10 strategies to get more done 29 January, 2007 By Jim Estill

1 -- The power of While. What can you do while you are doing something else. For example, can you listen to an audiobook while you work out? Can you read an article while you stand in line at the airport? Etc.

2 -- The power of Focus. This power contradicts the power of While. We actually cannot do two things at once, we switch from one task to another. Each time we switch, we lose a bit of momentum. Sometimes we will get further by 100 per cent focus on the task at hand. This can be particularly important when dealing with people who will feel undervalued if you try to do two things at once while listening to them.

3 -- Avoid interruptions. I know I can often get through three times as much on the weekend than I can during a weekday. This is primarily due to distractions and interruptions. Turn off the alert on your email. Turn off your cell phone. Close the door. Definitely turn off the TV. Etc.

4 -- The power of Deadlines. When things just have to be done, we tend to work more efficiently. Set deadlines on projects and sub-tasks that make up the project. You will get more done faster.

5 -- The Power of Breaks. Often we get bogged down when we are working on a project. Sometimes a break (ideally doing another type of task on your to do list) allows us to come back to the project with renewed vigor.

6 -- Know your high energy times and use them to do high-energy things. Productivity can be double during high-energy times. Often people start their day when they are high energy doing routine email when they should be doing a high energy/high creativity task like preparing their business plan.

7 -- Do things only once. Respond to the e-mail when you get it, don't leave it to look at later. Act on everything that comes to you. Complete the job.

8 -- Change the frequency. It takes a short while to ramp into each task. Often stretching things by a short while can save time. Dentists don't like it but I go every 16 months instead of every year. Most people can vacuum their car every few weeks rather than weekly etc.

9 -- Change the quality. More people fail from perfectionism than fail from speed. Often the two are related. Perhaps the first quotation you write is good enough and spending another hour on it will not add value. A handwritten note often gets read more than a printed letter.

10 -- Do It Right First Time. DIRFT. Rework and redoing things takes time. Spending the time to do it right the first time often has payback.

You will notice that many of the tips seem to contradict each other. Each circumstance requires different strategies. Figure out which of these strategies can be employed in your circumstance and you can accomplish more with your time.

Jim Estill is CEO, SYNNEX Canada. His own Web site is www.jimestill.com.