work ahead. They find that they work best if they have to
achieve almost impossible deadlines. Working under pressure
concentrates the mind wonderfully, they say. Journalists are a
case in point.
But ordinary mortals, who work under a variety of conflicting
pressures, cannot rely upon crisis action to get them out of log-
jams of work. For most of us it is better to try to minimize the
need for working under exceptional pressure by a little attention
to the organization of our week or day. At the very least you
should use your diary for long-range planning, organize your
weekly activities in broad outline and plan each day in some
detail.
Use the diary
Attempt to leave at least one day a week free of meetings and
avoid filling any day with appointments. In other words leave
blocks of unallocated time for planning, thinking, reading,
writing and dealing with the unexpected.
Weekly organizer
Sit down at the beginning of each week with your diary and
plan how you are going to spend your time. Assess each of your
projects or tasks and work out priorities. Leave blocks of time for
dealing with e-mails and other correspondence and seeing
people. Try to preserve one free day, or at least half a day, if it is at
all possible.
If it helps you to put everything down on paper, draw up a
simple weekly organizer form and record what you intend to do
each morning, afternoon and, if it’s work, evening.
Daily organizer
At the beginning of each day, consult your diary to check on your
plans and commitments. Refer to the previous day’s organizer to
find out what is outstanding. Inspect your pending tray, in-tray
and incoming e-mails to check on what remains and what has
just arrived.
Then write down the things to do:
How to Manage Time 193