Often interns don’t connect their time management skills used in school to the workplace. In school, thanks to all the syllabi, all assignments, tests and projects are known in advance without many surprises along the semester. At an office, projects are thrown at you while other ones are thrown out—how can interns organize tasks and maximize work time at an internship? Here are tips that help me stay at the top of my game through effective time and task management.
1. Organize a to-do list and keep it up-to-date
Keeping a to-do list can help you to plan out your day to organize and maximize your time. Having projects listed (even daily tasks) can help your prioritize when things need to be done. For example: If news monitoring needs to be done daily, it doesn’t necessarily have to be at the start of your day. Put it off until a hot project (one that is more time sensitive) is done. Keeping a to-do list can also help to tackle large projects. Break up projects into smaller tasks and give yourself due dates to stay on top of the project. This provides check-points along the way and ensures you complete the project on time.
2. Make your calendar work
The calendar function in Outlook and other software systems offices use can be utilized beyond scheduling meetings with co-workers and clients. Schedule reminders of important due dates and other things that may easily slip your mind. This is also a great way to remind your manager of days that you’ll be out of the office or have to leave early. Just send him/her a calendar invite saying you’ll be out that day.
3. Start the day with the most important task
Days at the office, especially in the communications industry, are always fast-paced and ever-changing. To ensure you get the hot projects completed on time, prioritize them to the beginning of your day before anything unexpected is thrown your way. This is a good time to focus on a challenging task that needs your undivided attention before office distractions interrupt your groove. I even put off checking my email until I’ve been at my desk for an hour.
4. Review the week
Take the last 15 minutes of your time at the office each week to review the week’s progress and assess what needs to be done in the next week. This will provide a realistic view of how long-term projects are coming and help you to plan out the next week. This is also a great time to look at projects you completed and clip them for your portfolio.
What are your secrets at organizing your time and tasks?
Amy Fleishans, of “Fleishans Fridays,” a bi-monthly feature about getting and succeeding in multiple internships before graduation. Fleishans also runs a blog about nutritious college cooking here.
Amy is studying at Arizona State University and will soon graduate with a BA in public relations from the Walter Cronkite School of Journalism and Mass Communication, a minor in music and a passion for classic British literature.
Follow Amy’s adventures at her 6th internship this summer! @amyfleishans
