Are You Making the Best Use of Your Time?

Requests for assistance

Like most people, you probably accept every "favor" that is asked of you. Rather than automatically saying "yes" to a new project, follow these four steps:

1. Listen carefully to the request; be sure that you have a complete understanding of what is being asked of you.
2. If your decision is to decline the project, say so politely but firmly. If you are unsure whether to accept the assignment, say that you need time to think about it. Only commit to the task if you are absolutely certain you can do it without causing the rest of your responsibilities to suffer.
3. If you have either turned down the project or postponed your decision, give reasons. It is generally sufficient to say: "I have some other commitments that may interfere." You are less likely to offend the person making the request if you explain your inability to accept the assignment.
4. Offer alternative ways in which the person's needs can be met.

You should by no means say "no" to every request, and, of course, should consider the circumstances -- particularly who is making the request and the consequences of declining -- before rejecting any assignment.

Social calls

It's inevitable. Co-workers drop by your office or workspace whenever it's convenient for them without regard for your schedule or workload. And even if the purpose of the visit is work-related, it can quickly turn personal.

The first step in beating this time-waster is to anticipate and take preventive action. Some approaches for reducing the number of unplanned visits by others are:

• Providing your staff with the authority to handle typical or routine situations as they see fit, only calling on you in circumstances that are out of the ordinary;
• Arranging your furniture so that your desk cannot be easily seen from the doorway;
• Removing extra chairs from your workspace (or placing papers on top of them);
• Openly communicating your preference for scheduled appointments; and
• Limiting your "open door" policy, or availability to answer questions, to a specific time period each day.

Sometimes, unfortunately, people just don't get the hint! Luckily, there are tactics to ensure that unplanned visits are short and to the point. Above all else, resist the urge to put down your pen and lean back in your chair, signaling that you welcome the interruption and are in the mood for small talk!

• Immediately stand up when the person enters your workspace and remain standing for the duration of his or her visit.
• Politely ask
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