10 Useful Time Saving Tips - [website] Published: 8th of Feb 2011 by: (c) Staff Training Staff Reporter
Ever wonder at the end of the day where all the time went, or why you just can’t seem to get enough done?
At some point in time we all begin to feel as though work’s getting the better of us and there just aren’t enough hours in the day, but with a little planning and effort these thoughts can be a thing of the past.
Let’s have a look at ten easy steps to having a more productive day – these just might give your day a whole new feel!
1.The first thing you are going to need to do is get yourself a daily planner. This is essential if you are going to have a more organised day in which you get more done. As useful as Post It notes are in the office (for scribbling down an address or telephone number quickly, or as a handy way of writing down something for your To-Do list) they tend to quickly get out of hand and before you know it you’re knee-deep in little yellow pages.
2.The next essential is a To-Do list. Without a To-Do list you will have no direction during the day; no way of knowing what needs doing next and what is most urgent.
Tip: When making a To-Do list the best thing to do would be to compose it on the computer instead of longhand. This way, when an item has been completed, becomes less (or more) urgent or has been delegated to someone else the list can be easily and quickly modified.
3.Make it your morning ritual to read your To-Do list before anything else. I’d recommend making a cup of coffee, sitting down at your desk and then seeing what needs doing that day before even opening your emails. One of the main reasons we accomplish less than we would like to during the day is because we fail to properly plan what we would like to achieve.
4.Prioritise your To-Do list with the most urgent items at the top, less urgent items below that and then the important and less important items at the bottom. You should always begin the day with the most urgent tasks first as your enthusiasm and energy levels will begin to wane as the day goes on.
5.Delegate as much of the lower portion of your list as you possibly can. These would be the less important and somewhat important items that do not require your personal attention but still need to be done.
6.If the items at the top of your list are tasks you’d rather not be doing, DO THEM ANYWAY! The fact is that when it comes to the middle or end of the day you’re going to want to do these tasks even less. Completing them first thing in the morning frees you up for the rest of the day, and if you do the most hated task first then the rest of your day can only get better.
7.Keep your To-Do list open on your computer during the course of the day so you can update it as new work comes in and old work gets completed. It should be an ongoing process (you and your To-Do list) that you constantly monitor; that way you’ll know exactly how much you’re getting done and what still needs attending to. At the end of the day transfer any items that didn’t get completed to the top of tomorrow’s list (in order of urgency).
8.Try to stick to your list. Don’t go out of your way to get new work or attend meetings that aren’t essential if you’re struggling to keep up with the volumes of work already. Sometimes all you need to do is keep your head down and focus on the task(s) at hand to get things done.
9.Say NO! One of the most common causes of people being overloaded with work is their inability to refuse new work. If you’re drowning in your own work as it is then there’s no way you can expect to cope if you take on any more; you need to start learning to say ‘no’ when you’re inundated with tasks and can’t handle the work load.
10.Close your door and switch off the phone. When you’re dealing with urgent tasks that require your full attention it doesn’t hurt to sometimes shut out the rest of the world and simply get them done. Ignore the knocking (and eventual pounding) at your door and focus on what you’ve got to get done; you’ll be amazed at how productive you can actually be when you remove all the little distractions.
By following these ten easy steps you could improve your daily productivity two-fold, feel more organised and start getting the recognition you’d like to be getting. It all begins with you.
For further reading on how to be more productive and get more out of your day check out The 7 Habits of Highly Effective People at the Entrepreneur.
(c) Matthew Wood
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