Written by Marilyn Deitchman of Wordsworth Associates

On your way to the office this morning, did you have any thoughts like "I have too much to do and not enough time to do it all!"? Or, "I wish I had more time for family and friends!"? If you said "yes," then you've joined millions in the workplace who are grappling with how to be more effective at getting things done — while still having a life.

You already work harder, faster, and longer to get it all done — but this is not the best process, long term, for being productive and happy. You just might need a process for working smarter, which is why we offer you the following tips:

Control what you can control. With so many workplace demands, many aspects of your daily job may be outside your control. Of course, no one has total control. Not even the CEO of your company. What you do have, however, is the potential to transform reactive work habits into practices that will effectively control many aspects of your job; for example: you decide what to tackle first, second, third, and so on. You decide how, when, and where you will store important information and paper for easy retrieval. And you decide when you will respond to telephone calls and e-mail.

Small changes do matter. Although each of these decisions may not seem terribly significant, the more you make these and other routines your daily habit, the more you will be better able to control how you get work done. The more you can control the many aspects of your job, the more likely you are to ease job-related stress, and boost your sense of satisfaction for a job well done.

Fill your planner, free your mind. Make planning your "default" approach for managing your workload. Perhaps you're thinking: "In the time it takes me to plan, I could get things done! Isn't it faster just to jump right on the project?" The "jump right in" approach might seem to be the most efficient approach when a task is straightforward, routine, or a "no-brainer," however, even then, a minute or two spent planning might help you find a shorter, better route to completing the job.

It helps to find a centralized system that works for you. Among the most popular organizational systems to choose from are online schedulers (e.g., Microsoft Outlook), PDAs (e.g., Palm), wireless technologies (e.g., Blackberry) and paper & pencil versions such as Day Runner.

Whatever system you select, make it your central "storehouse." Like an airline hub, all "flights" should connect to it. A central system — if used consistently — can streamline scheduling, telephoning, e-mailing, data-gathering, note-taking, etc., for easy storage and retrieval. Plus, it can get you out of the habit of overly relying on your memory. Used effectively, you can avoid creating additional lists or attaching stickies to your desk!

Planning has its privileges. People who get good at conscious planning eventually don't even think about it as extra work, but as a necessary part of each work day or project. Here are just some of the wonderful benefits of becoming a master planner:

• It'll make you more productive.
  
• Help you prioritize.
  
• Save you from having to backtrack or re-work something in progress.
  
• Help keep your higher-ups and co-workers up to date on your workload.
• It'll free your mind when you are not at work.
  

Keep it in your face. Plan the day with a daily "to do" list and keep it visible and accessible all day. Make it part of your desktop. As you complete each priority, check it off. That way, you can enjoy little victories throughout the day.

Build the habit. Find the time. When is the best time to create your list? In general, the best time is before you leave at the end of the day. That way, when you come in the next day, your priorities are clear. However, for people working in a more volatile environment, it may be more useful to set the day's priorities in the morning. Whichever way you choose, be flexible. Priorities can change frequently over the course of the day. So, try not to let frequent changes rattle you.

Simplify the complex. Complex projects require special treatment. Using charts and graphs, for example, can help you organize deadlines, people, tasks, and deliverables for a project. It's easy to create a chart using Microsoft Excel or a table in Microsoft Word that will allow you to track all these factors. Once you've created it, insert a date in the footer and e-mail it to project colleagues. Each time you update the chart, insert the current date and redistribute the chart or graph.

Go vertical with your papers. Do you have stacks of files piled around your desk? If so, switch to vertical files. You'll be surprised how much easier it will be to find the information you need. Limit the files on your desk to current or high priorities only. Color coding your files also makes retrieving information easier.

Manage the influx in your inbox. Emailing can be deadly to your productivity. Here are a few suggestions for making sure you consciously manage the deluge of email you get each day.

• Use the F.A.S.T. technique: When you read an e-mail, either Forward it, Act on it, Save it, or Toss it.
  
• Create e-mail folders to store information you need to save. Create your own set of "rules" regarding what you will store and in what folders it will be stored. For instance, organize by subject those e-mails you need to save. Create a "boss" folder for requests that should be handled immediately. In addition, decide how you will flag the e-mail so that work or follow-up doesn't slip between the cracks. Color coded e-mails can be useful.
  
• Don't generate time consuming "e-mail conversations." Limit the e-mails you send. If you need to have a conversation, use the telephone.
  
• Learn how to "scan" e-mails so you can decide whether or not you need to spend time reading them carefully.
  
  

Make the phone your friend. Phone calls are almost as dangerous as emails in their ability to drain your energy and time. Here are a few helpful hints to prevent your phone from becoming your foe:

• Wherever possible, return voicemails at a time that is best for you. Just because the phone rings, doesn't mean you necessarily have to pick it up. When you do answer and a call is not urgent, let the caller know (politely) that you only have a few moments to speak. Get enough information so you can respond effectively when you return the call. You might also reserve the phrase, "How can I help you?" for that purpose. Over time, callers will recognize that the phrase really means that your time is limited.
  
• When you call and leave a message, make it easy for the other person to respond. State your name, phone number and the time of your call first, then a brief and coherent message that describes the purpose of your call. When feasible, leave enough specifics so that the other person has the information he or she needs without having to speak to you directly.
• Keep a notebook by the telephone. As you retrieve your voicemail messages, log them in (including date and time) so you don't lose the message. When you do return the call, check it off in the notebook.
• Keep your outgoing message current. Let callers know if you are away from the office.

What next? Understanding these tips is a good first step. Putting them into practice, however, is the key. To get started, choose one or two tips that you will use consistently for the next two weeks. See the difference that small (and large) changes can make. Once these tips are daily habits, add another. Try it for two weeks, and so on. That way, you'll change that complaint, "I have too much to do..." into, "I have so much to do but I'm on top of it all!"

Marilyn Deitchman is Managing Partner at Wordsworth Associates, a consulting firm that helps client companies improve organizational and individual performance by developing their people, managing key projects, and optimizing their return on Marketing/Media practices.

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