Being productive on the job doesn’t have to mean sacrificing quality time with family or friends.
Taking small steps to get organized, consolidating tasks, and setting realistic priorities are key to balancing work and personal life, according to Stephanie Winston.
She is the organizational adviser for Office Depot and author of several books including “The Organized Executive” (Business Plus, 2001). It follows that Winston is rife with tips for tackling work and having personal time to spare.
Is there one key to managing a hectic schedule?
Getting organized is one of the most important factors, but so many people are overwhelmed just thinking about it. They crash, and say they can’t do it. The trick is to find simple, straightforward, creative ways to bring you there.
What is your first, best strategy?
Put an end to phone tag. How many times have you gotten voice mail from someone saying, “Call me?” You can’t prepare at all.
On your greeting, ask callers to leave a detailed message so you can understand what is entailed and have a sense of what will be involved to handle that issue. It’s a great time saver.
What tips can you offer for setting priorities?
Draw up lists: one that says “work productivity and goals,” and another that says “personal life, family and friends.” For each of those two main categories, write down no more than 10 things you would like to accomplish before the end of the year. Make this list as realistic as you can. Maybe a budget report needs to be finished by the New Year. How about dinner with your best friend once a week? Or reading a book for pleasure instead of work.
Then, you look at the time you have in your schedule. Consolidation can help you here. Look for ways to piggyback activities to make them more efficient. For example, say you need to upgrade some computer skills? Why not bring that friend who you know gets into computers so you can spend some quality time together — get a drink before and maybe eat something after? Got a chore that needs to be done? Invite a friend over to help.
How can people stop wasting their downtime?
All of us have ended up stuck at an airport, waiting for a conference call or standing in line. Anytime you have a quick 10 to 15 minutes in between other things, use that time to make an appointment, write a short note or e-mail a client.
What are your suggestions for handling e-mail?
The rule of three has two applications. If you have more than three e-mails between you and another person on the same topic, stop those e-mails in their tracks. Pick up the phone or go down the hall and say, ‘Let’s talk.’
When you are composing an e-mail, once you’ve gotten to the third paragraph, that is way too much time spent typing. Pick up the phone and talk it through with the person.
Can certain products bring about greater organization?
I advise clients that just a few tools can help (them) be more productive. Many people find themselves on the road, carrying with them all of this stuff — their brief case, bags of things — and they still end up forgetting the most crucial thing in a pile on their desk. Again, consolidation is the solution. For example, a flash drive provides easy access to all your information including documents, presentation materials and photos.
Sheba R. Wheeler: 303-954-1283 or swheeler@denverpost.com.
