There will be weeks when you feel that you simply do not have enough time. It is natural to feel this so there is no need to be discouraged. The key is to allocate the hours you do have in the most effective way possible. Here are 2 strategies for you:
Tasks can be grouped as:
Defined by tasks that are considered to be emergencies, such as the day’s important meetings and deadlines that expire very soon.
Contains things like planning, strategic thinking, and working towards more distant deadlines.
Tasks that distract you, which are generally created by other people, like those who stick their head through the door asking, “Do you have a few minutes?”
Includes trivia or time wasting activities.
(Time Management Matrix as described in Merrill and Covey 1994 book “First Things First”)
While below are advices for you to tackle with different groups accordingly, please be aware that the real challenge of prioritizing is usually about leaving enough time for group C tasks. ‘To-do’ lists generally cover groups A and B, so that important group C tasks are put aside. They are neglected until they become urgent (group A), and although the deadline is usually met, it is with the feeling that had they been addressed earlier, the result could have been better. Hence the key to effective time management is about carrying out group C tasks more effectively.
One tip to achieve this is to minimize group B tasks. As group B tasks are usually imposed by others, the key to battling them is the word ‘no’! Leaving aside the cultural nuances of how to say ‘no’, it helps if you make it clear that you are not refusing to assist them, but rather, you cannot assist them immediately.
(Time Management Advices)