How to Organize Your Workday

Consider all the hours each day that you devote to your job, from the moment you leave the house in the morning to the relief of opening the front door again in the evening. Are you managing that time wisely? Whip your day into shape by developing a few good habits.

Instructions

Difficulty: Easy

1. Fine-tune your commute to reduce time on the road as well as stress. If you drive, experiment with alternate routes over the course of a week to determine which is fastest. Tune in to up-tothe- minute traffic news and adjust your route accordingly. Or look into having the information delivered directly to your cellular phone, PDA or GPS unit.
2. Test alternate bus or subway lines if you rely on public transportation. You may need to walk a little more on one end or the other, but the actual commute may be shorter.
3. Stay on top of your electronic inbox. Check e-mail when you arrive, and immediately sort each message into an appropriate folder. Even if you don't have time to deal with the contents of a message or even read it fully, sort it for later action. See 7 Deal with a Flood of Mail and 189 Get a Handle on E-mail.
4. Make your most important phone calls early. You're more likely to catch people at their desks at the beginning of the day.
5. Plan the major portion of your day. Review your to-do list and refresh your memory about scheduled meetings. Then use your paper or electronic calendar to divide the rest of the day into project segments. Even if your time estimates are approximate, they help you focus on how much you can realistically expect to get done. See 11 Organize Your Contacts.
6. Attack the most important projects when your personal energy is highest. For you, this may be first thing in the morning, right after lunch or even later in the afternoon. See 2 Set Priorities.
7. Check your e-mail throughout the day, again sorting it immediately. Read and respond to urgent items, but file the rest away for the time you've already scheduled to handle them.
8. Wrap up the day and prepare for tomorrow. Review your checklist and cross off completed items. Move any pending items to a fresh list for tomorrow (see 3 Write an Effective To-Do List).

Tips & Warnings

• Use calendar software not only for meeting notifications but also to remind yourself of approaching deadlines. See 6 Meet Deadlines.
• Dedicate at least one time segment to working on longterm goals, lest your day be consumed with putting out fires.
• Don't fall into the trap of eating lunch at your desk and never leaving the office throughout the day. A short walk and some fresh air can revitalize you and increase your afternoon effectiveness.
• Find a hideout. If you work in a cubicle, seek out an empty conference room or a quiet corner of the cafeteria for an occasional escape. You'll be amazed how much faster you can get something done when you're away from your phone and computer, and without the interruptions and noise of an open floor plan.
• City transit sites like San Francisco's NextMuni.com can tell you when the next bus will arrive at your stop, giving you time to hustle out the door.

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