Most Efficient Time

The Urgent and the Important

When I was in Operation, everything was urgent. Emails came needed reply. Phone calls received needed answers. Vessel itinerary gotta be updated daily, hourly if ETA is nearer. My work revolves around responding to what is urgent. Therefore, the style of working is very much alerted by either the boss, the situation or the vendors.

However, when I do less Operation and more on contracts, I found that it was a bit difficult for me to adjust. I always miss datelines, I always found things not done according to the level of importance. It took a while for me to realize that, this is when I am supposed to work independently.

It took a lot of effort to change the style of working.

But I found a way.

First, I gotta find what is my most effective time. It is actually morning 8:00 – 9:30, and afternoon 3:00 to 5:00. So I found that I accomplish more if I start my day by straightly going into the heaviest and most long enduring project, like any tender document or contract or board paper. But it went all wrong if I start the day by nice breakfast and long coffee with friends. I categorize this as Important Tasks.

I spent the ‘sloppy time’ doing the urgent thing then. Times like when friends are stopping by to ask questions, boss coming over to discuss, meeting being held where people don’t need enough of my attention. I spent this time reading emails, speed-reading any contracts, approving any invoices or writing any letters that don’t need much reference. I categorize this as Urgent Tasks.

Most important, the last 10 minutes of the day must be spent going through the list of the URGENT and the IMPORTANT Tasks, weighing whether I should spent more time doing what and vowing that tomorrow will be a better day.

You know, it does take a lot of effort. But at least it works.