A Be Methodical
To develop a fully-analyzed solution recommendation for a problem at work, my preference is to use a problem solving and decision making model that includes the following steps:

1. Analyze the situation
2. Define the problem.
3. Identify the alternatives to living with the problem. Explore potential “solved” states.
4. Determine the criteria the solution should meet.
5. Evaluate the various routes you could take (and choose the best solution).
6. Determine how to implement that solution.

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A Productivity isn't just working faster, it's working smarter.
The first step in managing your time is to understand where it goes. Once you know that, you can set up a new time management process that works for you. Try this:

1. For one week, write down everything you do each day at work in 15-minute increments.
Do it. You'll learn a lot about yourself. The process is really similar to creating a budget and spending plan for your household; or figuring out a diet that will help you lose weight. Once you know where your money goes and where your calories come from, you can make decisions to cut expenses to help save or cut calories to help lose. For instance, if you write down where you spend your money, you may suddenly realize you spend 30% of your spending money on eating out. By switching from eating lunch out five days a week to brown-bagging it, you can save money and calories. Your daily calendar can use the same scrutiny.

2. Once you know where your time goes, take a hard and honest look and assign priorities.
Think of poker chips. The blue chips are the most important tasks you need to accomplish - your #1 priority items. The white chips are the less important items (low priority emails, chats with co-workers, etc.) The idea is to structure your workdays so the bulk of your time is spent on blue chip tasks, not white chip tasks. Try to create more of a sparse polka-dot pattern rather than a checkerboard—so you're spending the bulk of your time taking care of business, but scheduling in important breaks.

How much time do you spend working on important projects versus not-so-important email? Casually chatting in the break room versus key meetings with co-workers? Meeting time with your manager, or processing important paperwork, versus cleaning up your desk or filing away paperwork? If you want to better manage your time and become more productive, you have to be willing to change your current behavior, and change is not always easy.

3. Use your electronic or printed calendar to schedule your day in blocks of time.
Each day, you'll want the majority of your time devoted to accomplishing your "blue chip tasks". This will help ensure you complete them comfortably ahead of due dates. Use the remainder of your time to complete "white chip tasks". Prioritize these as well and note them in your calendar, too.

No one can work head-down all the time; that's not productivity. Scheduling in short breaks for yourself, remembering to get up and take short walks, making sure you mix social interaction in every day… These are the things that keep your mind fresh so that when you return to your desk, you are thinking more clearly and can get more accomplished in less time.

For more techniques and solutions about how to implement a personal routine that maximizes your productivity, visit www.franklincovey.com for books, resources, and tools to get started. Schedule in some time to check out their site today!

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