Quick wins to do more in less time

🔊 Listen to this

We’re busy. We’re always too busy. I remember a period when I felt I was losing control of the situation (workload). The solution I found was working longer and longer with the foolish hope I would catch the backlog, get more things done and the situation would come back to normal. Wishful thinking. When you don’t change habits and ways of working, working longer will only increase the number or quantity of inefficient tasks. Below you may find some of my learning out of that experience.

1. Plan your day ahead if possible the previous evening. Having that plan in your subconscient will set up the mood in your brain and you’ll know where and when to focus when you’re about to start your day.
2. Don’t jump between tasks, otherwise you’ll have to catch up again the rhythm and you’ll have the feeling nothing is finished (and it isn’t). Focus in one task, finish it, then move on your daily target list.
3. Make breaks. Every hour take a small walk (to the coffee machine for instance). Breath, your brain needs oxygen to think, if possible fresh air. Don’t take this as a waste of time, it can refill and refresh your mind/ideas.
4. Thank people helping or supporting you, or thank for whatever other reason. Being grateful releases happiness and optimism and that supports creativity and clarity.
5. Say no. Saying yes to all kind of requests from colleagues or managers don’t improve your quality of work. You need to know your limits and your limitations. Say no, whenever in doubt if you’ll meet a deadline or if you will be able to present valuable content.
6. Be proactive instead of reactive. If you want to avoid being driven by tasks and by the others agenda or colleagues, be proactive. Anticipate. Finish tasks before deadline so people don’t chase you. Provide info before people come to you. Communicate clearly so people don’t ask you for explanations. Use more phone and f2f than emails.
7. Don’t let outlook or emails drive your day. When it’s really urgent, people will call you. Check emails 3 or 4 times a day (morning, after lunch, mid-afternoon)
8. Social media. A complete time killer if you don’t step back. Like email check, establish routines to look at your smartphone. Establish that goal and track the progress. You’ll see how hard it is, but you’ll also notice that keeping away provides you more focus and time to do what really matters.
9. You can’t be everywhere and on top of everything. Trust and empower people. Colleagues who feel empowered normally over deliver. This way you can free up time to focus on other things, on the bigger picture.
10. Deliver through others. What is more important, that you do, finish and present a project or that the project is presented with clear gains and objectives attained? Use the skills, knowledge and experience of colleagues and peers to achieve your milestones.

Sure there are others, but hope you recognize some that you might have been letting settling in very quietly. Don’t trade time with your friends or beloved ones for inefficiency and bad habits. Change habits, get the work done and go home on time.