Six Productivity Tips For Time Management

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We have all heard people say that there aren’t enough hours in the day when they are going through a particularly hectic time at work, or they have been so busy that they don’t know where the day has gone. Unfortunately we cannot control time. The hours between nine and five are exactly the same every day. However, if we manage the time we do have more efficiently, then we can squeeze a lot more productivity into each day.

Effective time management can have a number of benefits; it can increase your productivity, boost your standing in the eyes of your employers and, if you are on a bonus scheme, bring in extra cash. So, with this in mind, here are six ways you can help make your daily schedule as productive as possible.

1: Analyze

Take a look at how your daily schedule is planned and look for areas where you could save time. For example, if you have to ring someone who is notoriously difficult to catch, email them after the first attempt and get on with something else. Ask yourself if a face to face meeting that will put an hour’s driving time onto your day is really necessary; could it be done by telephone or email instead? Always aim to trim down the amount of unnecessary work you do, and use this freed up time to better effect.

2: Organize

How much of your working day is taken up by hunting out files or searching for phone numbers? An efficient worker saves time every day by knowing exactly where everything is. It is worth taking the time to organise a file management system on your computer, which will enable you to store everything you have in its right place. Do this and the five minutes you wasted looking for a letter could now be five minutes you spend writing one.

3: Prioritize

You have to carry out the following four tasks this morning, but which one should you perform first?

A: Nip out for some milk

B: Check your emails

C: Call the fire brigade because the office kitchen is ablaze

D: Post Aunt Emily’s birthday card

The answer is glaringly obvious but it does demonstrate the basics of workload prioritisation. Every morning you should check your to-do list and arrange the workload according to the urgency of each task. Attend to waiting clients or looming deadlines first, and leave minor tasks until the important stuff is out of the way. Prioritising your workload effectively is one of the key factors in good time management.

4: Optimize

You should make full use of any tools that can help you keep wasted time to a minimum. Programmes such as Microsoft Outlook can schedule your days for you and alert you in advance of imminent appointments. If you are out and about a lot, then simply storing alerts for important events on your mobile phone should ensure that you are always punctual.

5: Minimize

When working on an important task you will perform better if you are allowed to concentrate fully. Your presence in the office, therefore, should be kept to a minimum as the last thing you need are interruptions that can slow you down or break your concentration. However, you cannot simply pack up and take your work to a secluded beach somewhere (if only) so you have to make the most of what you have available. Tell colleagues that you are not taking calls, put ‘out of office’ messages on your answer phone and email, and if a colleague comes along with details of last night’s hot date, tell them to fill you in later. Then you can give 100% to the job in hand.

6: Use Your Eyes

Learn how to spot periods of non-productivity at work and cut them out, no matter how small. For example, while you are waiting for a file to download, don’t check out the latest news on your football team’s website or have a game of solitaire, but finish drafting a letter or proof read a document. All of these moments saved mount up and, like a jar full of loose change, it can be surprising what they add up to in the long run.

These tips form only a small part of the bigger time management picture. There is a wealth of information available on this subject and I would recommend that you look into it in more detail, as the benefits, mentioned above, are worth working towards. Who knows, you may even become so efficient that you finish your tasks early, in which case you can seek out your colleague and get all the details of that hot date.

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Source by Rich Talbot