We made it to the new year, but some things never change. We still have only twenty-four hours in a day, seven days in a week, and to-do lists that continue to grow. Large companies get around many time limitations by buying more time in the form of employee man-hours, but not all of us can afford to do this. It becomes important, therefore, to get more done in the hours one has. This means using time more efficiently and minimizing distractions. Here are six easy tips that will help you accomplish this:
- Don’t let emails and texts become a distraction – it takes between 10 and 15 minutes to get back on task after an interruption. Shut off the notifications on your laptop, tablet, and smart phone that warn you that emails or texts have come in. Then check and respond to your emails and texts only a few times a day, like first thing in the morning, noon, and 4:00 PM. Give yourself a half hour (or other appropriate amount of time) to respond to the emails and texts
- Don’t answer the phone unless you really have to… Or it’s a customer – the same rules apply here as they do to emails and texts. The only difference is that you have to be aware of providing the best customer service you can, and that may mean answering the phone for customers and clients. Again, check voice-mails only a few times a day and respond as necessary.
- Tie your to-do list to your calendar – Most of us have a to-do list, and that list seems to get longer, not shorter, as time goes on. We then have trouble prioritizing and reshuffling the tasks and fewer and fewer of them get done. Part of the problem lies with due dates of “soon”, “sometime next week”, and “ASAP”. Since these are abstract ideas of time, the human brain doesn’t process them the same way as a hard due date. By putting tasks on your calendar with blocks of time to accomplish them, just as you would set an appointment, you automatically prioritize the tasks and reserve the proper amount of time to get that task done. Make sure that if the task is more than a few days out, you set periodic reminders for yourself.
- Delegate wherever and whenever possible –Much of the time we find ourselves doing things ourselves that we can delegate to others, freeing up our valuable time for those things we can’t delegate. Make sure that when you delegate a task, you assign it in writing with a due date, and if the due date is more than a few days out, make sure you get periodic status reports. Most CRMs (Customer Relationship Management systems) allow you to assign tasks to others. If you don’t have a CRM, do it on a shared calendar.
- Share your calendar – It’s important that others on your team know what you’re doing and when you’re doing it so they know when not to disturb you. By calendaring tasks (above) and sharing that calendar, you indicate the times you are busy, removing in-office distractions.
- Access Expertise-as-a-Service when and where needed – by using experts to get the information you need in the proper context, you shorten the amount of time needed to make mission-critical decisions, freeing up time to do other important tasks.
Try these tips for 60 days. Why 60? Because it will take you at least 30 days to break the habits of looking at your smart phone 50-100 times a day and keeping your email folders open. After using these methods for a few months, I think you’ll find that it’s easier to get more things done faster, with less aggravation and better results.
Have you tried any of these tips before? how did they work for you? What advice do you have to use time efficiently? Please comment to let us know.