If during your intensive workday you are continually bombarded with a big number of phone calls, e-mail correspondence, questions from colleagues or voice mail messages, it is a great idea to compartmentalize these tasks, so you won't be interrupted and your work flow will be smooth each day. First of all, you must set aside a specific time each day to answer all phone calls and messages, rather than replying to them in a scattered manner during the whole day. Then you need to check e-mail and voice mail at predefined intervals, rather than doing so any time it seems more convenient or easier than the current task at hand. You should also remember to assign a period of time when you will work intensively. During these intensive working hours you need to have all but the most urgent calls transferred to your voice mail and inform colleagues that you are busy and not to be interrupted, except for emergency events.
The rules of task compartmentalizing can be effectively applied in task management software like VIP Task Manager. In this program you can schedule your daily tasks and design custom workflow types. For example, your usual tasks can be suspended for some time while you are arranging matter of email correspondence. Then the tasks will get status 'Put on Hold'. You can use reminders to avoid missed tasks and forgotten assignments.
- Launch VIP Task Manager
- Go to Workflow Editor and create several task statuses that will help compartmentalize your tasks
- Schedule your tasks and appointments in Calendar view
- Use 'Put on Hold' status to set aside tasks.