Tip 2: Use a time management system. Find a time management tool that works best for you and one you'll actually use, such as a time management software program, your iPad calendar, an e-mail calendar, etc. Use the tool's reminder feature to stay on top of scheduled appointments and meetings.
Tip 3: Create a task list. Start each workday by determining what you need to get done that day. Prioritize each task and create a list. It's important to do this every morning so you get in the habit of prioritizing. You'll also get a sense of accomplishment as you check things off your list.
Tip 4: Establish a routine and schedule. "Routine" and "schedule" are crucial words when it comes to time management. As much as is possible during the whirlwind tax season, establish a routine and schedule. It's helpful to get your entire family involved and together decide what each person can do to help out.
Tip 5: Put everything in one location. If you think your e-mail inbox is the one location, think again. Keeping action items in your inbox is the kiss of death because you'll spend all day living in your inbox, reacting to things as they come in. You'll never get anything done. If action is required, note that on your to-do list.
Tip 24: Keep work and personal time separate. Keep work time and personal time separate. You need the ability to unwind, and carrying work home doesn't make you a more effective employee or person. If you're a home-based worker, keep your business space separate from your personal space so you can enjoy your family.
Tip 26: Otis Redding had it right. My time management tip is from the Otis Redding school of management. Otis wrote and sang the song "Sittin' on the Dock of the Bay." My favorite part is, "I can't do what ten people tell me to do, so I guess I'll just remain the same."
Whenever I'm feeling out of control, I've borrowed a process we use in our i2a: Insights to Action process, called Top Five Steps (or priorities). I sit down and start jotting major projects and ideas on sticky notes and categorize and prioritize them into top five buckets. I then further prioritize on a worksheet, with columns labeled critical, essential, and incidental. Then I can see what's most important and quickly regain my focus.
We also find this works great with project teams, departments, and other groups as well as individuals.
Tip 37: Turn off smartphone notifications. In this day of the smartphone, I've started turning off the notifications to various apps. The constant dinging of e-mail, texts, tweets, Facebook messages, to-dos, etc., is distracting and breaks my concentration. The badges on the apps are begging me all day to open the app and look to see what I received, like a kid at Christmas. If I turn them off, I don't look at them until a more appropriate time. I can always turn them on if I'm expecting something important or I'm not doing something where I need to concentrate.
Tip 40: Review your schedule in advance. Look at the schedule for your next day before leaving for the day. On Fridays, look at all of your scheduled appointments for the next week. This will give you time to subconsciously prepare and make sure that you don't overlook important items.
Tip 41: Strive for a clean inbox. I don't go home until my inbox doesn't scroll past one screen of messages. I answer them, file them, or add them to the appropriate task list.
Tip 43: Work on one thing at a time. The phone rings . . . a "reply all" e-mail comes through. Interruptions are real time killers! The solution? Look at everything you have on your list and pick the most important thing. It's amazing how fast you can get something done if that's all you do. Work on it, uninterrupted, until it's completed.
Tip 49: Allow yourself uninterrupted time. Make it a priority to have some time every day when you can work uninterrupted. Turn off your phone, put a "do not disturb" sign on your door, and don't look at e-mail. Without interruptions, you can focus on getting things done and increase your productivity the rest of the day.
Tip 53: Try to stay organized. As tax season progresses, try to keep your desk and office organized and uncluttered. Time spent searching for documents that are buried under piles of paper and file folders is wasted and stressful.
Tip 55: Take time for yourself. Even if you can only fit in a few minutes, take time for yourself. Taking a short walk, especially outdoors, is perfect. Time away from your desk will recharge your batteries so you can remain focused.
Tip 59: Set a timer. When you put off a difficult task due to complexity or tedium, you're wasting time and stressing out by procrastinating. And a cluttered mind impedes thinking. Instead, set a timer for thirty minutes and until the bell goes off, tackle the nagging task. Once you get started, you'll probably find yourself on a roll and work beyond the time to get it done.
Tip 60: Don't let others control your calendar. Use discretion in accepting Outlook meeting requests. Systematically refuse meetings that don't align with important priorities, such as customer-experience improvement.
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