Learn to manage yourself
Fitting into a new job can be very hard - there's so much to learn and get right before you feel totally confident. Managing yourself and taking responsibility for your actions and behaviour can be very rewarding and it's an essential skill in the 21st century workplace. So, how can you become more personally effective and really kick-start your career?
Improving your time management skills
A key skill we all have to learn when faced with any role in a busy organisation is how to use our initiative to manage and plan our time. You should think of time as a resource - just like money, paper or printer ink - and make the best use of the time available to you. Take a look at the following time management ideas:
Avoid firefighting
This is where you allow all kinds of demands to overwhelm you - often because you have left things to the last minute. Eventually, everything becomes urgent and needs your immediate attention.
One touch
One way to avoid the last minute panic and rush is to use the technique called 'one touch'. Deal with your post or things marked for your attention as soon as you can.
3D principle
Adopt the 3D principle: Deal with it, if it is part of your job and you know what to do. If you're not sure what to do, ask for help or refer to instruction manuals. Delegate it to a colleague if it is part of their job. Ditch it if you're sure that it's not important, e.g. junk mail.
Break tasks into 3 groups
1. Routine everyday tasks e.g. checking email/post.
2. Ongoing projects or tasks which last longer than a couple of days.
3. Development tasks - to enhance yourself in the role, or enhance the job itself.
'Doubling' or multi tasking
This is a great way to use time efficiently. Doing more than one thing (competently) at once is obviously a good way to save time.
Saying no This is difficult for many people, especially if you are in a new job, but it will stop you getting swamped. However if you really don't have time to do a non-urgent task for someone make sure that when you say 'no' you are saying 'no' to the request, not the person making the request.
Prioritise
- Group certain tasks together and do them at a set time each day, e.g. phone calls, emails, etc
- Use lists to prioritise what needs to be done today and what can be done tomorrow
- Our energy levels tend to be higher mid-morning and immediately after lunch. Try to plan difficult or complex tasks at these times.
Applying the techniques at work
When things get really busy at work it's hard to know what to do first. Here are a few more ideas to help you use your time more productively:
Idea 1:
- Write yourself 'to do' lists every night for the next day.
- Cross items off your list as you do them - it makes you feel good that you are achieving something!
- Carry forward any tasks you have not done into the next day - but make sure you check that you are not missing any deadlines.
Idea 2:
Don't spend time worrying about decisions, instead:
1. Get all the facts
2. Write down what's worrying you
3. Write out the worst-case scenario
4. Face up to it
5. Begin to think of solutions and talk them through with a colleague or team leader.
Idea 3:
If you're a visual person use wall charts, wipe boards, posters and messages to organise yourself.
Managing yourself and planning your time at work is a valuable skill. Learnt and applied well, it can make you stand head and shoulders above others. It's also a great way to help you minimise the stress of starting a new job.
