Have you noticed that your energy level fluctuates throughout the day? We all have our own natural rhythm. Many people have more energy in the mornings, and then experience an energy lull in the middle of the afternoon. Some people are “morning people” who jump right out of bed in the morning with lots of energy. Not me! Others of us are “night owls”. We get our second wind in the evening.
It’s important to be aware of your energy cycles, so you can plan your work around your energy levels. If you plan important work during your prime energy level, you can accomplish so much more! Think about it. How do you feel when you’re in prime time? You feel energetic – like you can tackle the world! This is your prime productivity time. Take advantage of it, and focus on activities that require a lot of concentration or creativity.
During prime time, focus on:
- Important tasks
- Critical decisions
- Problem solving
- Brainstorming/generating ideas
- Complex thought
If you try to do these tasks during your energy lull, it will take much more time. Resist the urge to do easy, trivial things during prime time. Save routine paperwork for times when you have less energy. By planning your work around your prime energy levels, you’ll be amazed at how productive you can be!
How can you make the most of each day? Start by taking five minutes in the morning to plan your day. Planning will help you identify what’s most important for you to focus on today. Investing just a few minutes at the beginning of each day can make a significant difference in your productivity.
Each morning list your tasks and activities that you want to accomplish that day. Be realistic about what you can and cannot accomplish in the given time. Once you’ve listed your tasks, then prioritize them. Prioritize them according to importance (A, B, or C). “A” priorities are those things you must get done today or there will be a negative consequence. For example, let’s say you have a report that’s due today. Your boss needs this information for an important customer meeting tomorrow morning. If you don’t get it done, it will negatively impact the outcome of the meeting and your boss’ perception of your performance. “B” priorities are those things that are important, but not necessarily urgent. And “C” priorities are those that you would like to accomplish (such as filing or updating records); however there’s no real consequence if they don’t get done today.
The biggest mistake people make is labeling too many tasks as “A” priorities. Ask yourself, “Do I absolutely have to get this done today?” and “What is the consequence of not completing this task today?” These questions will help you determine if it’s truly an “A” priority. Another mistake people often make is trying to do too much (myself included). Be realistic about how much you can accomplish. When you estimate the time it will take to complete a task, it’s a good practice to double the time. Also allow for interruptions and the unexpected. You never know when something important will come up. When things come up, be flexible and willing to modify your priorities as needed.
Once you’ve prioritized your list, you’re ready to get started. Start by completing your “A” priorities and then move on to your “B” priorities. Once you complete a task, put a checkmark next to it. If you’re like me, you’ll gain satisfaction just by checking it off your list. By following these tips for planning your day, you’ll be more productive, effective, and satisfied!
Do you feel overwhelmed with your workload? In this day and age of doing more with less, we have too much to do in too little time. How can we slow down our frenetic pace and achieve our job goals without sacrificing our own well-being? Here are 10 tips to help you better manage your time and increase your productivity at work without stressing you out!
- Have a clear understanding of your job responsibilities and expectations.
- Know the priorities, i.e., which projects and tasks are most important. If not, then have a discussion with your boss.
- Take five minutes at the beginning of your work day to plan your day.
- Make a realistic list of tasks to complete each day.
- Prioritize your task list based upon importance and urgency. Work on the most important things first.
- Allow some flexibility in your schedule for the unexpected. Things will come up!
- When asked to take on an additional project and your “plate is full”, negotiate deadlines with your boss. Ask him or her to help you determine where this project is on the priority list.
- Set a deadline for yourself as to when you will leave the office each day. You’ll find that you’re more productive, since you have limited time and are working toward a deadline.
- Spend the last five minutes of each work day to review the day. Check off completed tasks and forward uncompleted tasks to the next day. By doing so, you’ll go home with a sense of completion and be able to leave work at work and not think about it.
- Don’t take work home on the weekends. You need that time to spend on other activities (household, family, friends, and relaxation). You’ll feel more refreshed when you return to work on Monday.