Tip 1: Get it out of your head and onto a list
The best way to reduce what productivity expert David Allen calls GSA: "Gnawing Sense of Anxiety" is to get all the things you need to do out of your head and onto a list. Once a week, take time to make a comprehensive list. Include both personal and professional items. Just writing it down helps you regain your sense of control.
Tip 2: Work your list every day
Take 10 minutes to scan your list. Celebrate the items you can cross off; add new ones. Then once a week do a more comprehensive 30-minute triage.
Tip 3: Have one and only one calendar and to-do list
Many people have appointments in Outlook, on a paper calendar, and sometimes also on a family calendar at home. They keep to-dos on their computer, in a notebook, on countless post-it notes, or on the back of used envelopes. This sort of complexity takes away from the prime benefit of these systems: being able to relax and focus with confidence that you have a system that captures the universe of your responsibilities in one place. Commit yourself to one system.
Tip 4: Plan your highest impact work for your best time of day
Are you at your best at 4:30 a.m. or 4:30 p.m.? Identify when you think most clearly, and plan work for your important projects during that time period. Do email when you don't have to be at your best!
Tip 5: Practice benign neglect
If you sort your work into A, B and C priority, in all likelihood, you can ignore the C's until someone asks you about them. And, you will be amazed at the number that will simply go away. If your C's start to get out of hand, schedule a couple of hours in your low productivity time of day and tackle them all!
Tip 6: Say "no"
Such a small word, but so hard to say. It helps to know your priorities and to be convinced that they are important. A good friend who works with adolescents tells them, "You can do anything you want, just not all at the same time." Wise counsel for many of us!
Tip 7: Schedule blocks of time on your calendar to work on important priorities
If you block time on your calendar, you will have a better chance of protecting that open afternoon when you plan to work at your desk. If you don't, chances are someone or something will intrude and steal that time away.
Tip 8: Identify the work to which you add the most value and delegate the rest
When you are self-employed this becomes a starkly obvious reality. But it is true even if you are an employee. Spend your time on the tasks that you can uniquely add value to, and delegate or share the balance.
Tip 9: Ignore the phone and email in-box
Just because the phone rings doesn't mean you must answer it. And, the vast majority of emails do not require an immediate response. Commit to returning calls and emails in 24 to 36 hours, then let go and keep your focus on your important projects. In a study of technical employees, it was discovered that once interrupted, workers don't return to full productivity for 20 minutes. So, don't let yourself be interrupted
Tip 10: Reward yourself
Don't forget to celebrate your successes — even small ones. Promise yourself a reward for completing a job and then keep your promise. Use that promise as an incentive. It's an important part of balancing your life between work and play. And from that balance, you'll find that your life becomes happier, healthier, and a good deal more satisfying.
