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So many things to do, so little time? I hear you. Now in the interest of time, let’s get you started. Below are some tips you can incorporate into your routine for better time management at work.
Observe the 2-minute rule.
Inspired by productivity consultant David Allen, the rule is simple: if it’s a task you can finish in 2 minutes, don’t put it off. If you can update that dashboard, or fix that desk, or submit that expense report in 2 minutes, then do it right away.
Make to-do lists and prioritize.
Prepare your to-do lists at the end of each day so you are immediately on your way to action the next day. Arrange your tasks either by due dates, importance, complexity, etc. Identify your priorities by determining which activities are of high value.
Do calendar-blocking.
Plug your priorities into your calendar. The allotted uninterrupted time gives you peace of mind and the time limit creates a sense of urgency. Additionally, it lets you and others know of your true availability.
Channel your inner Konmari.
Declutter, purge and organize your files, folders, bookmarks, etc. Close all those tabs and applications you’re not using. If you have more time, konmari your desk or even your entire office. Organized is systematic and dramatically transforms turn-around times.
Automate.
Automate routine tasks. And I don’t mean grand automation that requires coding. You can create simple templates for copying and pasting. Or build spreadsheets with simple formulas. For more advanced automation, learn from tutorials or reach out to an expert.
Collaborate and delegate.
Stop hoarding. Free yourself up for more advanced and meaningful responsibilities. Train people, mentor them, and trust that they have the abilities to do the job. Letting go sometimes means room for others and for you to grow.
Take advantage of downtimes.
Waiting in line? System downtime? Meeting hasn’t started? These are all great opportunities to accomplish quick and easy tasks. Here are some of the tasks you can work on: review your to-do lists, quickly check your emails, organize your desktop, or purposely connect with people.
Downtime can be a productive time.
Accomplish tasks in one trip.
Going to the restroom? Go for it but on your way back, grab the files you printed, clarify that instruction with your boss, drop by a colleague for a quick follow-up, check what’s on the bulletin board today, and say hi to your peers.
Try batching.
Instead of focusing on producing one output at a time through the traditional linear approach, you may opt to focus on similar activities at once producing multiple outputs in the end. This eliminates context switching and allows you to utilize the same resources at a time.
Break down big tasks into smaller actionable items.
Bigger and unfamiliar tasks can be intimidating. The way to do it is to not immediately do it. Instead, get familiar with it. What is the purpose? What are the steps? What are the inputs? Eventually, things will make sense and you’ll ease up to it. Break it down into smaller items with mini due dates. Incremental progress is better than nothing.
Say No.
Look at your to-do list and determine the number of tasks you could’ve eliminated. Which ones of these are optional? Or do not support your goals, growth, and development? Reflect and be more purposeful in your chosen commitments.
Eliminate wastes.
Some tasks do not even need to exist. Identify duplicate efforts and reconcile these. Get rid of unnecessary steps. Transition from manual to electronic. Be on the lookout for improvement opportunities. And be sure to take the right channels in initiating change in your organization.
Reward yourself.
Set your timer for two intervals: 30 minutes for focused work, and 5 minutes for rewards. Your alarm signals productive time which lets you have your well-deserved 5 minutes. Aim to extend your productive time incrementally. Use your rest time for activities that rejuvenate you like stretching out, checking on your loved ones, or saying hi to peers.
Tackle your emails.
Create specific rules for email traffic and notifications. Divert emails to other collaborative spaces like Sharepoint, MS Project, or even G-docs. Cut short back and forth emails by doing face-to-face, over the phone, or quick meetings. Schedule a specific time for reading emails so it doesn’t take control of your day, and have your to-do lists handy every time so any new tasks could be added (or removed if you’re lucky). Also, Konmari. You know the drill.
Here’s a more detailed and thorough guide on how to tackle your email like a pro: Practical Tips for Effective Email Management
Self-manage.
Be punctual. Come to work mentally, emotionally, and physically prepared. Be well-rested, sort out personal items, and remove distractions. Above all, set a strong purpose at every start of your day and commit to it. Be clear of what you want to accomplish, how, when, and why. Truthfully assess how you fared at the end of each day and bring the lessons or sense of accomplishment the next day.
Let me know which ones work best for you, or if you have other recommendations. Thank you for your time (no pun intended), and I wish you a productive day. Until our next huddle.
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