How much time do you waste in a typical workday? Minutes, hours or more? Whatever your industry or role, time management matters.
Hybrid working has introduced the challenge of adjusting to different environments and managing our time. If you're working from home without a commute, perhaps you feel time-rich. Or maybe the distractions in the office are weighing down on your productivity.
Whatever the case, it's important to use that time wisely. Effective time management leads to efficiency savings for companies, thereby increasing revenue. People with good time management skills tend to be more productive, motivated, and likely to meet deadlines. But it's not always easy to get this right.
A study conducted by online recruitment company, Zippia outlines some alarming statistics about the amount of time wasted at work.
A weekly log will show you how you currently spend your time and how much you spend on non-productive tasks. This will be helpful with managing how you spend your time, especially if you are hybrid working.
This matrix ensures that you only spend time on important and urgent tasks (i.e. your top priorities). Anything else can wait!
This allows optimum concentration. But remember to flip between high and low-attention tasks or take a micro-break (see point 5 below) to let your brain recover from mentally demanding activities.
A to-do list tracks all your priorities in one place and your progress. It structures what you have to get done, and you'll get a sense of achievement as you'll see you're making progress. It is particularly useful when working from home as you'll need to be more self-disciplined. Some choose to do this at the end of each day, others first thing in the morning.
If you're working at home, making a coffee and walking around for a short time reinvigorates you and benefits your posture. It ensures optimum concentration when you return to your desk. What's more, if people around you (colleagues or family members) know you'll be available later, this can limit their interruptions.
We procrastinate for many reasons (everything from unpleasant tasks to a fear of failure, perfectionism, feeling overwhelmed or a lack of organisation). Homeworkers beware: Daytime TV, long lunches, and social media can all lure you away from your primary focus. Don't let them take over. If you procrastinate, figure out why and take action before you end up swamped. If you don't, you'll be working late into the night to catch up!
Avoid all unnecessary meetings. If there's no agenda or the right people (i.e. decision-makers) cannot attend, reschedule it.
Switch off email notifications and check emails just two or three times a day; keep emails succinct and avoid 'Replying to All'. Don't look at your emails first thing. Instead, complete important/urgent tasks. Set aside short bursts of time (15-20 mins max) for responding to emails unless it's core to your job; use folders to organise emails.
What can you do to deal with a chatty colleague, a demanding boss who's heaping more work on you, a customer who's in no hurry to let you get on, or - at home - an unexpected visitor or curious family member? Rehearse strategies for dealing with interruptions and learn to say no without offending.
For tasks that require intense focus, don't be afraid to turn off your emails or instant message notifications, put your smartphone on silent, even go and work in another office to minimise distractions. If you're home working, headphones help limit interruptions. Plus, they are a visual reminder to others that you are busy. Finally, remember to respect others' time by keeping your interruptions to a minimum too! By making every second of work time count, you'll have even more time to spend on the other things you love.
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