Maximise Your Productivity by Managing Your Time More Effectively
How often do you tell yourself ‘I ran out of time’ when not completing your tasks or jobs for the day? The real question you should be asking yourself is ‘did I use my time efficiently?’
We all work in different capacities, but if we strive to be at the top of our game it’s important to find ways to maximise our output each day. So, how do we do this? The answer is to work smarter, not harder.
1. Delegate Tasks
Not every task can be delegated but jobs that don’t require your oversight or level of experience can be assigned to others. This will show your team that you trust and value them, whilst allowing you to focus on other projects.
2. Follow the Action Priority Matrix
The below diagram can help you choose the tasks you should prioritise and the tasks that can be delayed or delegated. The Matrix explains that it is best to spend more time on high-value activities and less time on tasks that have little impact on the business. To use the model, simply make a list of your tasks and place them on the model where you believe they fit best. It is important to start with the quick wins, followed by major projects, and if you have any time remaining, the fill-in jobs. Otherwise, simply delegate or reconsider whether these jobs can be removed altogether.
3. Work In 90-Minute Blocks
One of the early sleep researchers, Nathaniel Kleitman discovered that individuals operate in 90 to 120-minute cycles called “basic rest-activity cycles”. It’s been proven that our brain can last for approximately 90 minutes at optimal levels before losing steam. Therefore, it is best to have a quick break after this time so you can sustain focus and energy levels for the day.
4. Set your own Deadlines
Alongside deadlines that are out of your control, set your own. For instance: If a particular project is due on Thursday, complete it by Wednesday. This way, you’ll be able to amend any mistakes, refine the work, and remove stress of a “deadline”.
5. Stop Procrastinating
If you do not complete a task, it will stay at the forefront of your mind. The longer you procrastinate, the longer the task will loom over you and become a source of anxiety. Starting a project is often the hardest part but breaking it down into smaller steps will make the task a lot less daunting. Just start by tackling the first step, and before you know it, the task will be complete!
6. Planning a Weekly Schedule
Once you are aware of what tasks need to be prioritised, you can map out a schedule accordingly. Through the creation of a time management schedule, you can block out time to work on specific tasks. This will minimise the chances of juggling multiple tasks at once and provide a time frame for the job’s completion.
There is an abundance of websites and apps to help you map out your week. Some include: Monday.com, Smartsheet, Asana, Trello or Forecast.
Learning to manage your time effectively will allow you to minimise stress, become more organised, and ultimately more productive. Through the adoption of these tactics, you’ll be giving yourself a pat on the back at the end of each day and have more time to do the things you love.