Managing Your Time

5. Minimising Distractions

However carefully you prioritise your use of time, your attempts to manage it efficiently will be undermined unless you can find effective ways of dealing with distractions.

5.1 It is easier to deal with mail at the beginning of the day.

• It may have a bearing on your activities during the rest of the day.
• You will be in a position to deal quickly with any subsequent queries.

5.2 Make up your mind not to waste time on unnecessary phone calls.

• Set times at which you are prepared to receive and make calls. Do not ring people with every idea.
• Limit the time spent on each call.
• Differentiate between calls from VIPs, regular contacts and timewasters.

5.3 Insist that all visits are pre-arranged.

• Find some way of signalling to colleagues that you do not want to be interrupted.
• If necessary, arrange times when you are prepared to be interrupted.

5.4 Avoid unproductive and inefficient meetings.

• Agree start and finish times in advance.
• Establish a timed agenda.

5.5 Use email as a less intrusive form of communication.

• You can pick up your messages when it suits you, rather than having to respond immediately.
• Be disciplined - deal with email first thing in the morning and at a set time in the afternoon.

5.6 Ensure that your office environment is conducive to the efficient use of time.

• Minimise clutter.