If you’re like most of us, there just aren’t enough hours in the day to get everything accomplished and still have a few minutes of sanity to yourself. There are numerous things pulling us in twice as many directions, so staying on top of your game and being efficient and organized is key to successfully juggling life these days.
Fortunately there are proven techniques to managing our time and being the most efficient…..and effective….that we can be. Here are a few of the things that absolutely work for me.
- MAKE LISTS! I really can’t stress this enough. After 3 or 4 (or more) decades of storing stuff on the ol’ hard drive (otherwise known as our brain), it’s pretty much full and in major need of a defrag. At least for me, keeping everything in my head just doesn’t work anymore. I find that if I write something down, it lessens the pressure of having to remember it, so I can move on to the task at hand, which is usually trying to get to sleep!
- Organize your lists by category; i.e. one for shopping, one for tasks. You can even organize them a step further by breaking down the shopping lists by store, and the task list by sub-categories, such as People to Call, Chores at Home, Articles to Write, etc.
- Prioritize your lists. Pick the top 3 things and as Nike says, “Just do it!” Then cross them off your list and re-prioritize. It’s about pulling your collar up around your neck, pushing your hat down onto your head and riding on into the wind. Once you have even just a couple of items crossed off your list, you’ll be amazed at how much better you feel.
- Break tasks down into smaller bits. Even if you just have a few minutes, you can get something done that will make the overall task seem much less imposing.
- Get your work space organized. Clean off the desk so you can find what you’re looking for. Purchase plastic stacking trays and vertical file holders so that you can sort these items into some kind of system that makes sense to you. Next time the ex-husband decides to pull a fast one, you’ll know right where to find that all-important marital settlement agreement!
- Carry a day-planner or calendar. With business appointments and the kid’s soccer games, this is the only way to know what you’re doing, before you’re actually doing it. A calendar will not only help you schedule future meetings and appointments, but you can also write down everything as it pops into your head. Having a place to jot down your thoughts and ideas is an invaluable tool to stay organized and relieve your self of the pressure to remember everything. You will find that once you’ve made this a habit, you will be lost without it. Once I left mine on the chartered bus after a business seminar and I was frantic for the entire weekend until I was able to reclaim it again on Monday. The mere thought that the person who cleaned the bus might find it and do away with it, nearly sent me into cardiac arrest.
- Structure your time. Set aside the same time of every day, or week, to complete certain tasks, and stick to your schedule. If you are bad at returning phone calls or emails, set aside the same block of time every day to make sure you respond to everyone. You will feel much more satisfied that it’s done, and your clients and business associates will appreciate the fact that you’re so timely and consistent in your follow up.
- Begin each day with a time-management session. Sit down for a few minutes and plan out your day. Figure out what absolutely has to be done, and what can be done with left over time, and set about getting those tasks complete.
- Learn to outsource or delegate. Regardless of the size of your company, there are many things that someone else could be doing for you, while you do what you’re best at….running your business. Why waste precious time struggling with the layout of your brochure, when a Graphic Designer could get it done lickety-split for you? Why spin your wheels organizing that shoe box full of receipts, when your Virtual Assistant is there just to help you out with that? By outsourcing those tasks that don’t directly make you money, you turn your stress into….. (drum roll, please)…..BILLABLE TIME!
- Stop Multitasking. If you’re writing an article for your blog, then just write. If you’re billing clients, then just concentrate on the invoicing. If you’re deep in the middle of a project, ignore the ringing phone…..you get the idea. While multitasking definitely has its place, studies show that overall, trying to do too many things at once can actually result in having less time, due to the inefficiency and lost momentum that multitasking can sometimes produce.
- Wake up earlier or go to bed later. I realize this won’t work for everyone, but I work best early in the morning. I recognize this and use this time to its maximum advantage. Figure out what your best time of the day is and use that time to get as much done as possible.
- Group errands when possible. Plan the errands that need to be done by priority and location. Don’t spend precious time driving across town 3 times, when you can drive from A to B to C in an efficient manner. You’ll save valuable time on the road and the bonus is that you’ll spend way less on fuel!
- Learn to say no. This is a biggie, but so important! You can’t possibly be all things to all people, so sometimes we have to make those tough decisions.
Drop me a line and let me know what tricks and tips have helped you stay organized and effective in this crazy life!
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Hej. Wonderful contribution. Thank you! e-mail is a rightful means of communication. I favor Outlook as my email client and with the help of Email Sorter Wizard, an Outlook add-in, I get all my email organized. I’m sure people will get great information from your blog.