We all have the same 24 hours in a day but why are some people able to achieve more than others? Is it just because they are organised or is it something more from within?
There are many books and readings about the subject of time management. Author of 'Working Smarter', Graham Roberts-Phelps says, “Time is the inexplicable raw material of everything. With it, all is possible, without it, nothing.”

There are a number of key areas that can be addressed which will assist you to get more done.

Find your own way to get organised

This advice is contrary to many popular views however it is important for you to get organised and to manage your time in a way that suits you. We all have our own ways of seeing the world, our own sense of direction and ways of distinguishing what is important to us, so use your instincts to create your own time management system. If you are working closely with others you may need to consider if and how your system impacts on them. If relevant you may need to consider communicating your system to people that you work closely with if you expect them to follow or understand your logic.

Take the time to get organised

Here are two practical pieces of advice about managing time:

• If you don't take the time to plan and organise the day, it won't happen
• If you don't plan your own day, others will do it for you

With this in mind, the most practical items needed to effectively plan and organise your day are a diary, a watch and a realistic set of priorities and goals for the day.

Set SMART Goals

Graham Roberts-Phelps refers to SMART goals as those that “stretch but not break you as you strive for achievement”. Throughout your day and life set goals which are:

• Specific
• Measurable
• Achievable
• Realistic
• Timely

Know your priorities

Be realistic, everything that do can't be urgent or top priority and if it is, you need to consider why. It is extremely important to decide on what is important versus what is urgent. Consider prioritising tasks using the 4 D's:

• Do it now
• Decide when
• Delegate it
• Dump it

This way you can concentrate on more important tasks. If your tasks are all urgent it is probably time to consider ways to stop chasing your tail and become proactive rather than reactive.

Set a plan and stick to it

Setting a daily plan using colours and stars is great but is only lip service if you don't attempt to stick to it. Developing a To-Do-List works for some people and enables them to feel as if they are winning the war against time as tasks are completed and crossed out.

Know when you are at your best

If you know mentally or physically you work best in the mornings consider doing more difficult or challenging tasks first. Knowing your internal ‘time clock” and energy levels can help you to plan, prioritise and make the most of your day.

Know the way you work

Are you task focussed or people focussed? Do you complete tasks on time or are you regularly late? Knowing your habits and the way you work will assist you to become more aware of your time management strengths and weaknesses. While it is important to work on weaknesses, continue to build on your strengths. Mentoring with people who have the skill you desire can be an ideal way of learning.

Don't put off difficult or unpleasant tasks

Challenging or difficult tasks don't go away if ignored, often they become more difficult or challenging the longer you leave them. If the task is difficult consider breaking it into chunks and prioritising each section until completion. Positive outcomes may emerge from conquering difficult tasks with the benefit of providing you more respect and credibility within your position.

Be flexible

This is an interesting point. In one breath we suggest you stick to your plan and in the next to be flexible. Sounds confusing, well it needn't be.
Being flexible is about allowing time for unforseen interruptions, knock backs and hick ups that may occur in your day. The most important factor is that you know the priorities of your tasks and the goals of your job and that you identify what is important and what is urgent. 

Reward your achievements

Balancing work and life is also about rewarding yourself for a job well done. The reward may be to leave work on time at the end of a hard day or at the completion of a project. Intrinsic or financial rewards are often the motivating force that drive people to wake up every day and do it all over again.

References:

Working Smarter - Getting more done with less effort, time and stress: Graham Roberts-Phelps: Thorogood Publishing: 1999.

The Time Trap, Third Edition, The Classic Book on Management by Alec Mackenzie: AMACON: 1997.