Keeping time on your side

For many professionals, there isnít a day that goes by without some ëtime regretí. That feeling of frustration as yet another work day passes by without making a significant dent in the growing list of action items. Work is easily derailed by time-eaters such as meetings, ad-hoc requests, emails and mobile phone calls.

ìDifficulty in meeting daily job-productivity goals is a common problem for professionals at all levels, even the highest,î said Amy Klingel, Division Director, OfficeTeam. ìHowever, the situation can be greatly improved by making some simple adjustments to the way you work.î

The following are OfficeTeamís suggestions for taking better control of your workday:

Analyse your schedule. For the next week, make it a point to write down what you do and when you do it during the work day. Keep your notes brief as you donít want the task to be so time-consuming that it gets in the way of work being accomplished. Include things such as how often you sort through emails, make phone calls or attend meetings. At the end of the week you will be able to identify which tasks take up most of your time and in what ways and by whom you are most often interrupted

Talk to your supervisor. Once you understand how your current schedule works or doesnít work, make a time to meet with your supervisor to discuss ways to work more effectively. This could include delegating tasks to a co-worker or asking for assistance on time-intensive projects. It will also help your manager better understand your workload and the reasons why you might be feeling overwhelmed or are having difficulty meeting deadlines

Create ëtime windowsí. Once you have determined what should and can be changed in your current work schedule, develop an action plan. A simple and effective method is to set aside ëtime windowsí for specific tasks, such as reviewing emails, making and returning phone calls, or attending meetings. Where possible, group similar tasks together during those windows and stick to the work you have planned

Give yourself permission to check out. If you are often interrupted by co-workers or phone calls, donít be afraid to declare a time out. Let your co-workers know that you are setting aside an hour to focus on the task at hand without any distractions or interruptions and you will find co-workers will be accommodating when they know youíre working to a deadline

Reward yourself. Keeping to a schedule, no matter how personalised or flexible, is challenging because it takes discipline. Give yourself credit for adhering to your agenda and accomplishing all ëmust-do-by-todayí items. Be realistic. Some days you will be more productive than others, so do not worry if you lose track temporarily. Also, strive to create a balanced schedule that makes the most effective use of your time, while allowing you to do things for yourself, such as grab a daily coffee or have lunch with friends

ìMaking more effective use of your time while on the job requires commitment, as well as good communication with your managers and co-workers,î said Klingel. ìBy creating a flexible yet realistic plan for prioritising your workload, you will be able to keep your ëto doí list from snowballing. You will know exactly how your work day was spent, and most importantly, you will have something to show for it.î