We have a system for updating Quickbooks in The Interview Doctor. Whenever one of us is updating the company file, we take down the file so the other person can’t access it. That way each of us is always working on the most recent file.
This morning I had 30 minutes. My goal was to create and send out two invoices for clients I worked with this week. This is a reasonable goal that should take about 30 minutes or less. Perfect for this small time slot, right? I opened the file and NOOOOOOO, there was no file! Evidently Dan had the same plan early on this Sunday morning. He was updating the file so I can’t get my updating done right now.
I am stalled. Now what do I do?
I shuffled some papers on my desk (another never ending, unsatisfying task). I checked email. I deleted some emails. I updated my calendar. I ate a banana. Check the QuickBooks file but it is still not available. I thought about sending Dan an email asking him when he will be done.
Wait a minute. What am I doing? This situation, although frustrating for me, is not the end of the world. Why am I sitting around moping?
Is this how I want to spend my time? How can I be a productive business person if I allow a simple barrier to stop me in my tracks? I have a million tasks to work on. Dan is fitting in these small tasks just like I am. I should be glad our system is working
As business people, either employed or in transition, we have a million tasks in front of us. Here are a few tips to get through the important tasks in an efficient manner.
• Have a huge master list of the gazillion things you have to do. Prioritize them. Select a few of the most important to complete every day. Do them first so you are sure you get those important tasks done first. Plus that way you can celebrate completing something every day.
• Break big projects down into manageable pieces that you can schedule every day.
• Think of your day as a series of 30 minute bits. What can you complete in each 30 minute time slot? Write it down and get it done.
• Think of ways to speed up your tasks. Can you send a short email instead of a long email to speed up your correspondence? I have fast paced music playing in the background when I want to move through my tasks quickly. It helps me work faster while still being thorough. Plus I feel happy!
• Wake up earlier. The most successful people get an early start before the daily distractions get in the way.
• Get up and move around frequently, every 20 to 30 minutes if you can. You will feel better and have more energy.