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Tuesday, 02 Dec 2008
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Working
Smart: Unclutter Your Mind And Get the Work Done
by
Peggy Duncan
Is your head full
of bits and pieces of information concerning the many tasks you
have yet to complete? Are you wasting brain cells trying to remember
deadlines, due dates, and promises you've made? I call this mind
clutter. I don't have it because I create lists and forms and
have all types of external cues that help me remember to do things.
I even have an external cue to help me remember to check another
cue (e.g., a computer reminder tells me to check my follow-up
file).
If you find yourself running around putting out fires all the
time instead of being prepared for whatever comes your way, it's
time to change. Here's a good way to start.
1. Purge and organize everything around you.
If you don't love it, need it, or use it, get rid of it...from
your clothes closet to your mind to your computer. Give everything
that's left a home, putting like items together.
2. Set goals. You've talked a lot about what
you need to do. You've claimed that you've tried and tried to
do this or that. Take 'try' out of your vocabulary and take the
steps to do what you need to do. Once you set goals for yourself,
you'll be very clear on what you should spend your time doing.
3. Write down everything you need and want to do (at
work, then at home). I mean every little or big thing
you can think of. Now look at the list and batch similar or related
work together. If there's something you can do quickly, say two
minutes or less, go ahead and do it.
Now look at the list and pick out the most important project
you need to complete or goal you need to meet. Since any one of
these will require more thought and time to get it done, you'll
need to plan how you'll do it. Spending time upfront to plan will
save you time later.
a. Name the project. Determine what the objective or outcome
is.
b. Write down every thing, big or small, that you or someone else
needs to do to make it happen.
c. Prioritize everything that needs to be done, adding timelines.
d. Schedule each task on your calendar to work on it, starting
from the deadline and working backwards. Add time for contingencies
such as interruptions and unexpected crises.
e. Get everything you need for the project, including all the
resources you'll need to pull it off.
f. Set up systems that will help you remember each step and due
date. Get everything out of your head and use a to do list, tickler
file, planner, PDA, checklist, computer reminder, or whatever,
to help you remember.
g. Do the work as planned.
h. Now repeat this process for all your other projects or goals.
If you're digging yourself into a hole, it's time to stop. It
is way past time for you to pull yourself together, set up logical
systems for getting things done, and create time for the life
you want.
Peggy Duncan is a personal productivity expert, a combination
professional organizer, project manager, and computer trainer.
She travels nationally teaching busy people how to work smarter,
and is the author of three books: "Just Show Me Which Button
to Click!," and her latest, Conquer Email Overload with "Better
Habits, Etiquette, and Outlook Tips and Tricks." For more
information, visit www.peggyduncan.com
or call 770-907-8868.

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