Meetings
- Shrink appointments. Most people schedule an hour, usually more than needed. Book 45 minutes for long meetings and 20 minutes for short ones.
- Insist on an agenda.
- Don't book back-to-back appointments. Add downtime between meetings to take stock of recent meetings, and respond to new enquiries.
- Start on time - even if not everyone is there. If key people are missing, cancel the meeting - it's not ok to waste other people's time.
- Delegate or duck out. Not sure what the meeting is or why you've been invited? Ask the organiser to clarify why you're on the list. If they've asked the wrong person, suggest a colleague. If they fudge the answer, decline; you might ruffle a few feathers but save yourself some time and sent a strong message.
To Do Lists: Making 'to do' lists sharpens our focus. Writing down items, completing them and crossing them off, gives a sense of accomplishment that can energise. But not all 'to do' lists are the same, so here are some suggestions.
- Be your own boss for two minutes. Ask yourself 'Which three tasks does my employer care about most?' Every day cross reference the list with today's tasks and prioritise.
- Timetable your tasks to match your most productive times. keep a diary for a week to note the time you are at your best.
- While you travel, use a Dictaphone to make notes on things you need to do. (Kelly Hoppen)
- Use an Excel spreadsheet with a colour-coded list to see what is most urgent. Each morning take 15 minutes to review and move items up or down to prioritise. (Sophie Hobson)
- Use blank sheets of unlined paper and draw pictures and diagrams. (Edwina Dunn)
- Use a paper diary with a week per page. Don't double-book and space out meetings and deadlines.
How to Push Back
- Be less available. Unless you've promised to be available at a certain time or you will reply straight away, they should be able to wait until a time that suits you.
- Suggest alternatives. If you see a smarter way to do things, suggest it to your boss. Could two weekly meetings be merged? Does a pointless form slow you down?
- If you can't say No, say Not Now or Not Me. If it isn't urgent, ask to postpone it. If a colleague is more suitable, ask them to replace you. If anyone questions this, politely explain you have a heavy workload at the moment and need to prioritise to get it all done.
- Divert calls to voicemail.
- Check email only twice a day.
- Switch off alerts and reminders - they are distracting.
- Find a quiet room.
- Don't share your work emailwith friends.
- If you wake up early, get up and do something useful. Clear your email, think about long-term plans or read an interesting article.
- Plan your wardrobe the night before.
- Go Mediterranean and add nuts and fish to your diet - they can improve mood and focus in ten days.
- Exercise at lunchtime releases feel-good endorphins which improve mood and reduce stress.
- Take proper breaks away from your desk or computer. Take a walk if you can.
- Keep emails short. Be clear in the subject line - Action required or For information only.
- Plan to spend proper time with family and friends at the weekend to feel more relaxed and revived for Monday.
Feature in Glamour, September 2014
