In implementing new systems, you have to ask yourself:

1. Does it work for me?
2. Will I do it?

Does it seem to you that the second question would logically be incorporated into the first?  After all, if it works for you, why wouldn’t you do it?  Yet how many time do you know that something would be good for you, it is easy to accomplish, and yet you don’t do it?  For example, it can be pretty tough for us to discipline ourselves to eating vegetables and fruits when chips and cookies are around to distract us, even though we recognize the benefits.

Applying the first two questions to your daily schedules, evaluate what an average day looks like. 

• Do you multitask nonstop, bouncing from one activity to another and then back again? 
• Are you often working late or coming in early because that’s when you get things done?
• Are you stressed out from balancing too many positions or projects?

If you were given a successful formula that would help you increase focus, get more work finished during normal work hours, and feel in control of your days, would you do it?

Two of the most effective techniques in creating a productive work day schedule are to group activities and to block out an uninterrupted hour or more to concentrate on the important projects.  Yet when I talk to groups, I often get the feedback that, “This is great…”

• “…but we have an open door policy.”
• “…but we have to be responsive to customer needs.”
• “…but I have to answer every email right away.”

Part One in setting up an effective schedule is to book an uninterrupted block of time each day, even when you have an open door policy.  After all, you are not always available throughout the day.  You go to meetings, lunch, etc., and somehow the business goes on without you.  Why can’t you block one hour of each day, and then still maintain an open door policy for the rest of the time? 

Part Two of an effective schedule is to group like activities so that you do not have to switch gears as much.  Return a group of phone calls, then set aside a short block of time in the morning and afternoon for processing email.  Do this with your other routine activities such as filing or paying bills.

If you are In a normal setting, returning a customer’s call or email within the same half day is usually considered responsive.  (On a side note, if your job is specifically to answer the phone, then you do not get to shut down for an hour.)

Your job is to be productive, to get as much work done as you can.  However this does not mean 12 hours straight with lots of stress. These techniques do work.  It takes time to develop the habit, but the end result, success with reduced stress, is worth it.