daniel and emily

I was recently challenged by someone I respect very much to find a way to squeeze in another hour's worth of work in a day without working an extra hour.  I kind of shrugged off the challenge, thinking it was a good idea, but more like a "yeah, but how!" attitude.  Until I had one unusually busy day at work -- one of those days you felt so busy but at the end of the day you feel like you didn't get anything done.

So, I put together my own little time management mini course.  I started by asking myself what do I do that I spend all of my busy time doing?  I wasn't quite sure, so I knew I had to keep track.

I found this great website that lets you print your own graph paper!  I printed out a sheet of graph paper and started my day by writing down the things I needed to get done -- my to do list.  I tried to organize it with the most important thing at the top.

Then, on the graph paper side, I wrote the current time in one column, and what I worked on to the right of that.  At the end of the day, I had a page full of me tracking what I did with my time and what I got done.  I review and study how I spent my time and I think of ways to improve.

I learned quite a few neat things:

1. I spend far too much time instant messaging my coworker Josh.  He's a social butterfly -- wants to talk about all sorts of stuff.  What he says is very interesting.  But Instant Messaging is interruptive -- meaning, when he IMs me, I lose focus on what I was working on to respond to him.  After our mini-conversation is over, I think to myself, "Now what was I working on again?"
2. By coming up with a to do list in the morning and planning my day, it helps me resume focus a lot easier.  When I complete a task or was interrupted and need to resume my work, having that list in front of me helps me stay focused on what's most important.
3. The mere fact of trying to track my time forced me to be accountable for myself.  For example, while working on a task, such as reviewing a website, it's really easy to click on links and other links and before you know it, you're looking up Gummi Bears cartoons on YouTube.  Because I was trying to record every activity I do, I didn't want "Watched YouTube" on my record, so I caught myself before going there (not that I really have time to do any of this stuff at work, of course!  This is just an example... really!  I promise!)
4. It helped me see what I can delegate.  I'd consider myself a decent delegator, but I can do a lot better.  I have a wonderful team around me and they are capable of doing more.  By putting together the to do list and the plan in the morning, it makes it easier for me to see what could be delegated.

I asked my coworkers to try the plan for one day.  I think overall it went well.

Do you have any thoughts, tips, or tricks on time management in the workplace that has helped you?  If so, please share your comments below.

 

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