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Last Updated on June 1, 2021

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

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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.

In addition to the techniques below, Lifehack’s got you the 4-Step Guide To Creating More Time Out Of A Busy Schedule. It’s a free guide to help you prioritize your everyday demand and stop being too busy! Grab the free guide.

Now, let’s dive into the 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.

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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.

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.

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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.

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.

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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.

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

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Reference

More by this author

Dinnie Muslihat

Writer, content marketer & productivity enthusiast

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Last Updated on January 27, 2022

5 Unexpected Places to Boost Your Productivity

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5 Unexpected Places to Boost Your Productivity

The environment of a typical office or a quiet library may sometimes lessen your productivity as the unchanging views fail to stimulate your senses and keep your brain running. If you are the kind that dislikes absolute silence or minimal noise when working, these unexpected places to work may boost your productivity level!

1. Coffee shops

Research has shown that an adequate amount of ambient noise stimulates your senses and keeps you alert. Where else better to find some chatter and clatter to boost your creative juices? Working in the coffee shop also guarantees something else: unlimited supplies of caffeine!

Caffeine wakes you up by fooling adenosine receptors and speeds transmitting activities up in your nerve cells.If you do decide to try this place out, make sure that your work computer is facing the coffee shop customers so you will be less likely to procrastinate or go to inappropriate sites because people are secretly watching you.

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If your workplace requires you to be in the office, try this website and/or phone app that provides you with sounds from coffee shops around the world. Want to work at a cafe in Paris? No problem, it’s just a button away.

2. Cafeterias

Similar to coffee shops, company cafeteria or food courts provide consistent noise and the smell of food. The aroma of food makes you look forward to your next break and should motivate you to complete your work.

The act of eating likewise keeps your brain alert and produces dopamine. But make sure only to snack and stay around 60% full so that each bite is rewarding and invigorating. Snacking every 90 minutes should keep your brain balanced enough to focus on the work at hand.

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3. Empty University Classrooms  

Whether or not you’re an university student, we have all been a student at some point in our lives. And when you’re in a classroom, your brain is primed to stay focused because you have been conditioned to concentrate in class. In comparison to your bedroom, where your brain is primed to relax, sleep and have fun, the environment of the classroom triggers your memory to stay alert (unless you never listened in class) and work.

If you do decide to try working in an empty university classroom, be sure to bring a studious friend. Once you see that your friend or coworker is working hard, you would feel guilty for procrastinate and be more competitive.

Ever heard of environmental context-dependent memory? Research has shown that environmental context influences the way we encode information. If you study in the same place you first learned the material, your chances of recalling the information are significantly increased. Use environmental cues to your advantage so you spend less time doing more work!

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4. Outdoors

Fresh air, sunlight, cool breeze. Talk about getting your vitamin Ds the natural way. A healthy body is crucial to being productive. If you have a porch, use it to maximize your productivity!

On a cool day, the crisp air is good for waking your brain up. If your work station is indoors and poorly ventilated, the build up of carbon dioxide will cause your brain to be less active, hence, less productive. Try to bring some work to a park nearby or an unsheltered town square where you are exposed to the sun. Fresh air will vitalize your brain and the warm sunlight will bring a smile to your face.

5. The Shower 

Many people experience their “Aha!” moments when they’re in the shower. Why is that? The hot water helps with circulation and improves blood flow to your brain, giving it more oxygen and nourishment to break down your work block.

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If you aren’t motivated to work or feeling bored, a good shower will not only open up your pores, but also give your brain a boost of energy. Keep a waterproof white board and markers in the washroom so you will never lose those wonderful ideas again!

Featured photo credit: Thomas Franke via unsplash.com

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