Improving your ability to manage time can increase your productivity and enhance the quality of your work. It’s not about working harder; it’s effectively planning and structuring your time and then how you maximize it.
There’s a healthy balance between managing your time wisely to get everything done without putting too much pressure on yourself. Time management is the recipe for success. Thankfully, if time management is not your strong suit, there are effective strategies to improve your skills.
Importance of time management
Time is the most valuable and scarce asset for many professionals. Completing all of your workloads each day can be challenging if you are not effectively managing your time. When you are great at managing your time, you increase productivity and get more done in less time leading to greater success. It could also lower your stress and increase focus.
Getting more done in less time at the office allows you to leave on time for a better work-life balance which adds to your overall happiness.
Time Management Strategies
Learning the different strategies for better time management can help you determine which will work best for you. When you find the strategies that work best for you, do them repeatedly until they become a habit.
Be Punctual
Arriving on time to the office is a smooth and less stressful way to start your workday. Running late adds stress to your morning and causes you to get to the office in a rush without a clear mind and ready to be productive. It may take you some time to calm down when you get to the office before working.
Have a Plan
Having a plan ahead will help your day run smoothly and increase your productivity. When you are planning, you should identify the priorities for upcoming days, weeks, and even months.
Being aware of your future tasks will allow you to spread out your workload to avoid making you swamped on a particular day, which leads to stress and decreased productivity. You’ll be able to remain productive throughout the week by establishing a more structured routine for your daily goals.
A great way to get started is by making a long list of every task or duty you have in your job. You can then break these down into daily, weekly, and monthly tasks. Once you have all the details, it will be easier to stay focused from day to day and complete everything on your to-do list. Identify your priorities and complete those first.
Identify Wasted Time
Many of us don’t realize how much time we waste on pointless activities or repeating unnecessary actions. As you go through your day, pay close attention to activities that you do that waste your time and are less productive.
It can be reading an email and not responding or deleting it, so later, you go back to re-read and start the cycle of not completing it again. When you “touch” it, a good rule is to quickly finish it to not spend any additional time on it.
Some programs track your daily activities to get a clear idea of where you may be wasting precious time.
Keep Organized
Good organizational skills can help get your projects done on time and keep your focus on the task at hand. Some people are naturally organized, while many others have to work at it actively.
Being organized allows you to find anything that you need quickly, whether it’s a contract you signed yesterday or a proposal you received a year ago. Create separate folders to organize your documents and emails and delete ones you don’t need.
Management Tools
Many online management tools will help you manage your time and plan how you spend your time on various activities. These tools will support your time on projects and the deadlines to keep them and you on track.
Practice Focus and Avoid Multitasking
Multitasking can lower your comprehension level by 11%. It decreases productivity by 40%. The effects of trying to complete multiple tasks at a time can have a negative impact, including inhibiting your performance.
Additionally, the wandering mind is very real and takes up too much of our time. We spend almost 47% of our waking time thinking about something else rather than what we’re supposed to be doing. It feels like sometimes we are on autopilot, and our mind is wandering to avoid the effort of focusing on something else.
The key to maximum productivity is to notice when your mind’s distracted and bring your attention back on task.
Paying attention to your thoughts and recognizing when your mind starts to drift will help you stay on task. Paying attention to your distractions can help you catch them sooner so you can avoid them. After some practice, you will train your brain to be less distracted.
Set Goals
Before you begin to manage your time, you want to ensure you are clear on your goals and purpose. The more precise you are, the easier it will be to achieve them.
Stop Procrastinating
Procrastinating results in lowered productivity and task completion. Why put off what you could do today? When you put it off, it is still in the back of your head and could drain you mentally as you continue to think about it.
It’s more productive to tackle the activity and be done with it so you could move on to another task.
Productive Times
Some people work better early in the morning, while others need a few hours to get in their productive groove. Finding your most productive time and staying focused on the important tasks to complete during that time will help you get the most done in less time.
Identifying this time and using it wisely will boost your productivity and increase your success.
Avoid Distractions
Despite our best intentions, most people experience daily distractions at work which could be extremely costly. With numerous meetings to attend, conversations with coworkers, calls, emails, and social media, it can be a real challenge to stay productive and get things done.
Distractions take you away from your work physically as well as mentally. It takes you time to get back focused on your activity after a distraction.
Lower Stress
Stress plays a significant role in our inability to focus. When you can bring your stress level down, it helps you regain your focus and overcome distractions. You could find ways to calm your mind and relax your body to reduce the body’s stress response.
Make sure you get enough sleep and eat well. Practice breathing exercises and do what works to contain anxiety.
Delegate When You Can
An assistant or lower-level employee can complete some tasks on your plate. If you are overwhelmed and unable to complete everything on your to-do list, take a look at your list and see which tasks you could delegate to another employee.
It will not only take some of the pressure off you, but it will also help you meet the deadlines for more important tasks.
The Takeaway
Time is the most precious and scarce resource for many professionals. Time management can make or break your career. It takes some work to realize where you are wasting time and what you could eliminate to gain additional time.
You may be spending more time than you realize being unproductive or simply procrastinating. When you are not productive at work, it could hurt your career and bring you stress. When you are stressed and overwhelmed, you cannot stay focused and do your best work.
Use the resources available online to track your time and help manage it effectively. Distractions take up a lot of our time daily and decrease productivity. Being aware of your distractions is the first step; the second is to avoid them completely.
When you have fewer distractions, you can stay focused and get more done in less time. Staying organized helps you find things quickly. Deleting and getting rid of old emails and documents will free up space. You will also avoid the wasted time of going back to reread it unnecessarily.
Pocketbook Agency is the nation’s leading recruiting firm placing support level administrative roles for corporate and domestic clients nationwide. If you are looking for help with filling open positions, contact us today. We will be your helping hand to create your high-functioning and long-lasting team.
Sources:
Time Tracking, Project Planning and Hiring Tools to Help Teams Work Better | Toggl
Multitasking Reduces Your Intelligence By 17 Percent | Inc.com