Do you ever find yourself saying, “There is not enough time in the day to get everything accomplished?” Do you constantly have tasks running through your mind of things that need to get done?
Well, no fear, I have put together some tips that I use each day to help me help lighten my manager’s daily workload.
1. Print out your daily schedule and put it by your desk:
Most people have multiple screens open on their computer which makes it a hassle to find the right one showing the calendar and then resuming your task. Personally, I like to print out my calendar each morning and tape it to my computer screen.
2. Check emails:
You may say, “Well, this is obvious.” But, sometimes, you get extremely busy during the day and aren’t able to keep up with all of the emails flying into your inbox. I usually take 5-10 minutes each morning to go through emails and clean out my inbox, which makes things more organized for the rest of the day. Also, if emails contain reminders or meeting dates, I will immediately put them on the calendar. While it may be difficult at the time, it’s best to reply back to emails as soon as you can. The longer an email sits in your inbox; the better chance it has to be forgotten.
3. Make a daily to-do list:
I can’t stress enough how important it is to make a to-do list every day. Take five minutes out of your morning to write down all of the tasks that need to get done that day. I always list the important things at the top and less important tasks toward the bottom. Some people may not be into making lists, or think they don’t need one; but, I’m here to tell you that you do – and it will change your life. Making a list helps clear your mind and be ready to take on the day. Yes, things can change quickly during the day and that’s why you also have to learn to be flexible. A list is not concrete … it’s just a way to get everything onto paper and clear your mind. (http://www.youtube.com/watch?v=Xduzwk04l2E)
Another option is to make a digital list by using the Sticky Notes feature on your computer.
4. Always have a note pad and writing utensil:
Whether I’m walking into my managers’s office, a coworker’s office, or sitting in on a meeting, I always have a note pad and pen in hand. Being able to quickly write down tasks, important names, dates, or numbers is key to not falling behind or missing a beat. Even if you think you may remember everything in your head, chances are you will get distracted and forget what it was that you were supposed to do. Make it a habit – before you run off to your manager’s office or to that next meeting – to grab your note pad and pen and you will be prepared for anything that may come your way.
Bonus Tip: When someone is asking for your help or has a request, write down everything they say and repeat back the information.
5. Proactivity is key:
As an executive assistant, I always try to think ahead. If there are upcoming trips, I will start a folder of emails, documents, and specific directions that will help make the travel planning easier.
Anyone can use these five simple tips to help start each day off right. No matter what comes your way – you will be able to take it on like a champ!
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