Time management tips

How to get more done during your working day

Many people find it hard to manage their time at work. So here are some simple, practical tips to help you become more effective – showing you how to identify and focus on the activities that give you the greatest returns. Doing this will save you time, so that you work smarter, not harder.

Plan your day
Take the first 15 minutes of every day to plan your day. Write a to-do list, putting the most important tasks at the top. Keep a schedule of your daily activities to minimise conflicts and last-minute rushes.

Prioritise
Time-consuming but relatively unimportant tasks can consume a lot of your day. Prioritising tasks will ensure that you spend your time and energy on those that are truly important.

Allocate your time
Include an estimated timeframe for each task and the date by which it must be completed. You might be able to accomplish something during unexpected pockets of free time. For instance, you could research information on the internet while waiting for a conference call to begin.

Set deadlines
Be realistic about setting deadlines and strive to meet them. Although we tend to get a lot done when we're under pressure, it is less stressful and more professional to establish and stick to an action plan.

Schedule tasks at times that suit your work patterns
We all have different times of day when we feel most productive and energetic. Make best use of your time by scheduling high-value work during your peak time, and low-energy work (like returning phone calls and checking email) during your ‘down’ time.

Establish routines and stick to them as far as possible
While a crisis will inevitably arise from time to time, you'll be much more productive if you can follow routines most of the time.

Get organised
If you always seem to spend a lot of time looking for files on your computer or papers on your desk, invest some effort in getting organised. That way you’ll be able to quickly lay your hands on whatever it is you need.

Don't waste time waiting
It's impossible to avoid waiting for someone or something. But use that time wisely. Always take something to do with you, such as a report you need to read or a blank pad that you can use to plan your next task.

Before a call
Take a few minutes before every call to decide what you need to cover. This will ensure you address each point and don’t get sidetracked, making the call quicker and more productive. Then take five minutes after the call to get your notes in order. This will potentially save you time in future when you have to review what was said or agreed.

Don’t get distracted
Whether they come from emails, instant messaging, colleagues in a crisis or phone calls, distractions prevent us from getting into a rhythm with our work. As far as possible, try to minimise distractions and manage interruptions. For instance, turn off your IM chat or let people know when you need to focus.

Don’t procrastinate
Don’t put off a task that you should be working on now. You’ll feel guilty that you haven't started and you’ll come to dread it.

Break down big tasks
Break large projects down into manageable steps, so that it's easy to see everything that you need to get done and can complete small chunks at a time. Doing this can stop you from feeling overwhelmed at the start of a new project.

Make meetings more productive
Determine if meetings are absolutely necessary. If they are, establish an agenda and stay on track – aim to start and finish on time. If your presence isn’t required for the entire meeting, excuse yourself early – there’s no point in being there if you can’t add anything.

Take a break
It's impossible to concentrate and produce really high-quality work without giving your brain some time to rest and recharge. Don’t dismiss breaks as ‘wasting time’. They provide valuable down time, which will enable you to think creatively and work effectively. Go for a quick walk or grab a cup of coffee.

Be healthy
Get plenty of sleep, have a healthy diet and exercise regularly. A healthy lifestyle can improve your focus and concentration, which will help improve your efficiency so that you can complete your work in less time.