Business Connections by Adams

W I N T E R 2 0 1 8 3 BUSINESS connections Maximizing productivity is always important, but even more so when your workload becomes heavier. Here’s how to more effectively plan and prioritize your tasks: Better prioritize for greater productivity in challenging times Optimize Your To-Do List Start With Long-Term Planning Though it may feel like just one more thing to do, prioritizing your tasks starts with careful planning for long-term goals. The idea is to work toward them gradually so they don’t take you by surprise, causing you to become less productive as a result. Think of the steps you need to take to achieve your goals, and schedule them into your weekly routine. For example, if you have a speaking engagement coming up, set aside some time each day to plan your presentation. Focus on Results Now that you’ve planned for the larger goals, fill in your time with key smaller ones. How do you know which activities are most important? Try using the 80/20 rule, which states that 20 percent of the activities you engage in produce 80 percent of the results you want to achieve. Adjust your time to focus on the activities and tasks that bring desired results. Write It Down Compile your long-term and short-term list of to-do items and prioritize them each day. Start with the activities whose lack of completion will result in undesirable consequences. Honoring important deadlines, preparing for key meetings, and responding to critical requests all fall into this category. Rank remaining tasks according to penalties versus rewards for yourself, your team, and your company. Repeat this process each day, incorporating tasks that didn’t get done the previous day. Stay Focused Productivity and efficiency are increased when you stay focused. In order to do so, try the following strategies: • Eliminate clutter. The more things you have on your desk, the more likely they are to distract you. Take some time to clean up your workspace, leaving behind only those items you really need. • Use the “one touch” system. Strive to “touch” each physical or electronic document only once, at which time you (1) act on it, (2) file it away to be acted on later, (3) delegate it to someone else, or (4) trash it. • Discourage distractions. Include “productivity time” in your schedule, and ask others to honor it by not disturbing you during these hours. • Reward yourself. Stay on task by promising yourself a treat upon completion of important tasks. Changing habits is not easy, so schedule one more to-do task: a weekly check-in with yourself to see how much you’ve accomplished, and how much closer you are to meeting your goals.