks of time. Learn to say “no.” It’s pretty likely that you don’t need to be at all of the meetings that you’re attending. Can you send someone in your place? Ask for the minutes to be forwarded? Address the situation with a quick phone call? Evaluate whether the meetings you attend are really necessary.

When you’re not in those meetings, schedule time to work. In some jobs this is easier to do than others. It might just be a matter of shutting your office door and setting your phone to voicemail. Or working from home or heading to Starbucks with your laptop. You might need a clear signal for your co-workers, like using a do-not-disturb sign or putting on head phones when you need to work uninterrupted.

Whatever your solution – don’t abuse it. If you try to make yourself constantly unavailable, you will quickly find that others lose respect for your “I’m busy” signal.

Then you’re right back where you started, whether you’re up against an important deadline or not.

Accessibility. You’ve already decided that you aren’t going to give everyone around constant access to your time. The next step is to make sure that you have easy access to the information, tools, and resources you need to be productive.

Invest the time necessary to make sure the things you need on a regular basis are at your fingertips. Things you access frequently should be filed on your desktop in an organizer or in a drawer that’s at arm’s reach. Put the files you only use occasionally where they are accessible at your desk, but give the easiest access to those things that you reference regularly. Archive files you rarely need in the bottom drawers or in files away from your desk.

Perhaps the most important and overlooked thing you can do to get organized is to structure your electronic files. In an age where most files are electronic, it’s easy to lose them to the vacuum of cyber storage. File electronic documents similar to the way you would paper ones. Don’t just plop everything in “My Documents” or on your desktop and leave it for lost. Set up folders and sub folders that have intuitive titles that you’ll easily navigate. Use dates and enough detail in file names that you won’t have to open multiple documents when you’re looking for something specific. In short, do the initial work of saving the files in an organized manner to make referencing them an easy task.

Stopping to hunt for what you need not only wastes time, but it destroys your rhythm and forces you to break your concentration. It’s well worth it to organize as you go.

Attention. The most effective time management system in the world won’t do a thing to improve your productivity if you don’t focus on the task at hand. For many of us, the problem isn’t a lack of willpower; it’s having the restraint to refuse distractions.

This means closing Outlook when you’re not working on e-mail and trying to check it only a few times a day. Resist the urge to open messages as they come in. This also means letting the voicemail light stay on until you’ve finished what you’re doing. Treat your project time like an appointment with a coworker. Ignore the phone, the e-mail, and the urge to go get a cup of coffee.

Of course, avoiding email and the phone might be much easier than avoiding the distractions that come from coworkers. If you’ve already put your “do not disturb” signal in place, be it headphones or a closed office door, and you’re still being interrupted, it’s time to tactfully redirect the person distracting you.

Acknowledge the issue and let them know you’re in the thick of an important project. Ask if you may give them a call in an hour when they may have your undivided attention.

Just remember – it’s better to be like a postage stamp and stick with something all the way to the end than it is to be a butterfly that flits from task to task!

So forget managing your time – it can’t be managed. Manage yourself with these 4 A’s and you’ll increase the likelihood you’ll have a productive day.

Make it a productive day! ™

www.TheProductivityPro.com

How to Concentrate: Act Like a Postage Stamp and Stick To It!

Nowadays, so many things compete for your attention in the workplace that it can be hard to concentrate on what's important. If you need to improve your ability to stay on target and focus on the task at hand, implement the tips outlined below.

1. Set up your office for maximum productivity and minimum distractions. You need privacy to concentrate and discuss sensitive issues. Don't just take what you're given; reorganize it into a configuration that works best for you.

2. Avoid wasting time by daydreaming. Daydreaming can be a real productivity bandit -- but as long as you don't use it to procrastinate, it can be very helpful. Harness its creative powers, and use it for thinking time that can lead to productive ideas.

3. Remember things more easily. Busy people need good memory skills to help them remember details. Sharpening your memory can be as simple as using good memory tools: always writing things down, keeping running lists, leaving yourself voicemails, etc.

4. Focus on priority projects without getting distracted. Be like a postage stamp: stick to one thing until it gets to its intended destination. Learn to juggle multiple tasks and projects effectively, but don't flit around from one item to another without completing anything.

5. Focus on one thing at a time. Don't "multi-task" or attempt to do too many things at once. Start by focusing one on item instead. Don't interrupt yourself, and prioritize your tasks so you know what needs to be done first.

6. Make lists and record everything you need to do. To keep from dropping the ball, capture every thought using either paper or electronic methods. This pulls what you need to do out of your memory and relieves your brain of the burden of repeatedly thinking about everything you need to remember.

7. Read quickly and maintain concentration. Learn to benefit from new reading techniques designed to boost productivity, and toss whatever's boring or useless to you. Getting through your reading more quickly frees up time for other priorities.

8. Recognize signs of brain overload. If you have no idea what to do first or where to begin, learn how to get your mind focused again. For example, create structure and deadlines for your work, jealously guard your attention from distractions, or try some deep breathing exercises.

9. Get absorbed in a task. Become fully present-focused. Learn to "get in the zone" and achieve a state of momentum where time seems to fly. Start by mastering your job, ensure no interruptions, and always strive to be in the moment.

10. Concentrate on a task that bores you or doesn't really interest you. Even tedious tasks must be completed. Get them done early so the rest of the day is more enjoyable, reward yourself for getting the job done, and vary your activities.

You can't get your work done if you're distracted. Learn to trim away all the minor things competing for your attention, and fine-tune your concentration to a laser-like focus. You'll be surprised at how much you get done -- and how much time you'll have to spend on what's really important.

© 2008 Laura Stack.  Laura Stack is a personal productivity expert, professional speaker, and author who helps busy workers Leave the Office Earlier® with Maximum Results in Minimum Time™. She is the president of The Productivity Pro®, Inc., a time management training company in Denver, Colorado, that caters to high-stress industries. Laura’s newest productivity book, The Exhaustion Cure (Broadway Books), hits bookstores in May 2008.  Laura is a spokesperson for Microsoft, 3M, and Day-Timers®, Inc and has been featured on the CBS Early Show, CNN, and the New York Times. Her clients include Cisco, Sunoco, KPMG, Nationwide, and MolsonCoors.  Contact her at www.TheProductivityPro.com.