Can You Get More Done in Less Time?

I used to work in an office of a large company. I generally worked from 9 until 5.30 at night thinking that I had done a fair day’s work for my pay. I noticed that others on the floor where I worked were always there when I arrived and still there when I left. I was never sure what they were doing early morning and late at night. Perhaps they were not doing a lot, but believed their presence gave the impression that they were working long and productive hours.

Though there are days when I do work long hours I now realise that the number of hours that I work are not as important as what I actually do during those hours.

• Do you work long hours?
• Are you working at optimal efficiency during all those hours?
• Could you work less hours yet achieve more?

There used to be a lady manger who also had a busy family life. Although she had a board level job she claimed that she could get as much done in a 8 to 6 day as many of her colleagues did in a 60 to 80 hour week.

How is this possible?

One approach that I found to work is Getting Things Done, a perspective on organising your life formulated by David Allen.  His method promotes efficiency and, perhaps more importantly, eliminates stress due to feeling overwhelmed and out of control.

One of the principles of this  method is to write things down, either on paper of electronically on the computer.  What you write down is all the stuff that is in your head – things that need to be done, projects that need to be completed, people to call, things to buy…

Once you have written them down, you organise and clarify your lists. What this essentially means is working out what to do with things, when to do them and where.  You then forget about them. There is no need to keep any of this stuff in your head any more.

This simple process can take away so much stress from your life. You can get rid of all those nagging thoughts:

• Must ring my sister soon.
• Got to pay that tax bill
• We are nearly out of milk, must get another carton next time I’m out
• I’m sure there was a meeting today somewhere

Another part of this system is to look at things that need to be done in terms of context. A context is usually a physical location or object. One object that you use everyday is a telephone.  When you are organising your lists, make a list only for telephone calls. Then, when you are with your telephone, either in your office, or perhaps with your cell phone whilst waiting for a train, just start making those calls.

My major project at the present is Life Manager Pro – software based around the GTD system. The program is undergoing final testing after the interface was overhauled last week.  For more details go to lifemanagerpro.com

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