Are you wasting your own time?

Take a look around your workplace.  You’re sure to see lots of people scurrying about looking busy. You may even be doing that yourself. People juggle from task to task, huffing and puffing to signify to everyone around that they are busy being busy.

Yes these performers jump from one task to the next: they check e-mail, organise a meeting, make a quick call, run an errand, and so on.

Most of us delude ourselves that staying busy signals that we’re getting things done. Maybe we are getting stuff done – but is what we’ve chosen to do making any real difference? Are we genuinely productive?

My point is that going through the process of managing all the small tasks on our to-do list, isn’t a sign we’re achieving much. Quite often we’re just wasting time moving from one menial task on our to-do list to the next.  We’re not actually making achievements which contribute to our bigger picture success.

Are you working hard but not necessarily getting anywhere?

Work smarter, not harder

We’ve all heard the expression “work smarter, not harder” but few people realise know how to do that.  Working smarter requires letting go of old work habits.

Today, as you start every task, ask yourself:

• Is this job or task necessary?
• Can this job or task be done more efficiently or most cost effectively (for example by a more junior member of staff)?
• Would it really matter, in the bigger scheme of things, if I didn’t do this task at all, or if I did it less often?

Managing your time isn’t about accomplishing a whole lot of things from the to-do list; it isn’t about running about looking busy.  It’s about streamlining what we do; simplifying systems and reducing the time we take. It’s about doing what’s important, not what’s pushing for our attention at any particular moment.

When we accomplish routine tasks quickly we create empty blocks of time allowing us to do something really important like spending time with family or friends.

Here are some time management tips to get you started.

• Do the most important tasks first
  Begin each day by identifying just two or three tasks that are the most crucial to complete. Now do these first.
  These are the tasks that when completed, will bring you the most satisfaction at the end of the day.With these jobs complete your day can already be classified as a success.

 

• Focus solely on the task at hand
  Seek out a quiet place to work where there are few distractions. You might like some background music to get you in the mood.As you complete these important tasks, remain in the moment.   Put your phone away.  Close browsers.  Avoid the tendency to multi-task.  Multi-tasking only disrupts our thinking and so is not productive.Concentrate on one task at a time and immerse yourself in it.

 

• Avoid perfectionist tendencies
  Projects often take longer than they should because we focus on the small details which don’t much matter in the bigger scheme of things: deciding on the colour of the napkins for a function we’re planning; the graphics to accompany a document we need to write; or even re-writing documents which were perfectly OK in the first place.  Get the main details sorted and then revisit the project to look at the minor details later.

 

• Exercise some self-discipline.
  If you’re self-employed, decide what social media platforms work for your type of business and stick with them.  Otherwise you’ll be busy preparing and posting on each and every social media platform with limited results.
  I’m sure it goes without saying too, that it’s easy to get distracted checking your personal social media too. Whilst I’ll grant you that connecting with friends and colleagues is important, why not schedule your personal social media time for when you’re sitting on the bus on the way to and from work.

 

• Assign time limits
  Break your time into blocks of say 30 minute sessions and work to complete significant tasks in that time frame.  Over the next week or so make a note of the time you take to complete routine tasks.  If you’re like most people, you’ll come to notice how often you under-estimate the time required to complete various routine jobs.  Studies show that most people under-estimate the time required for a job by at least 30%.  Plan your day by allocating blocks of time. Reward yourself when you accomplish a task inside the time frame your estimated.

 

• Nurture yourself with healthy meals, rest and regular exercise
  Maintaining a healthy lifestyle increases work productivity.  Be kind to yourself, get plenty of sleep, schedule time for relaxation and fun, exercise and for healthy eating. Avoid eating at your desk: take time out to enjoy your food.  Allow yourself some quiet time to walk around the block, meditate, or do some stretching exercises will help to clear the mind and allow you to re-focus.

 

• Clear away your clutter
  Create a filing system for your documents. Have a place for everything and everything in its place.

  Streamline, streamline, streamline.
  

• Make good use of times when you’ve been left waiting
  Find something productive to do when you’re left sitting in waiting rooms. Take along some professional reading.

 

• Find time for stillness
  In our “go, go, go!” world, too many people don’t find time to just be still.  Sitting still allows you to regroup and re-energise. Discovering time in your life for silence and non-motion reduces anxiety.

 

• Eliminate the non-essential
  Yes, I’ve said this already and it’s the most useful tip you can take away from this article. Decide if what you are about to do is really going to add value.  Ask yourself, “Is what I am about to do important?”  When we are in touch with what genuinely deserves our attention (what deserves our energy and time) we can devote ourselves to what is worthwhile and that gives us the best return on investment for time.
  
  One last tip:

 

• Every day should bring you some level of satisfaction.
  We can easily get caught up with being busy and forget to enjoy our day.  Take time to reflect on what you have already accomplished. Celebrate big accomplishments; and always seek ways to allocate some time for doing what you enjoy most.  Chances are you’ll get the most satisfaction from doing what uses your natural talents. Learn to notice where your real talents lie and seek out opportunities to use your natural skills.  This may sound like a pipe dream, but it’s more possible than ever in today’s world. Be curious. Be open to opportunity. Know yourself. Embrace your passions.

Best of luck implementing these tips, and let me know if I can do anything else to help you.

For more tips on managing your time why not register to attend:

Time and Priority Management   

or

Achieving work / life balance (online)

This article was contributed by:

Liz Paine
Learning Insight
www.learninginsight.com.au

 Want to improve your Time Management? Feel free to contact us for more info.