By Annette Shtivelband, JVA Consulting

We’ve all been there—there is just too much to do and not enough time to do it! It seems like the pile of work that needs to be completed continues to grow at an exponential rate, and there are more fires to put out than we’d care to admit. This reality is that much more apparent in the nonprofit sector where resources tend to be more limited than for our colleagues in the for-profit sector. While cloning ourselves is not a viable option, we can accomplish a lot more if we develop some strategies to juggle all the different tasks, both expected and unexpected, that may come our way. This blog focuses on a few strategies that may help you better manage your time.

First, focus on one thing at a time. During times where there is really too much on your plate, all you can do is take on one thing at a time. Worrying about everything that you need to complete will only deplete you of your mental and emotional resources. If you feel overwhelmed, start with a task that you can easily complete. This will help build your motivation to complete more daunting tasks. Also, as you focus on one thing at a time, eliminate any potential distractions. For example, you could put a note on your office door that you cannot be disturbed, or move to a location that will help you better concentrate. One step forward can quickly become a few giant leaps in the right direction.

Second, create a to-do list that is organized into meaningful categories. Many of us have to-do lists to help us keep track of what we need to complete. For those of you without a list, it can be helpful to get into the habit of creating or updating one every morning. This list can be written on a notepad or on your computer. Either option can be effective. However, the tactic that will help you be that much more efficient is to get into the habit of organizing your tasks into meaningful categories. This system can take a number of forms—perhaps you have items that can be grouped into tasks such as: “emails to be written,” “calls to return,” documents to review,” “reports to review,” “meetings to attend,” or “data to enter.” By grouping your list into meaningful categories, you will save transition time that is often lost when jumping from one type of task to another. For example, if you have a number of emails to write, block some time in which this is your only task.

Third, evaluate what works for you. We all process and experience the world in different ways. We each possess our own unique strengths and weaknesses. So, as you develop strategies to more effectively manage your time, it is important for you to take a moment and ask yourself what works for you. One piece of advice I received in graduate school was to track where and how I devoted my time on the projects in which I was involved. I soon discovered that I worked best at certain times of the day or even in specific locations. I spent more time on projects that I enjoyed more and I found that I was attending way too many meetings. When you evaluate what works for you, you may discover that certain meetings may not be necessary and can be replaced with simple emails. You may find that you write your best reports earlier in the morning or that you work best when you space out client interactions and solitary work. The bottom line is to pay attention to how you personally work best.

Now that you’ve had a chance to review these strategies, go for a quick walk, get some fresh air, and start thinking about how you can integrate these ideas into your work life. Also, if you have some other strategies that have helped you better manage your time at work, we’d love to hear your feedback in the comments section of this blog. For now, keep doing the wonderful work you are doing.