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Category: Time Management (Page 4 of 9)

Drop Multitasking and focus on Time management

25/04/2018 /

Multitasking is defined as the ability to perform more than one task, or activity, over a short period of time. In today’s world, multitasking is becoming the norm in most offices and households. We’re always short on time so we figure that doing several things at once will help us get more done at the end of the day.

WRONG!

Our productivity actually goes down by 40% when multitasking, therefore eliminating any benefit we might have gained. This is because when we multitask, we are actually “switch-tasking”, which means quickly shifting our attention between multiple activities, constantly interrupting ourselves and losing our train of thought.

So what are some of the benefits of not multitasking?

  • Becoming more mindful of your surroundings and your experiences
  • Making big progress on challenging projects
  • Actually completing those projects in a shorter time
  • Reducing your stress levels

And here are some tips to avoid multitasking:

  • Switch off all interruptions
  • Shorten your deadlines so you can better focus on your project
  • Establish two kinds of office at hours to focus more:
    • Individual work hours – when all distractions are banned.
    • Open office hours – when people can have the opportunity to reach you and get your input on something.

Want to read more about the downfalls of multitasking? Here is a good book you might want to read!

“The Myth of Multitasking: How “Doing it All” gets nothing done” – Dave Crenshaw
(https://www.goodreads.com/book/show/3346363-the-myth-of-multitasking)

 

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Image source: Pixabay (CC0)

The Pomodoro Technique

18/04/2018 /

What do tomatoes have to do with management? Everything according to Francesco Cirillo, the man who invented this time management technique in the late 1980s.

The method is named after the kitchen timer shaped like a tomato some of you might have already seen.

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Image Source: Flickr – Marco Verch – (CC BY-NC 2.0)

This method consists in maximising your attention for short periods of time by taking frequent breaks to refresh your mind. By splitting a large task into many smaller tasks, you are able to keep up your motivation and enhance creativity.

The method is extremely easy to implement by following a few simple steps:

  1. Choose a task to be accomplished
  2. Set the timer to 25 minutes
  3. Work on the task, without any distractions, until the timer rings, then put a checkmark on a piece of paper
  4. Take a 5 minute break, then return to the task
  5. After four pomodoros (that is, four 25-5 minute splits) take a longer break (15-30 minutes), then get back to the task

The actions of recording pomodoros adds a sense of accomplishment to our work and helps us give our undivided attention to the task during the 25 minutes of work.

The times indicated are those suggested by the pomodoro technique, but we can adjust them to our needs, keeping in mind always to keep a short break and a long break every 4 short breaks.

Though the method was traditionally conceived using a mechanical timer, today there are many apps that can help us in using this technique.
I recommend the app “Clear Focus” – simple and effective!

If you want to read more about the pomodoro technique and its history, you can head over to the official website:

 https://francescocirillo.com/pages/pomodoro-technique

 

 

Focus is the key

28/02/2018 /

Organization is important, but what you really need is focus. According to the author of this article, being able to sit down and concentrate intensely on your work is the real key of success.

Here are some tips to help concentration:

1) Cut Off the Noise: Answer your e-mails at scheduled times. Request that people don’t interrupt you when working on a big project. If you are required to answer phones and drop-in’s immediately, schedule work when the office is less busy.

2) Structure Your Environment: Try to locate yourself so you are facing potential distractions such as doors, phones or windows. This way you can take a glance to assess sounds that would otherwise break your focus.

3) Clarify Objectives: If you aren’t sure what the end result is, the confusion will make it impossible to focus. Unclear objectives often result in having to redo sections of work.

4) Divide Blobs: Taking a few minutes to plan not only your end result, but the order you will complete any steps, can save hours in wasted thinking.

5) Know the Rules: If the rules aren’t clear from the outset, you will slip out of concentration as you ponder them later.

6) Set a Deadline: A deadline can make it easier to forget the non-essential and speed up your working time. Time limits have also disadvantages when they cause you to worry about the time you have left instead of the task itself.

7) Break Down Roadblocks: Break down roadblocks by brainstorming or planning on a piece of paper. Writing out your thought processes can keep you focused even if you might become frustrated.

8 ) Isolate Yourself: Unless your work is based on other people they will only break your focus. Create a private space and refuse to talk to anyone until your work is finished. Put a sign on your door to steer away drop-ins and don’t answer your phone.

9) Healthy Body, Sharper Mind: Try to cut out one of your unhealthy habits for just thirty days to see if there is a difference in your energy levels.

10) Be Patient: If you need strong concentration, periods of 90-120 minutes of work are recommended. Any less than that and you will waste too much time getting started before the flow can continue.

Image source: Flickr – Nickolai Kashirin (CC BY 2.0)

Maximise your time

29/11/2017 /

Maximising time is about properly prioritising things and doing what is really important. But how to do it? Here are some tips:

1) Work out where your time goes:  once you have identified those points in the day where time is clearly being wasted then this will assist you in setting priorities.

2) Set targets: having a firm idea of your targets will help you know where to put in all your efforts.

3) Compile a list to tick: free your mind by making a list of all the things that you need to do, that way you can look at it and tick stuff off as you go.

4) Get your priorities right: Avoid the temptation to do the easy stuff first, rather than the tasks that actually are the priorities.

5) Nail it first time: Do a job when you are in the mood for it, rather than trying to squeeze it in your day when you are tired or hungry as you’ll only end up doing half a job.

6) Don’t procrastinate: try to distance yourself from all those potential distractions that could put you off the tasks you should be doing.

7) Be organised: declutter your home and working environment and give everything a permanent place where you know you’ll be able to find it.

8) Delegate more: free up some time for yourself by enlisting others to do the tasks for you. Passing over tasks that someone else can do, particularly if they can do them quicker and better than you, makes sense.

9) Multi-task: by combining tasks well you can make the most of your available time.

10) Say ‘no’ more frequently: saying “no” will help you avoid overload and potential burnout and you won’t be dumped with additional tasks to look to delegate.

11) Avoid distractions: avoid those things that could distract you unnecessarily.

12) Take time out: taking time out will fully charge you both mentally and physically and you’ll be able to work more efficiently.

For more information, read the full article.

Time

Image source: Flickr –  Sean MacEntee (CC BY 2.0) 

Being too busy does not help Creativity

07/09/2017 /

Derek Beres, in his article published on the blog “Big Think“, explains how our creativity is fading away due to our addiction to data and information.

Engaging creatively requires moments of peace, freedom and meditation. This becomes everyday harder since our brain’s attentional system needs constant stimulation.

Here are four suggestions to disconnect mentioned in the article:
1. Make a long walk—without your phone—a part of your daily routine
2. Get out of your comfort zone
3. Make more time for fun and games
4. Alternate between doing focused work and activities that are less intellectually demanding

“Research shows that the fear of missing out increases anxiety and takes a toll on your health in the long run. Of all the things to suffer, creative thinking is one of our greatest losses”.

To read more, see the full article

Image source: Pixabay (CC0)

Listen and win

02/08/2017 /

Do you need some tips how to become the best leader? Or  you are simply tired of fighting with your partner?

These are the 7 indispensable secrets than can change your personal and professional life:

  1. Stop ignoring people;
  2. Stop faking it;
  3. Stop controlling people;
  4. Stop projecting;
  5. Respect your fellow human;
  6. Empathize with your fellow human;
  7. Use generative listening.

Read more at: The Mojo Company

Listen

Image source: Flickr –Ky  (CC BY 2.0)

Eight Steps to End Procrastination

26/07/2017 /

An article from Website Designs looked at how to end procrastination

Here are 8 small suggestions to follow.

1. Change Your Perception

2. Let Go of Fear

3. Split Up the Project

4. Just Get Started

5. Talk About It Publicly

6. Work In Short Periods

7. Ask for Accountability

8. Reward Yourself

If you want to read more, see the full article  

 

Image source: Flickr (CC BY-NC-ND 2.0)

5 secrets to eliminate your online distractions

09/03/2017 /

Today we are simply overwhelmed by digital data, which make it very difficult to make our average workday a productive and focused one. Just consider how much time we spend daily on our email inbox, trying to read and answer to everybody and file every message. According to the digital explorer Alexandra Samuel (Work smarter with social media), having a clean Inbox is not only impossible, it is also a waste of time, and she provides five useful tips to resist the constant assault of online distraction:

  1. Stop trying to keep up. Instead of keeping up, make your goal keeping focused by being extremely clear about your priorities, both short and long term.
  2. Your most important online work happens offline. Be clear about what actually matters to you, before opening your computer.
  3. Match your digital life to your real-life priorities. Set email filters and, most importantly, make sure you’re setting up shortcuts and prioritizing what’s most relevant.
  4. Get your news all in one day. Use a newsreader which aggregate articles and create a news feed that lets you read stories and get information across the Internet all in one place.
  5. Don’t reflexively fill idle time with screen time. if you have less than five minutes of free time, resist the urge to fill it with smartphone time.

Read the full article on Fastcompany

image source: Pixabay (CC0)

 

9 skills hard to learn that will pay you off forever

18/01/2017 /

Fruitful skills at work can sometimes be hard to learn and practice.

Here’s some tips to boost your work every day.

1.Time Management: planning is the first step and needs discipline. To do list and scheduling will help you to focus.

2. Empathy: do you feel what people feel? That’s the key to foster the team spirit in your office.

3. Better sleep helps, as many medical studies confirm.

4. Positive self talk: it doesn’t matter what others think of you, but what you think of yourself certainly does. Are you confident enough with yourself?

5. Be consistent. To mantain a top position you have to work harder.

6. Ask for help: when you ask people for advice, you validate their intelligence or expertise, which makes you more likely to win them over.

7. Shut up, if needed, but also listen

8. Mind your business: it will take time, but will surely help the atmospher at work.

9. And finally master your thoughts, directing them to what you want to do and accomplish.

Read the full article: the 9 tips

office

Image source: Flickr – Raul Pacheco-Vega (CC BY-NC-ND 2.0)

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