When I first meet my clients, they often complain that they “do not have enough time to complete all their tasks”.
It’s True: You DON’T Have Enough Time
But what I ask them – and you – to remember is that there are FOUR resources that you have to manage, each one affects your productivity.
- and tools (to more about how to use your 4 limited resources, click here).
All four limited resources are connected, so let’s take a look at how you can make the most of them.
There are only 96 15-minute blocks of time in a day. When you subtract the time you need to sleep, commute, have a meal and be with your family, how many blocks do you have left?
It is often easy to overestimate the amount of time available to complete any given task, so while you read this, I will ask you to think of these questions:
- How do you use your time?
- Are you getting the most from it?
- Are you wasting your time?
To be aware of what you are doing with your limited time, and maximize this limited resource, it is useful to stop while you are working or before starting a new task, and acknowledge the time available by answering these questions:
- How long will this really take?
- Who can we reach out to for ideas, advice or quick answers?
- Can we schedule a 45-minute meeting instead of a whole hour?
Be mindful of situations where time is wasted and prepare yourself for them. You could bring small chunks of work you can do while you wait, call to confirm appointments to avoid cancellations, and more (find more ideas at Get Momentum).
When we get involved in any activity – both in our personal and professional lives – we are investing mental and physical energy. While some activities increase our energy, others will work against it, making us feel weary. To maximize this limited resource, you need to identify the things that increase and decrease your energy during the day.
Study your behavior for one week, and then implement procedures to add to the activities that boost your energy, and cut down on those that hinder it. Your ability to focus on a task has a deeper impact on your overall productivity than you might realize. People are constantly losing their focus, switching from one task to the next, being interrupted by colleagues and managers, and getting distracted by other thoughts.
To avoid this, adopt a focus-to-finish mindset. While you are working, make a conscious decision to maintain your focus, and bring yourself back to the task if you catch yourself going off the track.
You will get more things done, accurately and in less time.
How well do you know the tools you use regularly?
Being able to use your gear to your advantage is crucial to improve your productivity. So try to learn a new aspect of the tools and systems you use every day. If you use Microsoft® Outlook®, consider taking the ONLINE class here…
They will help you redirect your focus and energy to concentrate on your most important tasks and complete your projects faster.
When you get things done on time, the sense of accomplishment will boost your energy to think bigger and make more!