Time management does not happen on the fly. Even for small tasks, it is necessary to include them in a schedule so as not to find yourself overwhelmed. Focus on 10 fundamentals.
Tidy up your desk, but first that of your computer
And don’t forget: what goes for your physical office is just as true for your computer office. Come on, be brave and put your digital files in order every day! Goal: no more than 3 clicks and 3 seconds to access the file you need. It doesn’t sound like much, but the mess on your computer desk wastes a lot of time every day! Succeeding in bringing out a file hidden among a pile of files with badly chosen names, flushing out a contract hidden in the jungle of your files, will make you waste a considerable amount of time and will show that you are hardly organized ‘I know where I have it mis’ and you keep everyone waiting for 30 minutes! Take a few moments in the morning or evening to sort the files lying around on your computer desk!
LEARN to say no
Just because you don’t accept everything your employees ask you to do doesn’t mean you’re not a good manager! Helping by doing a quick task, yes, but wasting time on unnecessary activities, no! Developing the autonomy of your employees is a good practice.
Establish a schedule / to-do list
A not insignificant time saving can be obtained by fixing in a concrete way, at the beginning of each week in particular, a number of hours for the achievement of each important task planned. If a boat does not scrupulously follow a navigation axis leading it to a destination, there is a great risk that it will drift in all directions and never arrive safely. The same is true when entering a new working day: without a very clear plan of the tasks at hand, it is difficult to complete a project or even just move forward. And do not forget: stick to the task planned on your schedule and do not surf between 3 different tasks: you will paralyze your efficiency. Get out of the illusion of believing that you are more efficient by doing several things at the same time. If shampoos are able to be 2 in 1, it is rare that we can do 2 things well in 1 at the same time. Do one thing at a time, and do it right.
Do you know the secret to effective leaders? They get up at dawn to arrive earlier than everyone else at the office. No phone calls, no colleagues to come knocking on the door, and above all calm … ideal for moving forward on big issues that require special concentration.
Write everything down: don’t trust your memory
An email that we forgot to send, a paper that absolutely should have been completed today… and here is your schedule for the next day upset by the tasks to be caught up and their consequences to be managed. And because human memory has its limits, the App Store is full of practical applications for building your To Do List. Never postpone until tomorrow what you can do the same day.
Track down the “time eaters”!
Do you know the worst enemies of efficiency? They have the sweet name of “time eaters”. To tell you what they are: imagine your schedule for the day under attack from all sides by horrible starving “Pacman” who, little by little, are eating up your time. Scary, isn’t it? Yet this is the reality! Some tips to protect yourself against the predators of the calendar! How many times a day do you check your mailbox? Nothing serious but on closer inspection, you lose concentration. And that distracted look on your smartphone every time a push or a notification from the social networks to which you have subscribed appears? Everything in due time and when it comes time to work, stay focused.
But moreover, social networks: ultra-connected and ultra-addictive!
Of course, your Twitter account gives you a lot of information about your industry and Facebook allows you to unite a community around your business. But beware of the one who does not put safeguards: without drastically limiting your use of social networks, you risk wasting precious minutes, or even hours, every day.
In the face of infobesity, control your appetite
We live in a time in which the leaders are inundated with information coming to them from all sides: news on their sector, data of all kinds … Learn how to purify your email inbox of all these information flows that will not be of great use to you. -thing.
Prepare your answers without delay
It is not uncommon for certain actions to be repeated over time, for example, a commercial email or a response which is almost always the same. To get started, you can therefore simply prepare automatic reply emails or simply take 1 minute to ensure that the email you are writing is stored somewhere and quickly accessible. You are going to waste a lot of time rewriting those 3 response sentences that keep coming back or simply putting your signature. Save time by preparing everything once and for all. It may be tempting to postpone until next time or “When you have time to think about it” but in reality you never will. It’s now or never.
Remember your favorite sites
Many tasks can be automated today and do not necessarily require your presence. To prepare for the future, list all of your actions and see if there are any solutions that could be implemented to save you time. Are you overwhelmed by typing the name of your bank into a search engine or typing in its address every day? Once and for all, create your favorites and make them accessible with just one click. Another good practice: memorize all of your passwords on your computer so that they can be easily accessed. In this specific case, still pay attention to computer security or only use them for accounts that are not really important to you and that do not endanger your company if you ever get hacked. You will save a considerable amount of time every day by no longer searching for your password or re-entering your login.
Switch to synchronization
Today most tools and applications offer to synchronize with each other. Take a few minutes to find out how your calendar in Outlook could be synchronized with the one on your smartphone. This is not a waste of time. The agenda is certainly concerned but many other areas such as quotes which can be linked to invoices automatically for example or even prospects to quotes to name only the commercial and management area.
Prepare the day before what you need to do for the next day
To save time the next day, nothing prevents you from organizing your day the day before. You can of course organize all your tasks before leaving the office, which will allow you to sleep with peace of mind. You can also prepare your lunch or your belongings to have peace of mind in the morning and be able to concentrate on your tasks without being disturbed.
Never procrastinate or be ostrich
There are certain tasks that we always postpone until the next day. We don’t really know why but they put you off to such an extent that you just can’t seem to get started and any excuse will be good not to execute it. But putting off until tomorrow what you can do today is the sure wasting time afterwards. Already because an untreated request often leads to another request. So if you have the time, go for it! You will have the impression that ten people will be applauding you when you are finished! Think about it!