Strategies on the Job

Compiled by Mary Jane Johnson, PCC, ACT

1. If your job calls for you to travel, you might find it helpful to set up this series of folders for your briefcase (David Allen - http://www.davidco.com) :

a. IN - this is your traveling in-basket and is used to capture all of the miscellaneous receipts, scraps of paper, notes, mail, etc. that you collect while moving around. These can then be processed on the plane, or just dump it into your in-basket at the office when you get back.

b. RETURN TO OFFICE - this folder holds any already-processed items that you have collected that just need to be filed or routed to your out-basket when you are back at your workstation.

c. READ/REVIEW - use this folder for miscellaneous reading material that you want to have available at times of waiting (i.e., late starting meetings, in dentist office, on the plan).

d. ACTION SUPPORT - this folder is for the miscellaneous kinds of support papers that you want to have with you (i.e., letters to respond to, airline tickets for this trip, a document that you need to edit, etc.).

e. DATA ENTRY - use this folder to capture the tons of data that needs to be input into your computer (i.e., business cards, notes from a client meeting, etc.).

2. Dump Drawer: Use the bottom drawer of your desk as your "dump drawer." As you open mail use your dump drawer for flyers, brochures, newsletters and other mail that isn't time critical. Let the items in the dump drawer ripen for a month. One afternoon a month, or on a Friday afternoon when you don't want to start a new project, go through your dump drawer and handle what has accumulated. Scan the items quickly and decide to toss, let ripen further, delegate to someone else, or "do" them. Ninety percent of the dump drawer can be thrown out.

3. Cut Down on Telephone Tag: Plan your phone calls (whether to doctors, plumbers, or clients). Have all of the necessary materials in front of you. Write down key questions in advance. Use a mini-agenda. Set a time limit. Say "I've only got 5 minutes to talk." Record the response to the call or action to be taken. Example of mini agenda below: (several can be printed out on a page)