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10 Best Time Management Tips for Professionals

10 Best Time Management Tips for Professionals

We all have the same 24 hours in a day to work with, but how do you squeeze the most out of that time to get real time-saving results?

It’s not about working harder as that will only get so far, it’s how you plan and structure your time and then how you maximize the time you have planned.

The key for these time management tips is not to do them once, but repeat them over and over until they become habits. This is when those around will think you do have more than 24 hours in a day.

1. Plan Your Week When You’re at Your Most Organized

One of the most important time management tips is planning your week.

Doing this task at the same time each week, not only creates a time-saving habit but can have a positive impact on your mindset and wellbeing.

Let me explain.

By planning your week, you’re making a number of small positive promises to yourself. Each time you deliver and keep these promises your confidence grows, and you’ll feel better about yourself as you’re getting more done.

This approach saves you time as you’re doing the planning when you’re in a focused state of mind as you plan what’s important for you. During the week, you’re then less tempted to do something else during one of those pre-planned slots, as you can remind yourself I planned this for a reason.

So plan your week and keep those promises you made to yourself to see real time-saving results.

2. Plan the Following Workday for a Relaxed Evening

If you struggle with closure after the working day, this approach helps relax your mind and lets you enjoy your evening without the worry of work.

All you need is 5-10 minutes each day and a note pad. It’s quick and has considerable benefits for how you manage your time.

At the end of each day, write down around ten tasks you want to complete the next day.

Next, select one of those tasks you have to complete no matter what and mark it with an H for high.

Then add M’s for medium to five or so tasks. These are the tasks you need to complete, but if you can’t finish them all, it will be manageable.

The remaining tasks mark with an ‘L’ for low. These are nice to have, plus they should be easy tasks.

With your next day tasks planned out, you can leave work with all those nagging tasks in your head written down and ready for you to tackle the next day.

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3. Control Your Day so It Doesn’t Control You

Planning your day is the most impactful time management tip you can do. It allows you to control your day rather than let the day control you.

This approach is straightforward, plus it has the flexibility for when your working day doesn’t go as planned.

Grab a pencil and notepad!

In your notepad, break the day down into 30-minute segments, 09:30, 10:00 etc. Add them line by line with a line or two in between each one.

Now look at your work diary and add in anything that’s fixed like meetings.

Next, take your high priority end tasks and add these into your 30-minute segments.

If you still have free time slots, don’t leave them empty.

If you’re struggling for motivation one morning, try this:

Pick some easy, quick tasks and get them done first, don’t worry if you’re putting off harder tasks. Doing easy tasks first will give you the momentum and the right mindset to then tackle the hard stuff.

4. Manage Distracting Work Colleagues Wisely

It doesn’t matter how well you plan your week, day or even the next hour if you’re continually distracted. Distractions result in loss of focus and are the doorway to procrastination.

This time management tip is all about creating the right working environment, so you can maximise the time you have to be as productive as possible.

Nir Eyal’s book Indistractable explains that if you want to become genuinely productive, you must become indistractable. One of the biggest distractions in the workplace is often our work colleagues.

For the colleagues that distract you the most, simply ask them at the start of each day, is there anything they need from you? By doing this, you’re making them plan without them realizing it, but it’s on your terms. This reduces the chances of a random request later in the day.

5. Deal with Emails on Your Terms

At times, managing your inbox can feel like a full-time job. You can also fall into the trap of feeling like you’ve got a lot done because you sent loads of emails, or got to the mystical inbox zero!

Although sending a few emails can be satisfying, the problem is emails are also used as a form of procrastination, as they’re an easy fallback task when you don’t fancy working on something hard.

So what do you do to stop these distractions and reduce the stress caused by email?

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You plan when you want to read and respond to your emails, so you’re in control.

A study at the University of British Columbia revealed that you should only check your emails three times a day and by doing so reduces stress.[1]

So at the start of each day, plan for when you’ll check your email. How often you check your email depends on your job, but less is more and ideally no more than three.

This approach still keeps you in control of your inbox, but you’re doing it at a time that works for you.

6. Remove Electronic Distractions and Become Present

How many times at work do you see someone distracted by a notification on their mobile or laptop?

Mobile and laptop notifications distract us every day, but they have also become an acceptable distraction.

In the majority of jobs, you don’t have to react immediately to a notification even when we feel we need to. It’s a habit that has been created by technology.

It doesn’t have to be this way.

Go through all your notification settings on your mobile and laptop and only leave the critical ones on. In most cases, this should be phone calls only.

By turning off these notifications, you then check emails, messenger etc. at the times that work for you, not when they arrive.

You can also turn off the number count that appears on mobile and desktop apps. You don’t need to know how many emails you have in your inbox at any one time, especially if you’ve planned out when you’ll check your emails.

If you leave this badge feature on, it creates a nagging distraction that will take you away from your work and impact your time.

Try it for a few days and see the positive impact it will have on your time management. Those around will also see the change as you’ll be much more present at home and work.

7. Hit the Timer and Go Deep with Your Focus

Stopping a task usually happens when you’ve either finished it, lost interest or you’ve been distracted. It takes on average 23 minutes to refocus when you’ve been distracted so you need to do everything you can to remain in that focused state.[2]

Unfortunately, loss of interest and distraction are the most likely results of time management struggles, so that’s why setting a timer can make all the difference.

By setting a timer, you make a promise to yourself that you will not be distracted or work on anything else until that timer ends. This small promise can have a considerable impact on your time management.

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You can try different lengths of time to see what works for you, for example, 25 minutes if you use the Pomodoro Technique. 25 minutes might not sound long, but by remaining fully focused for 25 minutes, you’ll be amazed how much you can get done. [3]

8. Find out What You Should Not Be Spending Your Time On

Every day, we spend time on things that remove us from doing what we should be doing — whether that’s distractions like social media, email or tasks that we would rather not be doing, like the weekly shop or the ironing.

All of these time-consuming activities may seem trivial, but they all add up when it comes to time management.

You may be thinking, I have to do these, but there is a technique called the Not-To-Do list that can help.

It’s not just about stopping non-impactful tasks completely. It can also be about automating or delegating the task.

So how do you create a Not-To-Do List?

First, spend 10 minutes writing down all the things that don’t really serve you or help get you to where you really want to be (e.g. watching TV, social media, food shopping, cleaning the house)

Next, place each one under the heading of either automate, delegate or eliminate.

Automate could be for your weekly shop, you now use a company that delivers the ingredients and recipes to your door.

Delegate could be getting a cleaner for your house every week.

Eliminate could be stopping putting the TV on as soon as you come back from work.

Once you’ve created your No-To-Do list, make sure you repeat the process once a month.

Each month you’ll gain hours back you didn’t realise you had.

9. Declutter Your Brain to Maximize Your Concentration

Our brain is processing thousands of thoughts every day; frustratingly, many of them are actions we can’t complete at that moment.

Having a cluttered mind impacts our time management as we can’t focus with these outstanding actions in our heads.

Here is a straightforward way to declutter your mind:

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Carry a small notepad and pen around with you everywhere you go. It needs to be small enough to fit into your pocket or bag and has to be easily accessible. Every time a thought or action pops into your head when you’re out and about, write it down.

This could be an idea, something inspiring, an action for when you get home, anything.

Then all you need to do is schedule in time to make sure you action all of those notes. Every few days is enough.

By capturing tasks on paper rather than let them build up in your brain, you’re then free to work on what’s important at the time in a focused state.

10. Make Promises to Others

If you were to make a promise to yourself or to a friend, which one do you think you’re most likely to keep?

In most cases, it’s going to be that promise made to the friend.

You can use this to your advantage by sharing a commitment you have to complete a task or project with a friend.

Tell your friend what you want to achieve, why and by when. Then ask them to check in with you at various points up until you said you would complete the project.

While working on the project, you’ll have that promise you’ve made to your friend in the back of your mind. That promise you made will be the driver to focus and make the most of the time you have to get that project completed.

The Bottom Line

All of these tips require nothing more than a little of your time each day, but the time you save when using these approaches will be significant.

Put reminders in your diary to keep these tips front of mind, as once you start to practice them regularly, they’ll then become habits.

They can be used independently, but are much more powerful when used together.

Over time, those around you will be asking how do you find the time to achieve so much in a day!

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Featured photo credit: Valentin Antonucci via unsplash.com

Reference

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Ben Willmott

Productivity and Project Management blogger for at work and at home

How to Set OKRs to Keep Your Goals on Track Why You Can’t Focus? 20 Things You Can Do to Fix It 8 Essential Project Management Skills for Productive Work 5 Steps (And 4 Techniques) for Effective Problem Solving How to Break a Bad Habit in 21 Days (Or Less)

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Last Updated on January 6, 2021

14 Ideas on How to Measure Productivity to Make Progress

14 Ideas on How to Measure Productivity to Make Progress

Everyone has heard the term productivity, and people talk about it in terms of how high it is and how to improve it. But fewer know how to measure productivity, or even what exactly we are talking about when using the term “productivity.”

In its simplest form, the productivity formula looks like this: Output ÷ Input = Productivity.

For example, you have two salespeople each making 10 calls to customers per week. The first one averages 2 sales per week and the second one averages 3 sales per week. By plugging in the numbers we get the following productivity levels for each sales person.

For salesperson one, the output is 2 sales and the input is 10 sales: 2 ÷ 10 = .2 or 20% productivity. For salesperson two, the output is 3 sales and the input is 10 sales: 3 ÷ 10 = .3 or 30% productivity.

Knowing how to measure and interpret productivity is an invaluable asset for any manager or business owner in today’s world. As an example, in the above scenario, salesperson #1 is clearly not doing as well as salesperson #2.

Knowing this information we can now better determine what course of action to take with salesperson #1.

Some possible outcomes might be to require more in-house training for that salesperson, or to have them accompany the more productive salesperson to learn a better technique. It might be that salesperson #1 just isn’t suited for sales and would do a better job in a different position.

How to Measure Productivity With Management Techniques

Knowing how to measure productivity allows you to fine tune your business by minimizing costs and maximizing profits:

1. Identify Long and Short-Term Goals

Having a good understanding of what you (or your company’s) goals are is key to measuring productivity.

For example, if your company’s goal is to maximize market share, you’ll want to measure your team’s productivity by their ability to acquire new customers, not necessarily on actual sales made.

2. Break Down Goals Into Smaller Weekly Objectives

Your long-term goal might be to get 1,000 new customers in a year. That’s going to be 20 new customers per week. If you have 5 people on your team, then each one needs to bring in 4 new customers per week.

Now that you’ve broken it down, you can track each person’s productivity week-by-week just by plugging in the numbers:

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Productivity = number of new customers ÷ number of sales calls made

3. Create a System

Have you ever noticed that whenever you walk into a McDonald’s, the French fry machine is always to your left? 

This is because McDonald’s created a system. They have determined that the most efficient way to set up a kitchen is to always have the French fry machine on the left when you walk in.

You can do the same thing and just adapt it to your business.

Let’s say that you know that your most productive salespeople are making the most sales between the hours of 3 and 7 pm. If the other salespeople are working from 9 am to 4 pm, you can potentially increase productivity through something as simple as adjusting the workday.

Knowing how to measure productivity allows you to set up, monitor, and fine tune systems to maximize output.

4. Evaluate, Evaluate, Evaluate!

We’ve already touched on using these productivity numbers to evaluate and monitor your employees, but don’t forget to evaluate yourself using these same measurements.

If you have set up a system to track and measure employees’ performance, but you’re still not meeting goals, it may be time to look at your management style. After all, your management is a big part of the input side of our equation.

Are you more of a carrot or a stick type of manager? Maybe you can try being more of the opposite type to see if that changes productivity. Are you managing your employees as a group? Perhaps taking a more one-on-one approach would be a better way to utilize each individual’s strengths and weaknesses.

Just remember that you and your management style contribute directly to your employees’ productivity.

5. Use a Ratings Scale

Having clear and concise objectives for individual employees is a crucial part of any attempt to increase workplace productivity. Once you have set the goals or objectives, it’s important that your employees are given regular feedback regarding their progress.

Using a ratings scale is a good way to provide a standardized visual representation of progress. Using a scale of 1-5 or 1-10 is a good way to give clear and concise feedback on an individual basis.

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It’s also a good way to track long-term progress and growth in areas that need improvement.

6. Hire “Mystery Shoppers”

This is especially helpful in retail operations where customer service is critical. A mystery shopper can give feedback based on what a typical customer is likely to experience.

You can hire your own shopper, or there are firms that will provide them for you. No matter which route you choose, it’s important that the mystery shoppers have a standardized checklist for their evaluation.

You can request evaluations for your employees friendliness, how long it took to greet the shopper, employees’ knowledge of the products or services, and just about anything else that’s important to a retail operation.

7. Offer Feedback Forms

Using a feedback form is a great way to get direct input from existing customers. There are just a couple of things to keep in mind when using feedback forms.

First, keep the form short, 2-3 questions max with a space for any additional comments. Asking people to fill out a long form with lots of questions will significantly reduce the amount of information you receive.

Secondly, be aware that customers are much more likely to submit feedback forms when they are unhappy or have a complaint than when they are satisfied.

You can offset this tendency by asking everyone to take the survey at the end of their interaction. This will increase compliance and give you a broader range of customer experiences, which will help as you’re learning how to measure productivity.

8. Track Cost Effectiveness

This is a great metric to have, especially if your employees have some discretion over their budgets. You can track how much each person spends and how they spend it against their productivity.

Again, this one is easy to plug into the equation: Productivity = amount of money brought in ÷ amount of money spent.

Having this information is very useful in forecasting expenses and estimating budgets.

9. Use Self-Evaluations

Asking your staff to do self evaluations can be a win-win for everyone. Studies have shown that when employees feel that they are involved and their input is taken seriously, morale improves. And as we all know, high employee morale translates into higher productivity.

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Using self-evaluations is also a good way to make sure that the employees and employers goals are in alignment.

10. Monitor Time Management

This is the number one killer of productivity in the workplace. Time spent browsing the internet, playing games, checking email, and making personal calls all contribute to lower productivity[1].

Time Management Tips to Improve Productivity

    The trick is to limit these activities without becoming overbearing and affecting morale. Studies have shown that most people will adhere to rules that they feel are fair and applied to everyone equally.

    While ideally, we may think that none of these activities should be done on company time, employees will almost certainly have a different opinion. From a productivity standpoint, it is best to have policies and rules that are seen as fair to both sides as you’re learning how to measure productivity.

    11. Analyze New Customer Acquisition

    We’ve all heard the phrase that “It’s more expensive to get a new customer than it is to keep an existing one.” And while that is very true, in order for your business to keep growing, you will need to continually add new customers.

    Knowing how to measure productivity via new customer acquisition will make sure that your marketing dollars are being spent in the most efficient way possible. This is another metric that’s easy to plug into the formula: Productivity = number of new customers ÷ amount of money spent to acquire those customers.

    For example, if you run any kind of advertising campaign, you can compare results and base your future spending accordingly.

    Let’s say that your total advertising budget is $3,000. You put $2,000 into television ads, $700 into radio ads, and $300 into print ads. When you track the results, you find that your television ad produced 50 new customers, your radio ad produced 15 new customers, and your print ad produced 9 new customers.

    Let’s plug those numbers into our equation. Television produced 50 new customers at a cost of $2,000 (50 ÷ 2000 = .025, or a productivity rate of 2.5%). The radio ads produced 15 new customers and cost $700 (15 ÷ 700 = .022, or a 2.2% productivity rate). Print ads brought in 9 new customers and cost $300 (9 ÷ 300 = .03, or a 3% return on productivity).

    From this analysis, it is clear that you would be getting the biggest bang for your advertising dollar using print ads.

    12. Utilize Peer Feedback

    This is especially useful when people who work in teams or groups. While self-assessments can be very useful, the average person is notoriously bad at assessing their own abilities.

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    Just ask a room full of people how many consider themselves to be an above average driver and you’ll see 70% of the hands go up[2]! Now we clearly know that in reality about 25% of drivers are below average, 25% are above average, and 50% are average.

    Are all these people lying? No, they just don’t have an accurate assessment of their own abilities.

    It’s the same in the workplace. Using peer feedback will often provide a more accurate assessment of a person’s ability than a self-assessment would.

    13. Encourage Innovation and Don’t Penalize Failure

    When it comes to productivity, encouraging employee input and adopting their ideas can be a great way to boost productivity. Just make sure that any changes you adopt translate into higher productivity.

    Let’s say that someone comes to you requesting an entertainment budget so that they can take potential customers golfing or out to dinner. By utilizing simple productivity metrics, you can easily produce a cost benefit analysis and either expand the program to the rest of the sales team, or terminate it completely.

    Either way, you have gained valuable knowledge and boosted morale by including employees in the decision-making process.

    14. Use an External Evaluator

    Using an external evaluator is the pinnacle of objective evaluations. Firms that provide professional evaluations use highly trained personnel that even specialize in specific industries.

    They will design a complete analysis of your business’ productivity level. In their final report, they will offer suggestions and recommendations on how to improve productivity.

    While the benefits of a professional evaluation are many, their costs make them prohibitive for most businesses.

    Final Thoughts

    These are just a few of the things you can do when learning how to measure productivity. Some may work for your particular situation, and some may not.

    The most important thing to remember when deciding how to track productivity is to choose a method consistent with your goals. Once you’ve decided on that, it’s just a matter of continuously monitoring your progress, making minor adjustments, and analyzing the results of those adjustments.

    The business world is changing fast, and having the right tools to track and monitor your productivity can give you the edge over your competition.

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    Featured photo credit: William Iven via unsplash.com

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