5 Keys to a Productive Day

#1 Create your workload management system.

Slowing down to speed up may be the only way. The first step is to move from a group of lists and tools to an integrated system.

What's in the system?

• Emails
• Tasks (all of 'em)
• Calendar
• Notes from conversations
• Bits of information you need

Imagine all of your stuff integrated so you don't have to remember everything.

#2 Don't store work at the source.

Just because it came to you in an email (or envelope or phone message or project plan) doesn't mean that is where it should live forever. Be committed to getting it out of there . . .

Because it's really hard to work on the next highest priority when your work is EVERYWHERE.

#3 When work arrives, break it down and stage it.

How?

• Action items into tasks
• Appointments or deadlines to the calendar
• Information and communication to your searchable storage area

Stop re-opening emails to see your work

#4 Reduce your mind traffic.

Mind traffic is mostly a scattering of things you are reminding yourself to do. Capture it in your tasks immediately instead of letting it cycle through your brain.

#5 Plan for reality, not perfection.

Don't let your optimism get the best of you. Plan tomorrow with a typical percentage of interruptions and reactive work. That way you'll be less likely to over-commit.

So remember

• Create your workload management system
• Don't store work at the source
• When work arrives, break it down and stage it
• Reduce your mind traffic
• Plan for reality, not for perfection

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