Remember that when someone asks a question or requires your help, they may not need an immediate answer. Most likely, the person who is asking is also juggling many tasks and does not need an instant answer. Consider each request, inquire as to their time frame, and when possible, allow yourself time to answer these inquiries. Remember, taking the time to give a focused answer is better than rattling off a quick answer.

When you do receive an urgent message and you know you can effectively supply the answer within a 5 - 10 minute time frame, then answer that communication immediately. A brief moment taken from your immediate schedule is more efficient than taking the time to shuffle, track, and finally answer the question.

Set aside a block of time each day for responding to faxes and email. If you are a morning person, reserve the first part of your morning for this task. If you are an evening person, block out the last part of your day. Give yourself permission to close your door and focus on each communication.

Devise a simple system for clearing off your desk each evening and organizing your unanswered or ongoing communications. Make a To Do List of the most important tasks for the next day. This habit is very important so your mind can relax and allow you to have a restful evening and enjoy the other part of your life. Your family and friends will appreciate your focus on them in the evening, and your To Do List will be a welcome guide when you return to the office the next morning.

Utilize a Contact and Calendar Management Program to keep you organized. I highly recommend the ACT at www.act.com. In addition to being able to track all of your contacts, you can also schedule Calls, Meetings, and To Do’s. And you can link this information into your Palm Pilot! Using such a program will save a great deal of time over shuffling paperwork. Remember the basics of organization -- touch each piece of paper only once and either complete it, delegate it, schedule it be done, or file it. 

Devise a system for organizing your email. Create folders for filing the important messages, just like you have done with the files in your filing cabinet. Keep all unanswered email in your Inbox. Once you have responded, delete the incoming message and/or transfer your response to the appropriate folder for quick retrieval.

Utilize the Address Book function in your email program. This step alone can save a tremendous about of time and aggravation when you need an address immediately, or when you want to take a break and send a "just thinking of you" message to a friend.

Improve your typing skills. The faster you type, the quicker you can respond to written communication.

Develop your writing skills. Compose written correspondence in a way that is concise and to the point. This writing style is usually easier to understand and will be well received by others who are as busy as you.

Take a break during the day. It is a proven fact that a nap will energize the mind and renew the spirit. It is essential that you take care of yourself so you have the energy to support others.

Hire a Professional Organizer.  He or she can quickly assess your needs, recommend solutions, and train you on efficient ways to manage your workload. A few dollars spent with a professional can save you thousands of dollars in lost time, output, and eventually customers. (National Association of Professional Organizers - www.napo.net/)

Allow yourself to be human. We live in an unprecedented age of information overload, and even the most organized person can effectively only handle so much. Stretch for excellence, do your very best, but most importantly, enjoy the journey and keep your sense of humor.