Suggestions to stay on track

1. Negotiate a realistic timeframe

Let people who need your help know that you have several priorities. Challenge your own tendency to say 'yes' without analysing the request. Ask questions like "How urgent is this?" or, "I'm currently working on xxx and they need it done ASAP, so would this afternoon be ok?"

By giving realistic time frames, you don't overwhelm yourself or let down others when you can't deliver.

2. Stockpile tasks

If you need to ask your manager/colleague a minor question, keep a note of it until you have several items.

3. Say no to lengthy social chat

Don't be afraid to politely say this is not a good time for a social chat. People are far less likely to interrupt someone who takes his or her productivity seriously. Agree on an alternative time.

4. Provide an alternative time

Explain why you can't assist at the moment, but give options. This lets your colleague know that they're important to you, but you need to keep focused on your job ("Can we talk after lunch?").
You're not being rude, but letting the person know you have priorities to address.

5. Procrastination - break a large task down into small parts

Procrastination occurs because a large task seems daunting and overwhelming, or because there is no set deadline. By breaking it down into chunks, it makes the job more practical to handle.

The challenge is to make the deadlines for each chunk reasonable. This requires some forward planning with your other tasks to ensure the dates you set are realistic.

6. Email management

You may be spending too much time reading, searching for, and responding to email. Consider:

Establish a new habit of checking your email at certain times in the day, when it is sensible for you and the business to do so
Reading and actioning later, based on its title and priority - you don't have to reply to every email straight away!
Deleting mail - be ruthless; do you really need those 300 emails in your inbox?
Avoid long email debates by using the phone or face to face contact

6. Diarise "me time"

You will be more productive if you have a reasonable work/life balance - so diarise some time to yourself for exercise, to leave the office on time or to simply get some fresh air. It is amazing how stepping away for a few moments can clarify things for you.

Baker Affleck
Level 1, Solac House, 76 Appel Street, Surfers Paradise QLD 4217
PO Box 634, Surfers Paradise QLD 4217
Phone: (07) 5538 3088 • Fax: (07) 5539 0805 • Email: admin@bakeraffleck.com