There is time enough in a day for everything that needs to be done. Sujata Rajpal tells you how to make the best use of each day

Most of us spend more time thinking about what to do than doing it. To avoid this procra-stination, the first task of the day should be to decide what tasks should be taken up. Once you have a rough plan in hand, plan further and in more detail for the first half of the day and then make a similar plan for the second half.

First Things First
Do prioritise your work. As the mind is fresh in the morning and the body more energetic, it is advisable to do the more complex tasks in the first half of your day and leave the more simple ones for the second half. This is applicable to all types of situations, whether it is a household task or official work. (Of course, if you are not a morning person, you may have to work to a different drummer!)

Draw Up A Timetable
It is also a good idea to make an hourly timetable. Remember your school timetable? Childish as it may seem, making a timetable can be the most sensible and mature thing to do. Of course, even with a timetable, you need to take care of the emergency tasks that will crop up when your secretary or maid suddenly takes leave or your boss calls you for a meeting that extends well beyond the stipulated time. But even through such harried times, a timetable comes in handy and helps you stay focused.

Reduce The Chunk Size
Once your priorities are set, tackle the task itself. To optimise productivity, reduce it into further sub tasks or small chunks. The smaller the chunk, the higher the productivity. Think of only one small chunk or task at one time. Such a maxim is applicable both at home as well as in the office environment. If you are preparing a report, do not think too much of the meeting which you are scheduled to attend in half an hour. Concentrate on one task, both physically and mentally, and complete it before going on to another one.

Work With Your Cycle
The ultradian cycle is universal to all human beings. It has a peak, as well as a trough. And it starts from the moment you start your day. In the morning, energy levels are high and enthusiasm builds as you progress till it reaches its peak after 45 minutes. It stays at the peak for three minutes. After that, concentration levels, interest, energy and enthusiasm all start dipping till you reach the trough in the next 45 minutes. Most of us ignore this natural cycle and work against it. If we continue pushing ourselves physically beyond this point, performance will drop.

Take A Break
One way to keep going is to take a break from whatever you are doing for five minutes. Every 90 minutes, take a break and do whatever relaxes you - whether it is chatting with a friend, walking, looking out of the window, meditating... Then continue with your task. When you compare your performance levels, you'll be surprised at how a five-minute break after every 90 minutes can boost your performance and help you keep up interest and enthusiasm.

And don't bother carrying an alarm that buzzes every 90 minutes; your body IS an alarm. The moment your mind starts getting distracted or your body starts to ache, you will know that approximately 90 minutes are up and it's time for a break.

Enjoy Your Work
As the saying goes, 'it's all in the mind'. Before starting any task, tell yourself that you are going to enjoy your work. Condition your mind positively so that the work is indeed enjoyable and you'll find that the chore will actually become easier to accomplish.

Get Help
When you have a very difficult task at hand and you don't know how to go about it, see it as an opportunity to challenge and exhibit your resourcefulness. Instead of struggling with it and hating every minute of the strain, find out if there is anybody who can help or guide you. So, for example if you have an accounting problem at hand, and know that accounting is not your forte, source someone who is more comfortable with it. Once you have the right resources ready, tackling the task will not be so difficult.

It's All Fuzzy Logic
These guidelines will help you optimise your day and enable you to use both sides of your brain. Remember that the left side of the brain understands only logic whereas the right side is more creative and takes a holistic view of things.

New concepts such as 'Neuro-linguistic programming' put a necessary emphasis on sensory-based language and non-verbal communication. If you cannot find a solution to a problem, be it personal or professional, one way of solving it is to come out of your shell and look at the problem without any preconceived notions. Look at concerns afresh, divest yourself of your fears, and face them head on. Then compare the results. You will be astonished at how small they will seem once you get the better of them and help yourself find the solutions.