Truly efficient people know there’s a difference between being busy and being productive. Harnessing the power of productivity is less about time management and more about managing energy – working smart instead of hard. As a leading business and internet solutions provider, we have rounded up seven tips to help you perform more efficiently, no matter your job description.
Organise tasks you need to complete each day in order of importance – and go a step further with self-imposed hourly deadlines. Limit time frames and see how your mind focuses to get the task done. Not only are you accountable to yourself, you can also direct focus to one specific project at a time. Be realistic to avoid frustration.
When prioritising tasks, complete the most pressing jobs first to capitalise on high energy in the morning. Set aside time to respond to emails instead of allowing your inbox to dictate how you spend your day. Urgent mails and calls are (obviously) the exception.
Avoid mental fatigue
Scheduled breaks help improve concentration – especially if the break involves standing up to stretch or a short bout of exercise to get blood pumping, like taking a walk. Five to ten minute breaks between long tasks can help maintain a constant level of performance, as opposed to a steady decline in performance from working without breaks.
Although it’s seen as a positive attribute, multitasking isn’t always key to increasing efficiency. Switching from task to task at a rapid pace can often result in lost time and productivity. Committing to finishing a single task before moving onto the next is a better, more constructive habit to form.
Interruptions throughout the day are inevitable, but the extent of the distraction can be mitigated. If possible, try to work from different locations or isolate yourself for a certain period of time. For a subtle ‘do not disturb’ sign, wear headphones. And to the colleague who’s looking to shoot the breeze, communicate honestly to let them know you can chat later.
Online videos and phone notifications can also be distracting. Instead of checking social media every five minutes, limit it to every two to three hours (or longer) instead.
Procrastination can bring productivity to a halt. To regain control, take an hour to get organised and sort out admin. Delete irrelevant emails and file those you need to keep for reference. Don’t be tempted to start the actual tasks at hand: plan them first. Separating bigger jobs into smaller, achievable chunks reduces the feeling of being overloaded – a great incentive to crack on with the work.
Another trick is to build a routine to get into a working mindset, like creating a playlist or turning off your phone before you get started.
Declutter your workspace
A cluttered desk leads to unnecessary distractions. Instead of hoarding piled-up paperwork, transfer documents to cloud storage, like Google Drive and Apple iCloud Drive.
Art in the workplace can increase creativity and productivity, so personalise your desk with one or two colourful accessories. Paintings and drawings from family, framed photos or desk plants all work well. Stick to two to three desk items to cut clutter.
According to the National Heart, Lung and Blood Institute, after several nights of losing sleep – even the loss of just one to two hours each night – your ability to function suffers in the same way as not sleeping for a few days. You take longer to finish tasks, have a slower reaction time, are more prone to mistakes and can slip into micro-sleep (brief moments of sleep that occurs when you’d normally be awake).
Set a regular bedtime and put your phone away an hour or two before you sleep to boost the quantity and quality of your sleep. Practise relaxation techniques like breathing deeply and visualisation. Also use this time to reflect on your achievements and productivity.
Use these seven tips to guide yourself towards improved office productivity. You’ll be thanking yourself later on.