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Workplace Organization
Readers want the scoop!
how you stay organized to gain the most productive day at work.
Multitasking at work is nothing new, but finding ways to better manage time can be. Workloads are rarely consistent. Most jobs require multiple tasks to be completed by a deadline, whether by end of day or EOW, etc. Often workdays include addressing emails and attending office meetings, too. Add interactions with your team for a quick chat, laugh or break and you might ask yourself where did the time go? For some, allowing time for light conversations with colleagues can be a big distraction. Per Microsoft's 2023 Work Trend Index Annual Report, "68% of people surveyed said they don't have enough uninterrupted focus time during the workday." In fact, the study shared that 57% of employees' time is spent at work communicating.
According to Clockify, in the list of top distraction reasons at the office, chatty coworkers take the first position, followed by use of social media and other background noises.
Time Management Tip #1:
Adopt The Pomodoro Technique
According to Tech Target, Francesco Cirillo emerged with this technique to manage studying during his university days. Verywell Mind says that the time management technique requires that work assignments be split into intervals, for example 25-minute intervals. These are called pomodoros. The process includes breaks, for example, five-minute breaks in between the intervals. By doing this, an improvement in focus should be noticeable. Distractions should reduce and exhaustion highs should level out while at work.
Tip #2
Consider The Eisenhower Matrix
In the Eisenhower Matrix, you would break down your tasks into four groups, as follows:
Urgent
The urgent tasks mean that the tasks are most important and must be completed as soon as possible, often over all else.
Important, But Not Urgent
This category is for those tasks that need attention but not right away. In other words, these tasks can be scheduled for address later. An example of this type of task might be a meeting that does not require face-to-face interaction and instead can be conducted in a phone call. Also, using in person facetime only as necessary, might save time, which may allow you to repurpose that time for more urgent tasks.
Urgent, But Not Important
An example of this type of task can be a meeting that is urgent, but the context is not important for your immediate responsibilities. In the case of a meeting, within this category, maybe you can request that someone planning to attend record the meeting for you. Then when you are able to listen to the recording, let's say on the drive home or during a break, you can determine whether more is needed from you regarding the subject matter that was shared.
Not Urgent and Not Important
If the tasks are not urgent, nor important, then don't consider addressing the matter when your workload is too full. Instead, consider reviewing those type of tasks, for a quick assessment, at the end of your day or at the very start of the next workday. Examples of these types of tasks might be administrative or regarding training notifications and the like.
Tip#3
Time Blocking
Another tip you might employ to manage tasks timely is referred to as time blocking. According to Timewatch.com, Time Blocking at 5% is the most popular way of handling tasks. With this technique you would schedule particular times for conducting various tasks. For instance, after reviewing your likely workload for the day, you can then determine how best to focus your schedule and only work on a particular task for a specific amount of time in your day, such as utilizing an hour of blocked time to just answer emails or to return calls. You might block another hour to complete activities related to a specific project, etc. By blocking a set amount of time, distractions can be minimized, and the dedicated time can lead to tasks getting completed within the time frame required.
