They are not at all the same thing. You can busy yourself all day long without doing anything that is even remotely productive. Think about it. When someone asks you something along the lines of, “How are things going at work,†do you answer the question by saying, “busy� If so, then ask yourself this question, “Are you busy with being busy, or are you actually busy being productive�
If the answer is that you are “busy being busy,†then I have some suggestions that I hope will help you conquer the more important projects that you have on your plate. First, it’s important to recognize those days or those moments when you are crazy busy, but accomplishing nothing. Secondly, you need to really look at the projects and tasks that you have on your plate and begin to organize, analyze and prioritize.
Your daily “To Do†list doesn’t have to be a “wish list.â€
- Don’t do the easiest thing first. In most cases, when you start with the easier, non-pressing tasks, you are just getting something out of the way that can probably wait, while neglecting a project that really requires your attention.
- Delegate. We all have obstacles that are in the way of us getting to the meat of our projects or tasks. If something doesn’t really require your attention, delegate it whenever possible.
- Prioritize your project/task list. Microsoft Outlook makes it easy for you to prioritize your task list and manage and monitor your progress. This can be an invaluable tool when used correctly.
- Review your project list twice daily. It is a good practice to review your list first thing in the morning, assess where you are on each project and make a general game plan for the day. At the end of each day, review it again to see where you are, what you accomplished and what needs to be tomorrow’s top priority.
- Ignore emails for the first hour of your day. Ignore phone calls and voice mails for that matter. I know that this is not always possible, but when it is, try spending the first hour of your day concentrating on your highest priority. You will be amazed at how much you will accomplish.
- Close your door. Don’t be shy about closing your door for an hour here and there during your day if you need to. Put a sign on your door to let others know that you are working on something that requires your immediate, undisturbed attention.
- Don’t procrastinate. If there is a project or task that you need to tackle, don’t put off starting on it, even if it isn’t the most pleasant or fun thing on your agenda. And, if it is one of the projects that you haven’t begun simply because it’s so large and multi-faceted that you don’t know where or how to begin, sometimes the best thing to do is to break it down into smaller components, and methodically work your way through each element of the project.
- Ask for help. If you are too overloaded, you might not accomplish anything at all. It’s okay to ask for help. The person helping you just might bring a refreshing perspective to the project.
- Avoid distractions. If you have a steady stream of traffic into and out of your office all day, how will you get anything done? It’s okay to tell your co-workers that you are working on a very time-sensitive project that requires your undivided attention. Unless it is real emergency, trust me, they will understand.
- Does it have to be done right now? Does it even have to be done today…or this week? This is an important question to ask anytime anything new hits your desk. Sometimes it will simply be up to you to evaluate its importance, so if it can wait, by all means, let it wait.
My best advice is to stay organized, manage your project list and keep it visible throughout the day, re-prioritize as often as needed, and take care of important projects first. You can’t avoid the curve balls in your day, but you can certainly assess their priorities.
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