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7 Ridiculously Simple Ways To Gain More Time In Your Busy Day!

7 Ridiculously Simple Ways To Gain More Time In Your Busy Day!

“There just isn’t enough hours in the day.”

“I can’t remember the last time I had quiet time to myself.”

“I would love to but I am afraid I am too busy.”

“I am sorry I am late (again).”

Be honest here. Hands up if these are the kind of comments you say on a regular basis… and I don’t just mean one a week or month, but pretty much every day.

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I’m fully aware that the physics of time have not changed. There are 24 hours in a day, exactly the same as there was 1,000 years ago I know, but it just feels like time is more squeezed now, and that our days seem more busy. Our days can feel so busy to the point that sometimes we feel exhausted, worn out and rushed by the end of it. Some of you might even feel that you’ve failed at having a productive day or ticked anything off from your ever-growing to-do list.

But I am going to let you in on my secret… you CAN get more time in your day. Not physical minutes but space in your day to do more if you follow these 7 ridiculously simple ways to gain more time in your busy day.

Follow them well and you might even have time for yourself, whether that’s a long soak in the bath, picking up the guitar you promised yourself you’d start to learn or simply coming home at a sensible hour that allows you to cook a meal from scratch.

Secret time tip 1: Keep a log

In order to work out where you are spending your time, I suggest you keep a time log. You will need to do this for at least a week to get a full cycle but ideally do it for a few weeks to get a broader picture, especially if like me no two weeks look the same. Log how you are spending your time hour by hour. This is a time to be pedantic and specific. After you have logged a week or two, take a close look at how you are honestly spending your time, not how you think you are spending your time. Perhaps you are spending more time on your commute, dressing the kids, making dinner, or nattering to your acquaintances by the photocopier more than you thought?

Secret time tip 2: Batch and bulk

This has to be one of my favorite techniques for saving time. I batch and bulk the majority of tasks, in the office and at home. This works especially well for chores and necessary (yet boring) tasks too!

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For example, let’s take your homemade lunches you take to work. Firstly well done for taking the healthier and cheaper route (buying your lunch every day at work is said to cost us £1,800 a year). But to save time you really need to get on board with ‘meal prepping’. (FYI #mealprep returns over 4 million results on Instagram). Rather than spend time each night making tomorrow’s lunches, chose one specific day to do the whole batch (I prefer Sunday evenings). Whilst I agree making all your meals takes the same amount of time whether you do it day by day or in one go, it is the preparation, shopping and washing up that you’ll see the reward, having to only do this once.

This batch and bulk technique can be applied to most things. My husband writes all the reports for his team in one batch, my dad does all his accounts on a Monday and I dedicate time to do my emails in chunks rather than one by one as they come through. It’ll save you time and gain you focus.

Secret time tip 3: Eliminate (or at least reduce)

Take a look at your time (or better still your time log) and see what chores, tasks and activities you could eliminate. That’s right – completely get rid of! This will work for simple, repetitive or boring chores (I don’t suggest you use this as an excuse to your boss for not writing the weekly analysis).

For example, perhaps you could give some household chores to the kids, or automate some systems (for example direct debit payments and automatic renewals). Perhaps you can buy items such as toiletries, tinned food and cleaning products in larger quantities so you have to refill them less frequently. If you can’t completely eliminate some tasks, then at least try to cut down the time spent on tasks.

Secret time tip 4: Turn off distractions

We all like to think we can multi-task, but in reality, we really can’t. (I know you’re thinking “but I can”… you can’t). Mute the distractions and I guarantee that you will get things done quicker. Stop responding to every ping and beep your phone makes and focus on the task at hand. I guarantee this will make you more efficient, which in turn, gives you the gift of more time!

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Secret time tip 5: Don’t procrastinate

I am not an ethnologist* but I am pretty sure that other mammals in the animal world don’t procrastinate like the human does. I don’t remember watching a wildlife show, where the lion whilst hunting, became indecisive about what species of antelope to hunt. He just goes for it. Nor do I recall ever having watched a dog, unsure whether to case the ball that his owner has so lovingly thrown.

Procrastinating, pondering and mulling over options is a sure fire way to eat up your precious time, because the more you dither, the more time you are wasting. I truly speak from the heart on this one as I used to be terrible at making simple decisions. Complex, long term decisions at work were a doddle but when it came to what restaurant to choose, what plans I should make for my in-laws visit or what to wear to the party, my mind was a jumble! Whilst you might only have wasted 20 minutes here or there, over the weeks, that adds up! Now, I limit decision-making time to a few minutes on unimportant or reversible decisions. If you still can’t make a decision, then simply ask someone for their opinion and go with that.

* Ethnology is the branch of anthropology that compares and analyzes the characteristics of different peoples and the relationship between them

Secret time tip 6: Look for “dead time”

Don’t write off the importance of even the smallest snippet of seconds. For example, spending 10 minutes each day mindlessly waiting for the bus to work every morning doesn’t sound a lot, but that is 50 minutes in a working week, and if you are making the same journey back, that is a whopping 100 minutes a week you are wasting your time on. Now before you say “but Alice, I have to get the bus to work” my point is about looking for this ‘dead time’ as I call it, and finding ways to fill it productively. Perhaps listen to an audio book, write your to-do list or use the time to text people back. I have flash cards to help me learn Japanese which I whip out during ‘dead time’.

Secret time tip 7: Put a time to things

This is a tip I have only been doing myself this year but the results have been huge when it comes to helping me save time. On every to-do list, I allocate an amount of time I think I should be dedicating to it (or physically can). This helps me on two levels – first, because it keeps my timings disciplined (when the allocated 20 minutes are up, the task is done) and second because it helps me set expectations. I can quickly see if I am packing too much into my day. The other week I had a to-do list that was starting to come off the page. When I allocated my timings to do it, I realized I would need 9 hours to complete it yet I only had 5 hours! I could then see what was urgent for that day, and what could be put off. If I hadn’t had done this, then no doubt I would have been beating myself up at the end of the day for not completing everything off the list!

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Bonus tip!

My bonus tip for you all, before you begin implementing my secret time tips first ask yourself why you want this extra time.

Do you want to just feel less busy, or spend more time with your family or free up your Saturday morning to take those jazz dance classes you always said you would? By identifying this, you have a strong motivation to stick to these tips. For example, the next time you start procrastinating, when you remember that being quicker will allow you more time to see your family will be a sure fire motivation to crack on!

I hope these tips help you like they have helped me!

I am one of those people that want to do it all – I want to try as many things as possible to get the most out of life. For that reason, I want to make sure I cram as much as physically possible into my days (without burning out like I did 10 years ago).

Following these tips will help you enjoy the now, be more productive and spend time on the things you love to do!

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Alice Dartnell

Engagement Expert

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Last Updated on September 17, 2019

How to Delegate Work Effectively (Step-By-Step Guide)

How to Delegate Work Effectively (Step-By-Step Guide)

All managers and leaders must master the art of delegation. Understanding how and when to allocate responsibility to others is essential in maintaining a high level of productivity, both on a personal and organizational level. Knowing how to delegate is also essential for an effective leadership.

To learn how to delegate is to build a cohesive and effective team who can meet deadlines. Moreover, knowing when and how to delegate work will reduce your workload, thus improving your wellbeing at work and boosting your job satisfaction. Unfortunately, many leaders are unsure how to delegate properly or are hesitant to do so.

In this guide, you will discover what delegation really entails, how it benefits your team, and how to delegate work effectively.

The Importance of Delegation

An effective leader knows how to delegate. When you delegate some of your work, you free up your time and achieve more on a daily basis. Effective delegation also promotes productivity within a team by drawing on the existing skill set of its members and allowing them to develop new knowledge and competencies along the way. The result is a more flexible team that can share roles when the need arises.[1]

When you are willing to delegate, you are promoting an atmosphere of confidence and trust. Your actions send a clear signal: as a leader, you trust your subordinates to achieve desired outcomes. As a result, they will come to think of you as a likeable and efficient leader who respects their skills and needs.

Delegation isn’t about barking orders and hoping that your staff falls in line. A manager’s job is to get the very best from those under their supervision and in doing so, maximizing productivity and profit.[2]

Here’s an example of bad delegation:

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    Careful delegation helps to identify and capitalize on the unique strengths and weaknesses of the team members. Delegation also boosts employees’ engagement as it proves that the managers are interested in drawing on their talents.[3]

    The Fear of Delegating Tasks

    Delegation boosts productivity, but not all managers are willing or able to delegate.[4] Why? Here’re some common reasons:[5]

    • They may resent the idea that someone else may get the credit for a project.
    • They may be willing to delegate in principle but are afraid their team won’t be able to handle an increased degree of responsibility.
    • They may suspect that their staff is already overworked, and feel reluctant to increase their burden.
    • They may suspect that it’s simpler and quicker just to do a task themselves.
    • They dislike the idea of letting go of tasks they enjoy doing.
    • They fear that if they delegate responsibility, their own manager will conclude that they can’t handle their workload.

    Delegation vs Allocation

    Most people think that delegation and allocation are synonymous, but there is an important distinction to be made between the two.[6]

    When you allocate a task, you are merely instructing a subordinate to carry out a specific action. You tell them what to do, and they do it–it’s that simple. On the other hand, delegation involves transferring some of your own work to another person. They do not just receive a set of instructions. Rather, they are placed in a role that requires that they make decisions and are held accountable for outcomes.[7]

    How to Delegate Work Effectively (A Step-By-Step Guide)

    So what’s the best way to delegate work so you can fight the fear of delegation, build an efficient team and work faster? Here’s a step-by-step guide:

    1. Know When to Delegate

    By understanding how much control you need to maintain over a situation, you can determine the best strategy for empowering workers. There are 7 levels of delegation that offer workers different degrees of responsibility.

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    This brief video explains these levels and offers examples of when it’s appropriate to use each one:

    Delegation occurs along a spectrum. The lowest level of delegation happens when you tell other people what to do. It offers little opportunity for employees to try new approaches. The most empowering form of delegation occurs when you are able to give up most of your control over the project to the employee.

    Knowing how to delegate work helps you understand how to connect people with tasks that make the best use of their talents. When done properly, it ensures that you will get the best end-result.[8]

    When you’re deciding how to delegate work, ask the following questions:

    • Do you have to be in charge of this task, or can someone else pull it off?
    • Does this require your attention to be successful?
    • Will this work help an employee develop their skills?
    • Do you have time to teach someone how to do this job?
    • Do you expect tasks of this nature to recur in the future?

    2. Identify the Best Person for the Job

    You have to pass the torch to the right team member for delegation to work. Your goal is to create a situation in which you, your company, and the employee have a positive experience.

    Think about team members’ skills, willingness to learn, and their working styles and interests. They’ll be able to carry out the work more effectively if they’re capable, coachable, and interested. When possible, give an employee a chance to play to their strengths.

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    Inexperienced workers may need more guidance than seasoned veterans. If you don’t have the time to set the newer employee up for success, it’s not fair to delegate to them.

    You also have to consider how busy your employees are. The last thing you want to do is overwhelm someone by giving them too many responsibilities.

    3. Tell and Sell to Get the Member Buy-In

    After you’ve found the perfect person for the job, you still have to get them to take on the new responsibility. Let them know why you chose them for the job. [9] When you show others that you support their growth, it builds a culture of trust. Employees who see delegated tasks as opportunities are more likely to be invested in the outcome.

    When you’re working with newer employees, express your willingness to provide ongoing support and feedback. For seasoned employees, take their thoughts and experiences into account.

    4. Be Clear and Specific About the Work

    It’s critical to explain to employees why the project is necessary, what you expect of them, and when it’s due.[10] If they know what you expect, they’ll be more likely to deliver.

    By setting clear expectations, you help them plan how to carry out the task. Set up project milestones so that you can check progress without micromanaging. If your employee has trouble meeting a milestone, they still have time to course correct before the final product is due.

    This type of accountability is commonly used in universities. If students only know the due date and basic requirements for completing major research papers, they might put off the work until the eleventh hour. Many programs require students to meet with advisers weekly to get guidance, address structure, and work out kinks in their methods in advance of deadlines. These measures set students up to succeed while giving them the space to produce great work.

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    5. Support Your Employees

    To see the best possible outcomes of delegating, your subordinates need resources and support from you. Connect them with training and materials to develop skillsets they don’t already have.[11] It may take more time up front to make resources available, but you’ll save time by having the work done correctly. For recurring tasks, this training pays off repeatedly.

    Sometimes employees need a help to see what they’re doing well and how they can improve. Giving and receiving feedback is an essential part of delegation. This is also a good way to monitor the delegated tasks as a leader. While you can keep track of the progress of the tasks, you are not micro-managing the employees.

    Throughout the project, periodically ask your employees if they need support or clarification. Make it clear that you trust them to do the work, and you want to create a space for them to ask questions and offer feedback. This feedback will help you refine the way you delegate work.

    6. Show Your Appreciation

    During periodic check-ins, recognize any wins that you’ve seen on the project so far. Acknowledge that your employees are making progress toward the objective. The Progress Principle lays out how important it is to celebrate small wins to keep employees motivated.[12] Workers will be more effective and dedicated if they know that you notice their efforts.

    Recognizing employees when they do well helps them understand the quality of work you expect. It makes them more likely to want to work with you again on future projects.

    Bottom Line

    Now that you know exactly what delegation means and the techniques to delegate work efficiently, you are in a great position to streamline your tasks and drive productivity in your team.

    To delegate is to grant autonomy and authority to someone else, thus lightening your own workload and building a well-rounded, well-utilized team.

    Delegation might seem complicated or scary, but it gets much easier with time. Start small by delegating a couple of decisions to members of your team over the next week or two.

    More About Delegation

    Featured photo credit: Freepik via freepik.com

    Reference

    [1] BOS Staffing: 5 Benefits Of Delegation – Empower Your Team
    [2] Brian Tracy International: How to Delegate The Right Tasks To The Right People: Effective Management Skills For Leadership Success
    [3] MindTools: Successful Delegation: Using The Power Of Other People’s Help
    [4] Fast Company: The Three Most Common Fears About Delegation: Debunked
    [5] Leadership Skills Training: Delegation
    [6] Abhinav Jain: Delegation of work vs Allocation of work
    [7] Anthony Donovan: Management Training: Delegating Effectively
    [8] Management 3.0: Practice: Delegation Board
    [9] Focus: The Creativity and Productivity Blog: A Guide to Delegating Tasks Effectively
    [10] Inc.: 6 Ways to Delegate More Effectively
    [11] The Muse: The 10 Rules of Successful Delegation
    [12] Teresa Amabile and Steven Kramer: The Progress Principle

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