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Try This Quick Time Saving Tip for Busy Professionals

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Usually, around six o’clock, I am amazed at how fast the day went by. And it always seems like I’m rushing to get out of the office for a meeting or dinner with my family.

But, did you know that if we took 15 minutes at the end of our day, we can be more prepared for tomorrow? Recently, I started to take just 15 minutes at the end of my day to get organized and it works. Here’s how.

 

Prioritize Those 15 Minutes

What better time to review your day than at the end? It allows you to do three very important things:

  • Review
  • Reflect
  • Prepare

You can briefly review what happened throughout your day by jotting a few notes, which will strengthen your  memory and recall. It’s also a good time to check off the items on your agenda and make sure that you’ve logged your time correctly. Research has shown that taking account of completed tasks lowers your anxiety and stress levels.

Simply taking a minute or two to review your day will also help you organize your evening. Figure out dinner or check in with loved ones. Are you picking something up? Need gas for the car? These things often get forgotten and make tomorrow a little more hectic. Plus, it gives you time to organize the work you are taking home with you.

 

To-Do List or Not To-Do List?

Reflecting upon your day will help you restructure your to-do lists. Priorities are always shifting. Some tasks gain a higher level of urgency.

As for to-do lists, I have seen a lot of opinions on them. Lots of consultants don’t like them and one in particular simply believes that to-do lists don’t work. However, research, lots of research, says otherwise. I’m a proponent of them, but with this caveat—I don’t put everything on it.

One major complaint of the to-do list is that it causes more anxiety, usually because there’s a list a mile long with things on there that should have been done weeks or months ago. Too many trivial things on it will cause anxiety.

One novel idea is to move the important things off your to-do list and placing them on your calendar. This raises their priority, while reduces the clutter of your list. Here are some other ways you can create a more effective to-do list:

  • Shorten the list to three things,
  • Use small Post-It Notes or index cards,
  • Organize your list into smaller lists (calls to make, things to delegate, to purchase, etc.)
  • Prioritize tasks in order of importance,
  • View one task at a time.

You need to be faithful to the idea of ending your day thinking about tomorrow. This lets you get organized before you even step foot in the office, tomorrow.

 

Better Planning of Your Time

Time is the most important asset we have, yet we don’t value it enough. Meetings and late lunches can get in the way. There’s also the occasional drive-by meeting—”impromptu” for the visitor—but an inconvenience for you.

Taking a few minutes to prepare for your day, tomorrow,  may get you out of a meeting or conference call that really isn’t important. With these final moments at work, you can also follow up with your employees regarding important projects. Even better, you can delegate tasks from your list to them.

 

Better Organization = Less Stress

Let’s face it, you’re only given so much time in a day. Organization doesn’t give you more time, but it does allow you to spend more time on the things that are truly important. Typically, these are the things that affect the bottom line.

You won’t regret using this time-saving tip. It will help you be more productive and less stressed about work and home. Give it a try for a month. If it works, pass it on to a friend or coworker of yours that could use it.

20 Productivity Hacks for Professionals

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Being a professional in today’s world means that there are a lot of demands on your time. Tapping into our everyday best—our most productive selves—can become exhausting. What if you were able to gain a minute or two? It would take away some of the stress you may be feeling about those looming deadlines or messy projects.

Productivity hacks collect valuable minutes throughout the day, so you can have them on reserve when emergencies arise. Then, you can perform at your best.

Research-based and simple to use, our 20 productivity hacks below will help you get a little more organized, learn a little more about technology, add some automation to your day, and give you the time to do more with less.

Paper versus Digital Calendar. Paper works best in several ways: memory retention, central location for dates and notes, and goal planning. Get a planner that you’re comfortable with and use it.

Take Control of Your Calendar. Restrict editing permissions to only a couple people and block off the times when you feel most productive.

End-of-Day: Transfer Print Calendar to Digital. When you take the time to reflect upon your day, you’ll also know what’s in store for you tomorrow. Better preparation means fewer surprises.

Manage Your Email. Auto-response, signatures, and notifications. Having up-to-date auto-responses and signatures with important information can quickly point clients in the right direction. Notifications can break your concentration, so remember to turn them on and off when necessary. It may take a few seconds, but it could save you minutes of valuable time.

Most Important Things First. Organize your priorities. This eliminates the potential for procrastination.

Schedule Deep Work. Think about the time of day that you’re most productive. Cultivate that time by blocking it on your calendar, taking only emergency calls and emails. Make it a habit.

Less Time on Social Media. For some, it’s a must. But lingering can take away more time than you realize. This list of apps can help you stay away from them.

Make Fewer Decisions. When you take a look at your day, some decisions were important, while most weren’t. Try to eliminate the situations that call for more decisions. If you must, then don’t waste more than five seconds debating about them.

Eliminate Menial Tasks. Sometimes we like to do menial tasks, just because it’s easy and feels comfortable doing them. These are a waste of time. Have employees and interns do them.

Increase Your Typing Speed. Slow typers range around 45 words per minute. Faster typing can decrease time spent on email and writing memos. (Click here to take the typing speed test.) These apps might help you type faster.

Reduce Meeting Times. Scope creep in any meeting will ruin your day. Stay on agenda. Or, eliminate unnecessary meetings. If it’s a meeting in an off-site location, see if you can call in to reduce time spent on travel.

Time It. Keeping yourself on time requires you to know how long you’ve been on task. Set a timer on your phone or watch to prevent you from spending too much time on any single task.

Accountability Alarm. You receive countless notifications throughout the day. But setting an accountability alarm will help you reflect on your day. You can send out updates to stakeholders and enter notes and dates into your digital calendar.

Stick to One Task. It’s a fact, and you probably already know it, multitasking is not possible. It’s called task switching and is far less productive than staying on task until completion.

Use Templates. Make them for email, formal letters, informal letters, or other types of correspondence. These will definitely add a couple minutes to your time bank.

Plan First. Before taking on any major task, you need to plan first. Abraham Lincoln once said, “Give me six hours to chop down a tree and I will spend the first four sharpening the ax.” That’s good advice.

Say “No” More Often. You have permission to say “No” more often to things that don’t matter. Your job is to focus on exactly what needs to get done.

Perfection Doesn’t Exist. Doing something right is different than perfect. Perfect requires too much time and attention, especially when just right will do.

Unsubscribe and Unfollow. Too many emails clog our inbox and there are things we just don’t need to see in our feed. Get rid of them to reduce mental clutter.

Multiple Computer Screens. Having multiple computer screens open with documents to review saves time from switching back and forth. It also keeps information fresh in your mind. This makes task switching easier.

Making yourself more productive means that everyone around you will be more productive. So, think about a friend or coworker of yours that could use this list and pass it on.

Some Tips to Get Organized during the Busy Holiday Season

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‘Tis the season to be busy—really busy! How can you make sure nothing gets forgotten or lost in the shuffle?
The amount of time it takes to do our job never seems to be enough. Then, the holidays hit. With everything going on, it’s amazing how we can ever keep up.

With all of the interruptions, we quickly lose track of time. You wake up and think your day is organized, then it quickly evaporates the minute you sit down to look at your email. Scheduled meetings get rescheduled, and rescheduled, again. Then, there are the emergencies, things we kind of plan for but never really can, because they are usually something that shouldn’t be happening. No matter how hard we try, there never seems to be enough time in the day.

The To-Do List

If you have one already, great! If not, then you need it. Why? Because years of research say it can improve your day.

No one wants every minute of their day to be dictated by a schedule. That feels too mechanical and boring. We aren’t machines. But, if you take the time to jot down the most important things for your day, it will eliminate any added stress and anxiety caused by the holidays.

A good To-Do List has to have realistic objectives, yet remain flexible. You will sabotage your list with unrealistic expectations. Remember, this isn’t the time of year to clean behind your refrigerator. Leave that for the spring. It also acts as a visual reminder of what you accomplished during the day or the week.

Use an App

Here is PC Mags top ten list of To-Do List apps. Some of these apps will synch with your computer or tablet. You can also share it with your coworkers or family. Best of all, they keep a record of your activities, so you can look back to see what you accomplished.

Order of Importance

Organize your objectives into order of importance. Then, check them off one-at-a-time. Having a deadline for each task can focus your efforts to get it done. Tasks without deadlines are put off to the next day. No deadline—no sense of urgency. You’ll feel more accomplished at the end of the day with a list that’s crossed off.

First Things, First

Do the things you don’t like to do, first. Highly successful people are successful for many reasons. One of them is that they do the things they don’t like doing. Why do they bother? Because, they know it’s necessary to be successful.

We avoid doing the things we don’t like to do. At the end of the day, you still need to do the thing you didn’t want to do. See how this adds to your stress?

Bring on the Holiday Cheer

Getting organized is how you can gain a few minutes during your day to enjoy the season. No matter how you keep your To-Do List, you’ll be able to do those extra things that make the holidays so special. What techniques do you use to keep holiday stress to a minimum?