robyn pearce
when I’m getting tired, let the sub-conscious work on them whilst I sleep (hey, that’s got to be efficient, don’t you think!), and in the morning I find I’m at least ten times faster. Plus the lack of interruptions gives me a clear run at anything a bit complex. 2. Block out “non-interrupt” time at the time of day you feel freshest and (if possible) when you’ll get the least interruptions. Let’s assume you’re now at work and all the normal “stuff” is rolling in. Ask yourself “when do I get my best work done?” A principal has teachers and other staff to organise and the beginning of a school day tends to be frenetic. Get everyone else underway with their work first and then go into your office and shut the door for at least an hour. Give your secretary permission to be a dragon. Only let people interrupt you if there’s a real crisis.
It’s not that people mean to be rude – they just want to know when you’ll get back to them. Or they’re seeking reassurance that you will indeed respond in a timely way. Or, they fear they may not get another opportunity to catch you. Also, people treat us in the way we allow them to. They can be politely educated to change.
Once you’ve written your list, focus only on the top five priorities - even if you’ve got 20 items on the list. To decide your Top Five for the day, use the following questions as filters:
4. Prioritise the “to do” list. Many people make extensive “to do” lists. However,
If the list of “absolute must dos” still seems too long, jot down beside each item an
• What is the best use of my time right now? (As Brian Tracy says.) • What will make a long-term difference?
“ We can’t get up early if we don’t go to bed early. I find it better to leave things at night when I’m getting tired, let the sub-conscious work on them whilst I sleep, and in the morning I find I’m at least ten times faster. ”
3. Let people know you’re unavailable and when you’ll get back to them. You might like the strategy the senior staff at a large private school near Auckland adopted with great success. The middle school principal had asked me to run a series of one-on-one coaching sessions not only for him but also his three deputies. It was jaw-droppingly astounding to observe the number of people (other staff as well as students) who seemed to think a shut door meant nothing! Time after time people barged in, saw me sitting there with the person they’d come to see, said “sorry” and carried right on with their “very important” question. Solution? A post-it on the doors with the following statement was amazingly effective: “I’ll be available at …… (time). Please do not interrupt – don’t even knock. If you wish to leave a note here, I’ll get back to you when I’m free.”
not many effectively prioritise those lists. Commonly they say to themselves, “There’s too much here – I’ll do the things I can get quickly off the list.” It’s a common solution, but it’s the wrong solution – and those that use it will stay in struggle mode. Their days flash past, filled with a plethora of “work” but with an albatross of discontent and incompletion hanging round their neck. Effective prioritising works in reverse; I think of it as counter-intuitive. Start with the big things, and you’ll be amazed how much more you fit into your day, plus you’ll have a much higher sense of accomplishment. For most of us, the things that make the long-term difference and that will in time reduce the “urgent by default” items are not urgent but they are important. The most effective way to tackle them is by putting them at the top of your daily list. Another alternative is to allocate a specific amount of time, and treat it as an appointment - with yourself. Then, at the beginning of the day, do something on that long-term activity, even if it’s only 30 or 60 minutes. You may not finish, but if you’ve moved the project forward, over time you’ll make a difference because you’re operating from a long-term, more strategic focus.
estimate of how long it will take. This simple technique will: • Clear the mind clutter. • Focus your attention on what’s really important. • Keep you realistic about what you really can do. • Help you realise that, almost always, the issue is what’s in your head, rather than what’s on the list. Our mind plays funny tricks! It’s amazing how quickly you get through the work once you push the anxiety away, and there’s almost always enough time. 5. Clear a backlog of small tasks. Every now and then, forget the long-term projects. Give yourself permission to have a catch-up day. It feels as great as cleaning out your desk. Some people make Friday the “miscellaneous” day.
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