Probably the single greatest frustration for people is the pending basket. It never seems to get emptied!
We all love a clean work area and empty baskets but that is not always possible.
Here are a few suggestions on how to make it more manageable.
One thing you can do is sort every thing in your pending basket into different areas or zones. Let’s say you have ‘office maintenance’, ’sales’, ‘finance’, ‘marketing’, within your zone of responsibility.
You would get out 4 manila folders and label each one with one of the zones above. then place thos actions in the folder to be reviewed daily to see what actions can be taken each day to move these items out of pending and into the ‘out’ basket.
You most look in your pending baskets or folders every day and see what can be done. I recommend that you do this every morning, first thing so that you can get as much off your plate as possible before things get really busy.
You also MUST put everything in writing. Many people are guilty of having lots of things in their head that they are remembering to do but which they may forget. This is very bad because that ties up those attention units you have which may be needed in a crisis.
Take a minute to list out all the things you are remembering in each category. Place these in their specific folders and block time in your schedule to actually get them done.
When you are focused on these tasks be sure to have a do not disturb sign on your door or let every one know that when the door is closed not to interrupt unless it is absolutely an emergency.
I was able to do this very effectively at Advanced Polymer Systems and about 11:30 each day I would pop my head out of my office; find out when and where my buddies were going for lunch and then go in and hunker down for another 15-20 minutes worth of calls before we left.
I was very productive and very focused.
You can be, too. Remember, if you are having trouble doing this on your own that you may need to hire a professional to help you form these ‘habits!’
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Time Management