WITH their desks piled high with files, e-mail coming in at the rate of 10 pieces per minute, incessant telephone calls and co-workers visiting, many people feel overwhelmed at work.

It all seems too much to handle sometimes – even when they stay for three hours after the work day ends and later take the work home with them.

It is often poor time management that leads to this stress/distress. If they checked themselves, those who utter this cry would realise that it is their procrastination which often puts them in an unnecessary bind. Poor planning and the inability to say NO are two other factors.

Time is all we have to work with. We all have the same amount. The only difference is how efficiently we each use the time we have. Here are some hints to help you use your time better. Reading these and taking the time to implement them into your daily routine will prove time well-spent.

1. Plan your time

Plan your year, your month, your week, your day. Each day should be pre-planned so that you do not drift aimlessly and then scurry to complete tasks. Remember that things tend to take longer than you think they will.

2. Invest in time-saving devices

Use money to buy time. Cellular phones, fax machines, notebook computers and washing machines are all marvellous time-saving devices. Determine what devices you need to help you use your time more efficiently and then make the investment.

3. Focus on high-priority work

Identify the high-priority work, and do this first. Make a list of your tasks/projects/responsibilities and then rank them in order of priority. Making the list as complete as possible will help to ensure that nothing falls between the cracks. Once you have identified the tasks that need your attention first, delegate the others.

4. Hire good help for low-priority work

In an office, an efficient secretary can handle routine letters and calls, fill out forms and draft reports. Your domestic situation can be greatly improved with a competent housekeeper.

5. Organise your files

Put things away properly at the day’s end. That way you can find them when you need them and the sight of them does not send your spirits in a spin when you walk in the next day.

6. Touch each paper ONCE

Read, answer, delegate, file or dump.

7. Work with your natural rhythms

Do your toughest jobs when you are at your best. Are you a morning or evening person? You should know.

Set a block of time for similar work – answering calls, writing reports. Once you are in a groove, it is often easier to get ‘same-type’ tasks done.

7. Reduce reading time

Scan and speed-read newspapers and other material. Mark articles, have them clipped to read when you have time. If the material is important, make notes the first time you read the item.

8. Learn to use the garbage bin

Some things should be dumped without reading. Ask yourself ‘why should I save this?’

9. Learn to say ‘no’

Do not let others plan your life.

10. Learn to do nothing

If it does not matter, do not do it.

11. Avoid interruptions

Avoid interruptions such as the telephone and drop-in visitors. Set time for “no interruptions”. Screen calls and visitors. Invest in an answering machine or voice mail system. Keep your work area free of distractions. Put away one project to work on another.

12. Avoid meetings

Most meetings are a waste of time. Get them to tell you what they want via telephone. If you must, make them short and productive. Set an agenda. Make sure everyone knows the agenda and is fully prepared. Set an end time. Most meetings have a start time but no end time. Set one!

13. Avoid travel

Use the telephone, teleconference facilities, fax, e-mail, IM and Webcam or send someone else. If you must, plan your trip to cover related activities.

14. Make use of waiting time

While waiting at the airport or for appointments, return calls, write notes, do plans, read.

15. Plan time-outs and breaksDr Semaj is a frequent facilitator for strategic planning retreats, cultural alignment and organisational restructuring. He conducts staff selection and development programmes for different business sectors across the Caribbean.

Use them to refresh yourself physically and mentally.