Time Management

Is multitasking effective to increase productivity? Does it help with time management?

Do you know what the number one excuse to not deliver or complete something on time is? Yes, you guessed it, it’s a lack of time. Time management skills are very important for personal and professional success. Single parents and entrepreneurs are among those who need time management super skills.

When you wear multiple hats, the way you handle time determines whether or not you complete all the tasks you have scheduled. Being organized is one of those skills that help to manage your time better. Most people think that multitasking is an ability that helps to increase productivity but is not.

People who multitask decrease their productivity by 20-40% and are less efficient than those who focus on one project at a time. Time lost switching among tasks increases the complexity of the tasks (University of Michigan)

Research in neuroscience tells us that the brain doesn’t do more than one task a time. Each time we move from one task to another, there is a start-stop process going on in the brain. Multitasking should be called switch-tasking, and is bad for productivity. For better time management, stop multitasking, it kills your focus. The skills you need to master are:

  1. Organization
    • Practice 5S in your office or work area
    • Organize your meetings and tasks throughout the day. Meetings are better early during the day because the time leading up to an event is often wasted.
    • Separate your routine, automatic tasks from the strategic ones. Strategic duties usually need a higher level of focus, schedule them for the daytime at which you are more productive.
    • Choose one subject for the day, for example, on Monday I work with everything related to budget and Tuesday is for project updates.
  2. Prioritization
    • Know your priorities and identify how you will measure progress. Assign deadlines for everything.
    • Identify the most important things for you and mark them on your calendar or agenda with a special color. Develop the habit of working with those first.
  3. Goal Setting
    • You have goals for your business, and you also have personal goals. Keep an eye on both, create the habit of reviewing them periodically.   
    • You cannot work with all at the same time, divide your goals for the year into smaller time buckets. 
    • Prioritize your goals while dividing in buckets, your yearly goals into months, month goals into weeks, and weeks into days.
  4. Planning
    • Be realistic while planning your daily activities. Regardless of how well you organize and plan, things happen.
    • Make time for the unexpected, plan for not more than 4-5 hours of work per day.
    • Remember those priorities? Always know the one thing you need to get done during the day and do it as early as possible.
  5. Communication
    • Communicate your priorities, goals, and plans with your team or family. Let others help you to be on track for success!
  6. Delegation
    • “If something can be done 80% as well by someone else, delegate!” – John C. Maxwell

Remember, working more hours does not make you more productive, neither does multitasking. Work smarter, not harder!

Office, Productivity, Time Management

How do you deal with distractions in the workplace?

Udemy for Business surveyed US workers in 2018 about distractions at work. More than half (54%)  said that their performance is not as well as it should be because of workplace distractions. Half of them think that they are significantly less productive. The top two distractors mentioned were chatty coworkers and office noise. They also indicated that open office layout and digital distractions are affecting the ability to focus.

Even if you don’t work on an office setting distractions are affecting your productivity too. Here are some tips to avoid them.

  • Know when your focus and creativity levels are higher and plan to do your most difficult tasks during that period. Block that time in your calendar and notify everybody that you are not available unless it is an emergency. 
  • If you are a morning person, try to come earlier to the office and take advantage of the quiet space. If you are a night owl, you can stay later to tackle those tasks.
  • When you need to focus on an important task while everybody else is present, set some rules. Let everybody know in a polite way that you need some “Do not Disturb” time.
  • Create the perfect environment, avoiding distractions. Turn off all notifications, chats, and social media. 
  • Set specific periods to interact with business emails and social media.
  • Keep your work area clean and organize to avoid visual distractions.

Regardless of how hard you try, somebody or something will distract you. There are a few more things that you can do. For example, learn how to manage distractions like emails and office noise. Learn how to manage your emails, using blocks of time to work with them. Use headphones to cancel the noise or have a sign to tell people that you would like to not be disturbed during that time.

Also, remember that having a good night’s sleep and healthy eating habits will help you to have the energy to concentrate. Find your own trick, and keep the focus!

Productivity, Time Management

What are the benefits of getting organized?

Get organized at work, and relax!

The ultimate goal of every professional is to achieve a work-life balance. I am not an exception. When my career started to grow, I found myself with not enough time to do the things I like. I realized that organizing myself and my daily work was the only solution.

The average person wastes 4.3 hours per week, searching for information. The Wall Street Journal reported that the average executive spends six weeks per year searching for misplaced information. Six weeks is a whole lot of hours!

To answer what are the benefits of being organized here is my top five reasons:

  • Improved productivity – Being organized will help you to focus on what is important, not the clutter. Focusing on your work will make it easier to identify what you want to achieve. Organizing will also save you the time of looking for things. Knowing the place for everything, it is easier to get the information you need faster. If you don’t have to ask around where is that report, you will cut distractions.
  • Better time management – The efficient use of a calendar, along with a list of your tasks will enable you to prioritize those tasks. Set daily and weekly goals based on the tasks you want to accomplish. Prioritizing will make you more flexible because you will react better to any changes or unexpected situations.
  • Reduced stress – No clutter equals less stress. A pleasant work environment improves morale and motivation. Achieving your goals give you a great sense of accomplishment.
  • Promotes improvements – A clean and organized work area pinpoints trouble areas, making easier to identify future improvements.
  • Better work-life balance – If you do more in less time, you can use the extra time to create balance in your life. Less stress and a reduced sense of being overwhelmed will leave you with more energy at the end of the day. Now you can go to the gym, or take a walk!

Being organized have a lot of advantages. I listed a few reasons, but there are a lot more. Find your reason, and get organized today!

Productivity, Time Management

One-touch rule

My number one trick to keep myself organized is what I call the one-touch rule. Procrastinating is not something that I do. There is no point in pushing back the completion of something that you will have to do anyway. Dealing with emails or regular mail is one of those things.

I know people that have thousands of emails on their accounts. Most of them are spam or promotions. The problem is that they either ignore or go over them many times. I use the one-touch to manage my emails.

Get used to open each email only once. You read it and decide what to do, archive it or delete it. Sometimes you need to take action with the information delivered. If that is the case, you can set that email as a task or appointment. Do not forget to include a due day for all your tasks.

With the regular mail is the same concept. Every day or whenever you go to the post office, you sort your letters. You categorize the mail into pay, archive, read, or trash. Prepare an area with a couple of bins as needed. I have the shredding machine in the same area, so promotions or any document with personal information goes immediately into it. Create the habit to take at least 30 minutes every week to go over those things in the pay and read category. Unless it is a magazine, you should be able to read or pay and either archive or trash within that time.

Think about it, this is common-sense. It is just a simple way to keep yourself organized.