Welcome to our Office Hacks series, where we offer tips and tricks to make your life just a little bit easier. Today, we tackle a topic that many claim is easier said than done: time management.
While we don’t always have control over what the workday throws at us, we do have a say in how we spend the time we are given. Time management doesn’t have to involve expensive software or elaborate schemes. In fact, just some small changes in how we approach tasks can have a great effect on the flow of our day and improve well-being.
First things first: no one will ever master time itself
Unless you have a time machine of some sort, you only have 24 hours in a day, just like everyone else. No hack can add literal hours to your day, so take the time to appreciate the hours you are given and don’t give in to pressure that every second of your day needs to be productive. When you accept that, you can instead work on feeling better about handling what lies ahead.
Start breaking down tasks
You wouldn’t eat a huge meal in one gulp, right? Treat your to-do list the same way – in bite-sized functions. By breaking down a larger undertaking into smaller tasks, you ensure no steps are missed, earn the satisfaction of crossing items off a list, and greatly reduce the stress that comes with rushing to meet a deadline. For instance, a task called “order supplies” could be broken down like this:
- Confirm inventory needed
- Contact vendor
- Place order
- Print invoice for records
Breaking down your to-dos into steps instead of one line item will also allow you to appreciate the work that goes into completing a task.
Avoid multi-tasking
Multi-tasking may seem effective on paper, but trust us, it isn’t. In fact, according to the American Psychological Association, the act of switching back-and-forth between tasks is anything but efficient. One study in particular concluded that “even brief mental blocks created by shifting between tasks can cost as much as 40 percent of someone's productive time.” Constant flip-flopping can also cause errors, which could mean mistakes in scheduling or data entry.
Instead, hone your focus on the task at-hand. For example, don’t write an email while on the phone or try to have a conversation while typing in billing information. These might not sound like revolutionary time-saver strategies, but the simple act of not over-stretching yourself will do wonders for your stress level.
Block off time
It can be easy to let tasks take over if you don’t keep them contained. A good tactic to try is to start blocking off time and sticking with a schedule. That way, you can focus on a single task and not be constantly side-tracked by completing it on demand. For example, try setting a one-hour time limit for replying to emails and phone calls.
And this tip isn’t just for work. It is important to carve out time for non-task related items as well, such as:
- Lunch breaks
- Hobbies
- Catching up with loved ones
- Meal prep
- Evening routines
Don’t be afraid to delegate
It can be hard to let go of tasks, especially if you have been the only one doing them for a long period of time. But if you can delegate a task to another person, this will free you up mentally and physically. It also allows others to learn new skills and sharing in the work will help build team trust.
The bottom line: While nobody has a time machine to add more hours to a day, we can control how we approach tasks to make our days less stressful. Break up big tasks into smaller ones, avoid multi-tasking and don’t be afraid to delegate if needed. Block off time to ensure you are taking the time you need for work tasks and your own well-being.
