NetworkNews | Network of Executive Women - Tools and Tips for Retail and CPG Executives

Some jobs are like quicksand -- the harder you struggle the faster you sink. The problem is especially keen for women, who often have more family responsibilities than their male counterparts.

How do you get ahead at work, meet personal obligations, and still have enough time to enjoy life? One solution is increasing your personal productivity. It won’t add hours to your days, but it will help you make the most of the hours you do have.

Single task. Focus on key assignments and reduce multitasking. Turn off your phone or BlackBerry for a few hours to concentrate on priority tasks. Answer email at specified, limited times so you aren’t continually distracted. Better focus can help you get the most from you workday and have time to manage personal responsibilities too.

Prioritize. Put the most urgent tasks at the top of your to-do list — and do them. One rule of thumb – keep a short list of items to do each day and be satisfied with finishing the top three. The rest can wait for another day.

Start big. Identify which tasks require the most time to complete and start them first. Like a lot of time management advice, it's harder than it sounds. Remember that clearing your slate of “little things” before starting a big task is just a form of procrastination.

Compromise. Perfectionism can mire you in minutia. Do tasks well but do them fast. No one cares how handsome your spreadsheets are so long as they can read them. Cut down on heavy text in favor of shorter reports with bullet points. Avoid endless revisions. And remember you’re not George Lucas when doing those PowerPoints.

Delegate. Not everyone has this luxury, but too many overworked managers are afraid to admit they need help. Don’t be. If you have more work than you can handle, make it known. Set limits and boundaries, maintaining communications about what you’re doing and why.

Automate. A surprising number of people don’t know how to fully use the productivity tools at their disposal. Set aside an hour or two every now and then to catch up on the programs and devices you use most. Keep up with data entry – you’ll save time in the long run.

Track your time. Consultant Steve Pavlina says, “The first step to better managing your time is to find out how you're spending your time.” He urges that people keep a detailed time log to see how their time is spent. Use a stopwatch if necessary. At the end of the week calculate how much time you spent on each type of activity. If meetings, web surfing, phone calls, emails, or reading are not your top priorities, they shouldn’t take large chunks of your time.

Say goodnight. Work expands to the amount of time given to it. Stop working long or late hours. If you find you usually can’t finish your work during normal business hours, there is something wrong with the way you’re working – or the way you’re being worked.