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Published on July 1, 2019

5 Techniques to Tackle a Busy Schedule (And Create More Time)

5 Techniques to Tackle a Busy Schedule (And Create More Time)

Busy schedules are not atypical for those who work full time in offices. So much so that the phrase “I hate working” may be a common thing that goes through your mind if you find that work is consuming your life, and that you have no time for anything else.

But what if I told you there was a way to make more time?

Modern day workers live in a world where being busy is put on a pedestal. There is a common misconception that the more work you agree to take on and the more occupied with tasks you are, the more it will demonstrate to your boss and colleagues how much of a dedicated worker you are.

However, most times, it’s simply a misconception. Just because your schedule is busy, it doesn’t necessarily mean you’re being productive. And how much value are you bringing if you’re not productive?

Knowing the difference between “busyness” and “productivity” is the basis of being able to tackle your busy work schedule to create more time.

While being busy refers to having a lot on your plate, being productive means achieving effective results in as minimal time as possible. The latter can lead you to a higher chance of more time to enjoy freely.

Having a busy schedule can not only leave you feeling overwhelmed and stressed, but it can also leave you feeling defeated and without the motivation to carry on and complete your tasks to the best of your ability.

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While most of you may not be able to control the amount of tasks assigned to you, there are ways that can help you manage those tasks so that you aren’t spending all of your time preoccupied with them.

Creating more time doesn’t require a magical genie or time machine. It’s easier than that. All you need are techniques that you can apply so instead of being overwhelmed and inundated with tasks, you can tackle your schedule productively. Here’re 5 techniques to tackle a busy schedule.

1. Prioritize

If you’re not already prioritizing your tasks, then you’re doing it all wrong!

Prioritizing the tasks on your schedule is a good way to tackle it as it highlights what needs to get done first. And knowing this information can help you manage your time and ensure you meet all your deadlines.

A prioritizing approach you could try is “eating the frog”. A method popularly coined by Brian Tracy in his book, Eat That Frog! 21 Great Ways to Stop Procrastinating and Get More Done in Less Time, it doesn’t require you to consume amphibians, instead, it encourages you to tackle your biggest task first.

The idea behind it is that once you get the biggest task out of the way, the feeling of accomplishment will be so great that you will be motivated to complete the rest of your tasks for the day without a hitch, creating a type of domino effect.

2. Don’t Overcommit

If you’re the kind of person who says yes to every request thrown at you, then it’s no wonder you’ve got yourself a busy schedule. Finding yourself taking on more tasks and obligations than you can deliver can lead you into that “I hate working” mentality.

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While saying no may not come naturally to some people, it’s a skill that should be developed if you want to ensure you are working within your limits. Overcommitting to things can stretch you out thin and cause added pressure and stress.

You may find it hard to say no to your boss, but, trust me, saying no initially will disappoint them less than if you take something on and not deliver it to its full potential.

Although turning down tasks and obligations will create more time for you, it’s always good to keep in mind that before you automatically say no to every request, you should first assess what is being asked of you. You never know, there may be some things that won’t take up too much of your time that would be worth your while.

Learn Leo Babauta’s advice on The Gentle Art of Saying No.

3. Stay Organized

Planning, coordinating, and having a system in place is pivotal for tackling a busy schedule productively.

How you stay organized is, of course, completely up to you. Whether this means having an all out task management system implemented or a simple daily to-do list written on a piece of paper, visualizing your schedule can help you stay organized and keep on top of it all.

It can also ensure you don’t forget an important task. Being preoccupied with a busy schedule can mean that you may accidentally overlook things. It can also help you be prepared for unexpected surprises or any last minute changes so that it doesn’t slow down your workflow.

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Remember that what may work for your colleague may not work for you. So just because you don’t have the latest, state-of-the-art scheduling system, it doesn’t make your way of organization any less valid.

4. Delegate

If you have the ability to do so, then delegating tasks is another way to manage a busy schedule. Knowing how to effectively delegate is an essential skill that everyone in any leadership position should possess. Not only will it lighten your workload, but it will also free up your time so that you can spend it on something you enjoy.

There’s more to effective delegation than yelling out orders. For instance, you have to identify the type of skills that are needed to complete the task and then determine who will be best to do it. This requires you to know your employees and/or colleagues. You also have to ensure you give clear instructions so that you avoid having to redo the task because it wasn’t done correctly the first time around.

Task delegation doesn’t only benefit you. It can help someone else acquire new skills that can be useful for them in the future. But before you start delegating, always look to see if there are tasks that you can eliminate completely. There’s no point in giving someone else the responsibility if it really doesn’t have to be done in the first place. You want to create more time for everyone in the company, not just for yourself!

5. Take Breaks

The perils of a busy schedule is that it can lead to stress, exhaustion, and a decrease in productivity; which is why it’s important to include breaks in your schedule. This especially refers to people who work in front of computers as they are at risk of leading sedentary lifestyles.

Taking regular breaks is crucial for maintaining your health and wellbeing. Too much stress and exhaustion can lead to serious health issues such as suffering from an occupational burnout,[1] which is now recognized as a legitimate syndrome caused solely within the workplace.

The benefits of taking regular breaks while you work is that while it may seem like you’re being counterproductive in trying to create more time, by maintaining your health and wellbeing, you are actually boosting your energy and productivity levels.

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It only takes as little as a 30 second microbreak to improve mental sharpness by 13%! Plus, you are also reducing the chances of catching an illness that can result in a substantial amount of time away from the office.

The Bottom Line

Having a busy schedule can make it easy to get caught up in work and forget about the other things in your life. Where busyness refers to the amount of stuff you’ve got going on, productivity is about how well you tackle your tasks so that you can achieve as much as you can in as little time as possible.

By applying the above 5 techniques, you can manage your schedule more productively; you are also one step closer to eradicating the notion of “I hate working” completely from your mind as you’ll notice your schedule freeing up.

You’ll be able to spend the created time on the things that matter to you most.

More About Productivity

Featured photo credit: JESHOOTS.COM via unsplash.com

Reference

More by this author

Dinnie Muslihat

Writer, content marketer & productivity enthusiast

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Last Updated on January 13, 2020

50 Motivational Quotes for Work to Inspire Success

50 Motivational Quotes for Work to Inspire Success

Let’s face it – no matter how excited you are about a new project or priority in your life, there will always be days when your motivation lags. Days when – despite all the progress you’ve made in the past – it just sounds easier to sit on the couch playing video games than to buckle down and crank out the work needed to meet your goals.

In order to be successful, you must be able to motivate yourself past these humps. Whenever you feel your drive and determination lagging, turn to these motivational quotes for work to provide the extra spark of passion needed to keep you on track.

Quotes about Goal Setting

Whether you’re still in the planning phases of your business or whether you’re plotting a plan of attack to bring about your long-range vision, setting good goals is a critical part of succeeding in business.

Check out these quotes for extra inspiration on how to turn your dreams into reality:

quote-Benjamin-E.-Mays-the-tragedy-in-life-doesnt-lie-in-106113

    “The tragedy in life doesn’t lie in not reaching your goal. The tragedy lies in having no goal to reach.”– Benjamin Mays


    “By recording your dreams and goals on paper, you set in motion the process of becoming the person you most want to be. Put your future in good hands — your own.”–Mark Victor Hansen


    “Give yourself an even greater challenge than the one you are trying to master and you will develop the powers necessary to overcome the original difficulty.”–William J. Bennett – The Book of Virtues


    “The entrepreneur is essentially a visualizer and actualizer… He can visualize something, and when he visualizes it he sees exactly how to make it happen.”–Robert L. Schwartz

    Quotes about Achieving Excellence in Work

    Once you’ve got your goals together, you’ll need to put in 110% of your effort in order to transform these visions into reality. To increase your motivation to work at a consistently high level, take a look at the following words of wisdom:

    “Excellence is an art won by training and habituation. We do not act rightly because we have virtue or excellence, but we rather have those because we have acted rightly. We are what we repeatedly do. Excellence, then, is not an act but a habit.”–Aristotle


    “If you are going to achieve excellence in big things, you develop the habit in little matters. Excellence is not an exception, it is a prevailing attitude.”–Charles R. Swindoll

    Desire is the key to motivation

      “Desire is the key to motivation, but it’s determination and commitment to an unrelenting pursuit of your goal — a commitment to excellence — that will enable you to attain the success you seek.”–Mario Andretti


      “The secret of joy in work is contained in one word – excellence. To know how to do something well is to enjoy it.”–Pearl Buck


      “The quality of a person’s life is in direct proportion to their commitment to excellence, regardless of their chosen field of endeavor.”–Vince Lombardi

      Quotes about Determination and Persistence

      Since every business or other endeavor is bound to hit some rough patches, it’s often a person’s level of determination and patience that brings about either success or failure. These positive quotes give you an extra boost of encouragement:

      “Enter every activity without giving mental recognition to the possibility of defeat. Concentrate on your strengths, instead of your weaknesses… on your powers, instead of your problems.”–Paul J. Meyer


      “Knowing trees, I understand the meaning of patience. Knowing grass, I can appreciate persistence.”–Hal Borland


      “Nothing in the world can take the place of Persistence. Talent will not; nothing is more common than unsuccessful men with talent. Genius will not; unrewarded genius is almost a proverb. Education will not; the world is full of educated derelicts. Persistence and determination alone are omnipotent. The slogan ‘Press On’ has solved and always will solve the problems of the human race.”–Calvin Coolidge

      quote-Thomas-Fuller-an-invincible-determination-can-accomplish-almost-anything-92190

        “An invincible determination can accomplish almost anything and in this lies the great distinction between great men and little men.”–Thomas Fuller

        Quotes about Leadership

        Whether you use it to engage your employees, to encourage teamwork or motivate others to follow your unique way of thinking, leadership is crucial. Take your leadership cues from these renowned leaders’ famous sayings:

        “The most dangerous leadership myth is that leaders are born — that there is a genetic factor to leadership. This myth asserts that people simply either have certain charismatic qualities or not. That’s nonsense; in fact, the opposite is true. Leaders are made rather than born.” –Warren G. Bennis


        “All of the great leaders have had one characteristic in common: it was the willingness to confront unequivocally the major anxiety of their people in their time. This, and not much else, is the essence of leadership.”–John Kenneth Galbraith

        Leadership is not magnetic personality

          “Leadership is not magnetic personality — that can just as well be a glib tongue. It is not ‘making friends and influencing people’ — that is flattery. Leadership is lifting a person’s vision to high sights, the raising of a person’s performance to a higher standard, the building of a personality beyond its normal limitations.”–Peter F. Drucker


          “The task of leadership is not to put greatness into people, but to elicit it, for the greatness is there already.”–John Buchan


          “High sentiments always win in the end. The leaders who offer blood, toil, tears and sweat always get more out of their followers than those who offer safety and a good time. When it comes to the pinch, human beings are heroic.”–George Orwell

          Quotes for Success

          Think of success as a holistic process – one which results from the combination of goal-setting, excellence, patience, determination and leadership you prioritize throughout your career. These highly successful people provide you with an excellent source of motivation:

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          “Be patient with yourself. Self-growth is tender; it’s holy ground. There’s no greater investment.”–Stephen Covey


          “Believe in yourself! Have faith in your abilities! Without a humble but reasonable confidence in your own powers you cannot be successful or happy.”–Norman Vincent Peale

          Success is the ability to go from one failure to another with no loss of enthusiasm.

            “Success consists of going from failure to failure without loss of enthusiasm.”–Winston Churchill


            “Successful and unsuccessful people do not vary greatly in their abilities. They vary in their desires to reach their potential.”–John Maxwell


            “Would you like me to give you a formula for success? It’s quite simple, really. Double your rate of failure. You are thinking of failure as the enemy of success. But it isn’t at all. You can be discouraged by failure or you can learn from it, So go ahead and make mistakes. Make all you can. Because remember that’s where you will find success.”– Thomas J. Watson


            “The great successful men of the world have used their imagination.  They think ahead and create their mental picture in all its details, filling in here, adding a little there, altering this a bit and that a bit, but steadily building – steadily building.”–Robert Collier


            “It is a paradoxical but profoundly true and important principle of life that the most likely way to reach a goal is to be aiming not at that goal itself but at some more ambitious goal beyond it.”–Arnold Toynbee

            Sports Quotes for Athletes

            You don’t need to be a Michael Jordan-caliber athlete to draw inspiration from the following quotes. Even if you’re just a recreational player or someone who’s using sports as a means to get back in shape after long periods of inactivity, the following motivational sports quotes will encourage you:

            “My attitude is that if you push me towards something that you think is a weakness, then I will turn that perceived weakness into a strength.”–Michael Jordan


            “Pain is temporary. It may last a minute, or an hour, or a day, or a year, but eventually it will subside and something else will take its place. If I quit, however, it lasts forever.”–Lance Armstrong

            Strength does not come from winning. Your struggles develop your strengths.

              “Strength does not come from winning. Your struggles develop your strengths. When you go through hardships and decide not to surrender, that is strength.”–Arnold Schwarzenegger


              “I know what I have to do, and I’m going to do whatever it takes. If I do it, I’ll come out a winner, and it doesn’t matter what anyone else does.”–Florence Griffith Joyner


              “Every time you stay out late; every time you sleep in; every time you miss a workout; every time you don’t give 100% – You make it that much easier for me to beat you.”–Unknown


              “If you are hurt, whether in mind or body, don’t nurse your bruises. Get up and light-heartedly, courageously, good temperedly get ready for the next encounter. This is the only way to take life – this is also ‘playing’ the game!”–Emily Post


              “We must train from the inside out. Using our strengths to attack and nullify any weaknesses. It’s not about denying a weakness may exist but about denying its right to persist.”–Vince McConnell

              Quotes to Motivate Learning

              Committing yourself to pursuing knowledge in a single area is a tremendous endeavor – one that often seems overwhelming given the depth and breadth of information that’s available today. Keep the following motivational quotes in mind if you’re learning:

              “How far you go in life depends on your being tender with the young, compassionate with the aged, sympathetic with the striving and tolerant of the weak and the strong. Because someday in life you will have been all of these.”–George Washington Carver

              quote-William-Arthur-Ward-if-you-can-imagine-it-you-can-36189

                “If you can imagine it, you can achieve it; if you can dream it, you can become it.”–William Arthur Ward


                “It is the mark of an educated mind to be able to entertain a thought without accepting it.”– Aristotle


                “Success is not the key to happiness.Happiness is the key to success.If you love what you are doing, you will be successful.”–Albert Schweitzer


                “Wear your learning, like your watch, in a private pocket: and do not pull it out and strike it, merely to show that you have one.”–Philip Stanhope, 4th Earl of Chesterfield


                “He who asks is a fool for five minutes, but he who does not ask remains a fool forever.”–Chinese Proverb


                “Study while others are sleeping; work while others are loafing; prepare while others are playing; and dream while others are wishing.”–William Arthur Ward


                “Books can be dangerous. The best ones should be labeled ‘This could change your life’.”–Helen Exley


                “A book is like a garden carried in the pocket.”–Chinese Proverb

                All-Time Favorite Positive Quotes

                Finally, whatever your goals are in life, you can’t go wrong by taking the advice of the following famous motivational quotes:

                “Change your thoughts and you change your world.”–Norman Vincent Peale


                “Your time is limited, don’t waste it living someone else’s life. Don’t be trapped by dogma, which is living the result of other people’s thinking. Don’t let the noise of other’s opinion drowned your own inner voice. And most important, have the courage to follow your heart and intuition, they somehow already know what you truly want to become. Everything else is secondary.”–Steve Jobs


                “Nobody can go back and start a new beginning, but anyone can start today and make a new ending.”–Maria Robinson


                “Out of clutter, find Simplicity. From discord, find Harmony. In the middle of difficulty lies Opportunity.”–Albert Einstein


                “Yesterday is not ours to recover, but tomorrow is ours to win or lose.”–Lyndon Johnson

                If we did all the things we are capable of, we would literally astound ourselves.

                  “If we did all the things we are capable of, we would astound ourselves.”–Thomas Edison


                  “You miss 100% of the shots you don’t take.”–Wayne Gretzky


                  “Success is not final, failure is not fatal: it is the courage to continue that counts.”–Winston Churchill


                  “What lies behind us and what lies before us are tiny matters compared to what lies within us.”–Ralph Waldo Emerson

                  Final Thoughts

                  To use these motivational quotes effectively, find the one that speaks to you. Although all of the phrases listed above can be considered “motivational,” only you can decide which one resonates with you most directly.

                  Next, take the quote you’ve settled on and copy it onto small index cards or other pieces of paper that can be stored around your home and workspace.

                  If you’re creative, you can create inspiration boards, signs or other decorative displays featuring your favorite motivational quotes – really, though, the most important thing is that your chosen phrase be accessible in a variety of different places. This will make it easy to access and review whenever you feel your motivation slipping away.

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                  Featured photo credit: Kyle Glenn via unsplash.com

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