Time: < 30 Minutes
STEP 1: Make a to-do list: Every day before leaving work, make a list of to-dos for the next day. This will help you both prioritize and visualize the next day clearly. You will be able to come to work fully aware of how you’ve planned your day. This will ensure that you address the top priorities first, while also helping you group similar tasks together to make better use of your time.
STEP 2: Prioritize: Have a clear understanding about which tasks are most important so you can focus more attention in those areas. This way, you are less likely to make errors where the more important tasks are concerned. Make sure the critical items are handled one at a time, rather than multi-tasking during this time. As an example, if working on a project overview is #1, make sure you aren’t taking phone calls or doing another task while working on the project overview. Every evening review your priority list and see how you did so you can improve your time management and focus on the most important tasks.
STEP 3: Solve tasks in blocks: When organizing priorities, group similar tasks together. Set aside a time to respond to email and another time to return or make phone calls. If you scan social networks and post on your timelines daily, you can set aside thirty minutes per day to read the posts and share the ones you find most interesting. You will get through groups of tasks much quicker than if you address them one by one.
STEP 4: Avoid distractions. This seems to be self-explanatory, but when you are multitasking it is easy to become distracted. Be aware of common distractions and practice proactive steps accordingly. Turn off your phone and let it take messages to be responded to later (another priority). Tell team members and/or employees that you need to be left alone for a certain time period to concentrate. Be wary of emails, chats, and other computer-generated distractions, at least for a predetermined time span. If you’re working from home, try to isolate yourself from family-related distractions and chores. When dealing with competing priorities, minimizing distractions allows for greater concentration and focus.
STEP 5: People often argue in favor of multitasking saying that there are many things they can do in conjunction with each other. The most common example is walking and holding deep conversations or eating while watching TV. These kinds of tasks can be done at the same time… but at what level of attention? Staying present with every interaction will create the highest return on your life investments.
