In this blog, you are going to learn how to increase productivity and save time at work to get more done. Time is limited to only 24 hours a day. Out of which seven to ten hours are lost in activities like sleeping and eating. What we are left with, we need to make the best out of it. You cannot increase the hours in a day, but you can effectively take care of what tasks you do in the given time. To get the most out of every minute, you will need to properly manage and schedule your day to ensure that you do not miss out on any important tasks.
To help you make more constructive use of your time, we have come up with a list of the top time management tips that can help you to get your day in order and get things done. Start by following these super helpful tips to save your time.
1. Plan your day:
The first step to managing your time and increase productivity is figuring out where do you need to be spending your time. Block time slots for specific tasks so that you can concentrate on the task at hand and not worry about other tasks that you might need to do. Calendar apps can be used to visually block your time. Check which tasks require the most time in a month from the analytics feature of your calendar. This will help you determine which are the most time-consuming tasks in your daily routine.
2. Set a time limit:
Once you are clear about how much time each of your tasks will demand, you can create a time limit for these tasks. This creates a sense of urgency in its completion plus it also leaves you with the time that you can devote to other activities. Also, ensure to set up breaks in between the work hours so that you can freshen up as well. If you are unable to complete a task within the set time, leave it aside and start working on the next task that has been allotted. Return to the incomplete task after all the other due tasks have been completed.
3. Use a to-do list: To-do lists are a great way of tracking your tasks in a day. Break your tasks into smaller objectives and put them on a to-do list. Tick them off as you go along completing them. Remember not to abandon any task that has been listed on your to-do list. If you do not have the time to complete it, switch the task over to the next day to ensure that you do not forget about it. You can use digital tools like Microsoft To-Do or Tick Tick or even use a traditional notebook and pen. The choice is yours.
4. Plan daily MITs:
MIT stands for Most Important Tasks. You must start your day by doing the most important tasks for the day. Mornings are when we are most energized and therefore it makes complete sense to work that energy towards important tasks. Spend 10 minutes each night after you finish your work and plan for the next day ahead. This gives you a head start for the day and allows you to focus on what is important.
5. Getting organized:
You don’t want to be wasting time looking for files that you might have worked on a year ago. If you want to avoid such a mess and increase productivity, getting organized is key. There are plenty of online project management tools that you can try out to keep your projects organized and searchable. This helps you to keep all your files in a centralized location for quick and easy access.
6. Plan buffer times:
It is always a good idea to take a break when you are switching from one task to the next. This allows you to cool down and vitalize you for the next task ahead. Methods like the Pomodoro technique can be highly useful where you plan your day in equal work hours and split them with equal breaks in between. This allows you to save time and help you stay productive throughout the day.
7. Delegate tasks:
You cannot do everything yourself and therefore you will need to learn how to delegate tasks to others. If you are working in a team, this can be quite simple. Delegating tasks are a great way of saving time and it also helps to distribute the workload evenly among the team based on individual skill sets.
8. Avoid distractions:
With constant notifications and pings distracting us from the tasks at hand, it is important to avoid these distractions. These can cause you to waste time as well as take away from your focus. While working on a task, avoid any possible distractions until the job is done.
9. Group similar tasks:
When are many related tasks that you need to do, group them. Use the sub-tasks feature if you are using a to-do list to manage your tasks. For example, you might not have time to attend calls or emails on a certain day. A good idea to save time would be to schedule time in advance to respond to all the missed calls and emails. As long as the tasks are similar, you do not need time for reorienting.
With the pandemic plunging the world into a contactless and digital future, telecommunication has become a major part of our workflow. Gone are the day when you had to rush to the office. You can now wake up and start working immediately with a cup of coffee. If you have to attend a lot of meetings in a day, ensure you have carved out specific time slots for each one so that you do not overburden yourself.
11. Inculcate healthy habits:
Devote enough time to healthy habits and self-development. While it might seem counter-intuitive in the beginning, these habits will go a long way in helping you with self-improvement. Not every minute of your waking hours needs to be spent working, enjoy a bit of “Me time” to keep yourself charged and motivated.
12. Learn to say “NO”:
It can be difficult to say no to your boss or a client. But you can only work for so much. If you already have a tight schedule and do not have time to work on other things, maybe it’s better to reject than disappoint. You need to know that to increase your productivity, you need to let go of the task that cuts down your efficiency or make room for the new task without exhausting yourself, which can only be done if you put some of your work on the backburner.
13. There is no need to be perfect:
No one is perfect, and no one has asked you to be. If you waste time revisiting a task again and again in the hopes of perfecting it, you are letting your productivity go down the sink. Give your best shot at the task at hand and move on to the next. Stop chasing perfection.
14. Finding inspiration:
When you feel that you are losing productivity, try finding a source of inspiration. Try reading a book or watch a TED talk. Enjoy something that will motivate and inspire you to work hard for your goals to increase productivity.
15. Work smart:
The key to an effective and productive workflow is to work smart. Concentrate on what needs to be done and focus only on the task at hand without worrying about anything else. Make every second count.