5 Tips to Better Manage Your Day
by Odilia McLeod
# 1 – Have a To Do List
Spending 15 minutes at the end of your day writing a To Do List will ensure that the next day starts (and stays) on the right track regardless of what the day may bring.
Start your To Do List by writing down all items pending for the next day. Then prioritize them according to importance and urgency. You may have 20 tasks to do, but be realistic, choose the top 3 (must get done or else) at the top of your list and make sure those get done rain or shine. Block time in your calendar to address these. The rest you can organize by category or by deadline and chip away at them throughout your day.
Schedule a block of time to address e-mail as well. A couple of times a week organize your inbox by “oldest” vs “newest” e-mail received. This will ensure you don’t forget about those e-mails below the fold or any you may have not yet addressed as you cherry-picked which ones to answer first.
Every day spend at least 15 minutes on a task you are not so thrilled about (that one that you continue to procrastinate on), you will chip away at it in small bites and eventually it will get done.
# 2- Set Personal Goals
Goals give you a sense of direction. You have a vision and an ultimate destination. You can then plan, strategize, prioritize and schedule in alignment with the goals you set for yourself. If in 5 years you see yourself being promoted to CEO or becoming a full time surfer in Bali; then every decision you make here on out must be aligned with that goal.
You may even have to pass up on some “right now” opportunities if they are not helping to get you to that envisioned goal. Resolve, determination, focus and a clear vision will keep your eye (and efforts) on the prize.
Having personal goals will keep you inspired. You will manage time, stress and tasks better because you have a plan and an ultimate destination.
Use the SMART method when writing your goals (Specific, Measurable, Attainable, Realistic and Timely).
# 3 – Multitasking is not the answer
In this day and age of information overload, we pride ourselves in being great at multi-tasking. What multi-tasking really means is that you are not giving enough attention to anything in front of you. This will just culminate in spelling mistakes, answers that don’t address what was truly asked (as you are not fully reading), and eventually a feeling of overwhelm.
Studies show that our brains are wired to focus on concepts sequentially and it takes our brain microseconds to disengage from one thing and then go on to another. Focusing on a variety of items at once is not ideal or conducive to stellar results.
Consider the fact that being BUSY does not mean being effective. Having tons of e-mail to answer, “screaming” piles of paperwork on your desk, and numerous deadlines and chores may keep you busy, but if you don’t prioritize and ensure each one of your efforts yields the desired result, you are being ineffective. For example, if your job is about bringing in profit margins, the majority of your daily activities must be focused toward reaching that goal. So make sure you are spending your time and energy on the items that yield results. Don’t just be efficient, be effective!
# 4 – Learn to Say No
We all fear disappointing others, being perceived as rude, creating conflict or even potentially closing some doors when saying no. Even to the point we may take on way more than we can handle in order to avoid saying no. But it is not about saying no, it is all on how you say it. Say no to the task, not to the person. Be firm without being defensive. Here are some examples:
- I have other commitments/priorities at this time
- I would love to, but I can’t at this time
- My schedule is maxed out this week
If you need to negotiate then:
- This is not a good time, but could we revisit this at a later date?
- I cannot do this right now, but I can…. (offer to help with a less taxing task or to help with some part of the task)
# 5 – Take a Break
Being tired or hungry is not the best state to be in. Make sure you take time to have healthy meal/snacks and drink plenty of water. Take a 10 minute break every couple of hours. Stand up, stretch, take a walk, let your eyes rest from being fixed on the computer screen and let your brain decompress. Taking a break allows you to re-energize and get re-focused. It is a time investment on your well-being, then you can be at your best and most productive at all times.
Other Tips – if you are in front of a computer for long periods of time, the American Optometric Association recommends that blink more often so your eyes stay moist, every hour take your eyes off the screen and look far away at a distant object for 10 – 15 seconds, then gaze to something that is up close for 10 – 15 seconds, then back to the distant object. Do this a few times as this will help relax the muscles in your eyes and keep them from fatigue. One tip that has worked for me, consider getting a blue light screen filter for your laptop, desktop, and monitor.
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Are you ready to manage your day more effectively and get some time back? I am here to support you! Let’s connect: Book a Free 30 minute conversation