Claire Westwood

We all have the same number of hours in the day, but some individuals seem to get a lot more done than others. What 7 things can we learn from them?

"Things which matter most must never be at the mercy of things which matter least" -Goethe

1. Modelling
Find someone you know who seems to get lots done in their allotted 24 hours and ask them how they organise their day and what tips they might have that could help you. They will be organising their time around their priorities, with a system that works, and taking time to improve their organisational skills.

2. Focus
Focussing on one task at a time is one way to use time more effectively. If you are flitting from one task to another, responding to emails as they come in, or starting one job then answering the phone and ending up doing something different, then returning to the first task - then this is not good use of your time! Plan your week first thing on Monday or on Friday afternoon so you know what needs doing when you start your week. Get at least one important job done before you put the kettle on!

3. Do things once only
All papers and memos should be dealt with once only. Read and keep, recycle/shred or put aside to deal with during your 'deal with paperwork' allotted time. Stop leaving things till 'later', because 'later' rarely comes. If you already have a tower of stuff to sort out, decide when you will do it, and put it in your diary. Do this task first thing, before any other jobs come in.

4. Block out sections of time
In his book 'The Four Hour Work Week' Tim Ferriss recommends only reading and responding to emails twice a day - at noon and then at 16.00. Switch off your email alert and leave a message telling the senders of the emails that you are only reading them at these times. Most emails can with a few hours! Read and respond to all emails in a group, and delete the ones that are not vitally important. Take action straight away on the items you can action. Set a timer so you only spend an hour at most doing this, and see how quickly you start to get through the list!

5. Eliminate
Always spend time tidying and clearing clutter. This can get 'left' until there in time to do it, and then it never gets done. Being able to find things easily, and not being surrounded by papers and old emails, calls to be returned and so on can really free you up to work more effectively. Block out an hour a week to do this.

6. Phone calls
You can do the same with phone calls. Only answer your phone between certain times and keep voicemail ready to collect calls. Make sure people know you are starting this system and see how they react. If they know you will be available and when, this could actually help everyone to get in touch more easily. Make all return phone calls in one block - write a list and work through it.

7. Important, but not urgent
Most people focus on the 'urgent' jobs but not the 'important' ones. Stephen Covey recommends spending most time on tasks that are important but not yet urgent. For example - keeping yourself fit, tidying and sorting the office, planning, building relationships with your team, supporting staff, looking at the long-term picture, taking a lunch break to revive and refresh yourself.

Ask yourself: "What one thing, that if you did it regularly would make a massive difference in my life?" Then do it!

Claire is a nurse, life coach, writer, speaker and Director of happynurses. She is the author of 'The happynurses Guide to creating a Balanced Life - the 12 week coaching plan for busy nurses' available here: http://www.bookdispensary.com/acatalog/happy_nurses.html

Nurses - for 21 free happiness tips and a weekly happynews ezine go to http://www.happynurses.co.uk and sign up - join us!

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