There are few things more important to any business individual than prioritizing and organization. These are skills that anyone in the business world will need on a regular, if not daily, basis. Prioritizing is essential to creating and maintaining efficiency from the smallest to the largest of projects, so let's start there. Whether you have five or 25 items on your to–do–list, it is crucial that they be placed in some order of importance in regards to your particular business schedule. While most people will take an overall look at their entire workweek, I've found that updating this list at least once a day has been the most effective for me. I do this right before I leave for the day so that I come in guns blazing the next morning, so to speak. Doing this at the end of the workday seems to work well since this is the time when we all realize how much we were able to accomplish for that particular day. It is far easier and more rewarding to come into the office every morning with a set list of tasks to start on, rather than spending precious time going over my previous days' notes or trying to remember who was and wasn't called. When organizing your priorities list, you might want to take into account several key factors: 1. What is the deadline, if any, for this particular line item? Deadlines help us put into context the importance of any given project. Even though the deadline for a certain task may be weeks or months out, certain steps like calling and research might have to be accomplished ahead of time. May I also suggest preparing a separate "long–term" list as well. 2. How long will this line item take to accomplish from start to finish? Some people like to tackle the harder and more time–consuming projects first while others do the opposite, striking out all smaller items first. Keep in mind; starting a project that will take several hours at the end of the day is never efficient. If possible, isolate a time–consuming project from the rest of your workload by choosing a specific day to tackle it separately. Having plenty of time to focus on larger projects usually yields better results. 3. Does this item affect any others on my list in any way? Can I make it through my day without touching this item or does this item have to be done before others on the list? For example, if you have a catering meeting at 2:00 p.m. and a conference call with the same catering client on your list, you might want to call your client first to make sure the number of expected guests hasn't changed. In this particular example, this call–item obviously needs to be accomplished earlier in the day so that you have the latest information for the meeting. Although, this might seem like common sense to most, you'd be surprised how many times I've personally seen this exact scenario play out during meetings. Taking a second look at these little details might save you a big headache. 4. Is this a phone call, an email, or a meeting? Can I cross off smaller line items with a call or will they take a face–to–face meeting or phone conference? Will a simple email suffice? Minutes can add up and the faster you can complete smaller tasks, the more time you have for those that need more attention. I like to check and reply to all smaller emails first thing in the morning. As for phone calls (keep in mind different time zones), I find that making calls right before lunch works best within the workforce. By 11am most people have settled into work and have accomplished some or most of their own to–do–list and are ready to talk. Also, it gives them a choice to handle my needs before or after lunch. As a courtesy, always remember to ask if "this is a good time to talk" before going into your subject matter. When looking at each task, I always remember what my friend Judge Susan Reed advised, "Do it, Delegate it, or Dump it!" Something else I've learned along the way is to use the "Box Method." As tasks are added to my workload, I draw small boxes on the left–hand margin of my notebook. As these are completed or calls are made and returned, I check them off my list. This way, I never cross through vital information if I need to come back to it at a later date. Of course, you can't talk about prioritizing without mentioning general organization, which goes hand in hand. Project folders, notebooks, fi les, and highlighters are just some simple tools of the trade that can help make your work that much easier. If you happen to be a manager, I can't stress how important it is for your staff to see that you keep a clean and organized desk. Organizing your desk into separate stacks rather than just one big mountain of paper may make things easier. I use the following four: Maintaining a clean and orderly workspace will not only make you a more an efficient and detailed worker, it will also create a healthier working environment. So, now, all you have to do is add a "need to get organized" line item to your priorities list!
