How do you manage to get so much done?

It is said that if you want something done, ask a busy person.  Why do you think that is?  Often busy people have figured out a good “formula” for getting things done.  For good or for ill, people often ask me for my tips in this regard.  So, without further ado, below are:

AJC’s Top 5 Time Management Tips

1. Calendar It.  Live and die by your Calendar: meetings, travel time, follow-up time, and work time.  Schedule all meetings and invite all mandatory and optional participants. Include the specific location (address, room, conference # with 1-touch mobile format).  When driving, ALWAYS click on the actual address in the calendar.  I have gone to the wrong coffee shop because I *thought* it was somewhere other than the actual calendar location!  Additionally, calendar travel time, follow up time (from other meetings / email catch up), and dedicated work time.  Make it a habit to proactively calendar your time and follow your plan to the extent possible.
   
2. Prioritize, Prioritize, Prioritize.  Write down the “List” of things you need to get done that day first thing in the morning, and number in priority order.  Then DO THAT THING FIRST.  Do the second thing second, and so on.  If you can at least get through the top two or three things that must be done THAT DAY in the morning before your prefrontal cortex is zapped, you are more likely to complete your most important work.  This has the added benefit of giving you a sense of accomplishment that can boost your mood!  Even more effective is to write your list on a white board or notebook that is visible to you and everyone else who comes to your work space all day.  Note: The most important thing is NOT NECESSARILY the most Urgent.  Refer to Stephen Covey’s 4 Quadrants of Time Management to “Put the First Things First.”
3. Moderate (don’t eliminate) Distractions.   “I need some heads down time to get things done.”  Sound familiar?  This is very common - and very true!  If there is a prioritized task which you have added to your calendar for one hour, put up the “do not disturb” notice at your office entrance, silence your phone, and close down your email in order to complete the work.  However, *forcing* yourself to never quickly check on texts or emails can be even *more* distracting sometimes, especially if you are waiting for an important message to come in.  As long as you don’t indulge in the response immediately, my advice is to allow yourself to review incoming messages when in “heads down” time, while not over-indulging in their response; it’s kind of like letting yourself have a single piece of chocolate when on a diet – enough to take off the edge, while not detracting from the overall goal.
4. Defer and Follow Up.  Say this out loud: “I’m trying to finish something important right now, is there a time that I can follow up with you later?”  Try it while driving or in the shower, while you are exercising alone, or even to a friend or spouse.  Saying it out loud will give you confidence – just like practicing for a presentation or to learn phrase in a new language.  Then when you do say this to others, it will sound natural and authentic.  Of course, be sure to actually FOLLOW UP!  You can: 1) Calendar your follow up time, or 2) Add to your daily TO-DO list to follow up with that person at the time upon which you agreed.  If you’re not done or able to have the full conversation at that time, send them a quick text or email with an updated estimate of when you will follow up.
5. Persevere with Patience.  We are all human, and we all make mistakes.  Recognize that no one is 100% perfect at time management.  There will be a calendared follow up that is not completed.  There will be an occasional response to that distraction rather than reviewing and moving back to the calendared task.  There will be a missed follow up here and there.  I tell my kids to try hard all the time knowing that if they are successful 9 times out of 10, the 1 time they need help or make a mistake, others will understand and patiently help.  All we can do is our very best, and know that we will pick ourselves up and try again when we falter.  Hopefully most people you interact with have interacted with you for 9 successes so that the 1 time you make a mistake, they will understand.   And if someone catches you in a 1-out-of-10 mistake as their first experience with you, or you do the same with someone else, hopefully you or s/he will grant the generosity of spirit to make it right.  What was that adage again?  Oh yes, “what goes around, comes around.”

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