It’s not about multitasking, nor rushing though everything. It’s not about saying no to new tasks and it isn’t about doing more than one thing at a time. Time Management is the art of prioritising, scheduling and knowing what your end game is! Effective time management allows you to work smarter, not harder.
Often, my clients find their time management breakthrough once they truly realise that being busy is not contributing to their effectiveness. Busy is not the same as effective.
To manage time, you need to be clear on your goals. You can’t prioritise if you don’t know what the priorities are.
The Importance and urgency of tasks is paramount – you can’t get to it all at once, so ensure you are prioritising the right tasks. Don’t waste time on quick and easy tasks!
Don’t touch one task multiple times. If you can’t get to it now, schedule it appropriately (outlook tasks, tasks app, calendar, to-do list etc) and don’t give it another thought until the time comes to work on it. Schedule your important tasks or meetings in your best / most productive times of the day.
Once you become overwhelmed, emails, social media and staff interruptions have a way of dictating your days. You become very reactionary to the quick, easy tasks, feeling like it’s a quick win and another thing “ticked off the list”. At this stage we become busy and therefore less effective. Everything can be scheduled. Don’t let the “quick wins” take away from the important tasks. Schedule a few hours a day for your quick wins so they don’t dictate your time and distract from your important tasks. When working on important tasks, ensure you can focus on the ONE task at hand – turn off your email and social media notifications. Let your phone go to voicemail for an hour, if you manage staff let them know any interruptions can wait, then they will receive your full attention.
Don’t just schedule your high priority tasks, your meetings, your appointments – Schedule time for self-care & leisure. Schedule a lunch break once a week (or more)! If the time gets taken, reschedule it straight away.
“Either run the day OR the day runs you” – Jim Rohn