Mastering time management: how to beat distractions, deadlines and overload

1. interruptions by colleagues at peak times   

You have a lot to do and your colleagues keep coming to you with questions or requests. It's tempting to refer them to your voicemail, but this only leads to an overflowing inbox. It's better to ask them to come back an hour later or to call at another convenient time. Problems often resolve themselves or turn out to be less urgent than expected. This way, your inbox stays clean and you can keep on top of things.   

2. difficulties in saying "no 

Are you afraid of being seen as unsympathetic if you say "no"? It just depends on how you say it. For example: "I'm working on an important project at the moment. Can someone else take it on?" or 'Can I do it later in the day? If you remain friendly and helpful, you will come across as professional without taking on any extra work.   

3. colleagues are difficult to reach    

Working with unreachable colleagues can be frustrating. Instead of waiting for an email response, schedule regular office hours. This will ensure that important information is exchanged in a timely manner and that your work does not come to a standstill. Don't forget to agree clear deadlines too.   

4. unattainable deadlines    

Everyone has experienced it before: a deadline that turns out to be unachievable. The secret? Early communication. If you realize that you are behind schedule, discuss this immediately with your supervisor and suggest an alternative solution. For example: "I can't do this today, can someone help me?". This way you avoid last-minute stress and show that you are thinking ahead.   

5. relapse into inefficient habits   

It's hard to break old habits, especially when you get distracted. Do you find yourself constantly reaching for your phone while you're trying to deal with an email? Put it on silent or put it aside. No one is perfect, and it's okay to stray sometimes as long as you're aware of your behavior and correct it in time.   

6. ad hoc tasks disrupt your to-do list    

Ad hoc tasks are small, non-urgent tasks that recur frequently and can significantly disrupt your plans. The solution? Think of your tasks as stones and gravel. The "bricks" are your most important and urgent tasks, the "gravel" are the small, less important tasks. If you're not careful, you'll soon only be dealing with the gravel. So always start with the stones so that you can really begin with the most important tasks. You can deal with the gravel later.   

7. poor planning by your supervisor 

Sometimes your manager's poor planning causes extra work. Have the courage to be honest if you don't have room in your schedule. For example, suggest: "Can I do this tomorrow because I don't have room today?". Flexibility is good, but you are also allowed to set your limits. Good communication is key here.

8. constant rescheduling due to urgent tasks   

Unexpected urgent tasks can disrupt your day. Reserve a block of time each day for these unforeseen tasks. It is important that you have room in your schedule to reschedule. At the end of the day, you can evaluate: Was it really urgent, or could it have been avoided? This will help you to plan and prioritize better.  

Source: www.robertwalters.ch