Identifying time-wasters is the first step to maximizing productivity. When thinking of daily tasks, ask if there is a way to clump, or group together, tasks that are similar. This strategy for doing similar things at one time is called time blocking.
From ToDoist.com: Time Blocking is a time management method that has you divide your day into blocks of time. Each block is dedicated to accomplishing a specific task, or group of similar tasks. Similar tasks may include:
- Processing email
- Scheduling client appointments
- Attending meetings
- Returning phone calls
Try using time blocking and see if it works for you.
Searching for Supplies
One of the most significant time wasters is looking for lost items. That same amount of time could be spent on decision-making, project planning and other high priority details. When possible, minimize the time spent looking for items.
Searching for Information
To reduce the amount of time spent looking for information, create and develop a system for recording client data, project details, business contacts and other frequently accessed information. These systems will enable you to spend your time on what really matters.
It is often said that our brains are for ideas, not to do lists. Remembering information takes up brain space that could be better used to strategize and move us towards our goals. And if, like me, you have a terrible memory, having a system to help you remember is critical.
Create and use a reminder system for tasks and to do’s as they arise. This type of system frees up your brain to do the important, deep-dive thinking work it was built for.
Repetition & Automation
Whenever possible, automate your processes. Create an automated system for regular and repetitive tasks like bill pay, tracking client and other information, and email management. When done correctly, automating can save you huge amounts of time.
Lisa Mark, C.P.O. is a productivity expert and Certified Professional Organizer. Contact Lisa if you would like to find out how she can formulate a plan to increase efficiency in your business.