How do you decide whether a non-critical task should be done immediately or later? If it takes less than 30 seconds do it right away, like responding to an email invitation for a meeting. Soon the rest of the check list is done and dusted and you have no choice but to tackle the last one. Avoiding or delaying that task creates an impetus to finish other less unsavoury tasks in an effort to stay productive.
However some professionals work better by keeping the distasteful task for the last.
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Once that is out of the way, a lot of energy is released that helps you zip through the rest of your list. Most efficiency experts recommend that you start the day by tackling the most unsavoury task first. With complete focus on that one task, your speed will go up dramatically and you will get a lot more done in any given hour than if you try to speak on the phone while creating the sales chart on Excel. The right way to work efficiently is to schedule and prioritise tasks and then tackle them one at a time.
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Multi-tasking kills productivity and is as useful to you as Windows 95. Over time, your quick decisions will be as good if not better than the decisions you put on the back burner. Do you need to fix up a meeting for next week? Decide on 3 pm for Wednesday, communicate it, set a reminder and move on. Reverse that attitude and commit to taking quick decisions and sticking through with them. On a cumulative basis, the biggest hurdle to productivity is your reluctance to decide early combined with an eagerness to revisit and revise those decisions.
Soon you will pick up momentum and achieve significant progress. From the rest, pick up the easiest actions and accelerate them to a close. From this list figure out what can be done by other people and immediately communicate and delegate the tasks to them. In such cases, divide the project into smaller sub-projects and break those down further into individual actions. Often there is a project or target that is simply too big and complicated and keeps getting put off for later. Thus you can catch yourself from chatting over Gtalk or the office messenger and refocus on researching information for tomorrow’s meeting instead. Or focus on taking a baby step that will get you closer to your goal for the day. Remind yourself every few minutes – is this really the best use of my time? Stop unproductive work and start the next task on the checklist with a simple action. Between two diverse sets, take a quick break and walk about to get refreshed and to change gears for the next lot. Engage technology to help you out like using labels or folders to automatically bunch together similar emails. Clubbing similar tasks increases the rate at which you complete them once you settle into a rhythm for that batch. Similarly make your 20 sales calls in a row. Read all e-mails in 10-minute slots at one go, but only every 2 hours or more. Group similar tasks together and tackle them as a block with a deadline. If it is an unscheduled urgent chat with a colleague, box it to 2 minutes before you head back to your task list. If you are conducting a meeting, set a start and finish deadline. If you are on the phone, stand up to speak and sit down only when the conversation is over. Become aware of when you speak, to whom and for how long. Use the early part of the day to complete stuff that requires greater mental bandwidth and save the afternoon for meetings or repetitive chores.Ī large part of a wasted day invariably goes into communication that took too much time and yielded little output. The first on the list becomes your primary goal for today – something that will make the day worthwhile.
Rearrange them into a rough check list prioritising the most important tasks on top. Think through pending jobs, pressing problems and urgent deadlines while making notes on your diary or a task list. Spend the first 10 minutes of your work day to figure out what you want to achieve.
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