What we will see in this article
What is time management?
Let’s start with the basics to understand all the content, after all what is manage the time?
Time management is the process of planning, realizing, and managing time in order to make the execution of activities more productive.
Planning to know what must be done, in what order it must be done, and which professionals will perform what must be done.
The realization needs focus, theoretical and practical knowledge of those who will execute to avoid problems and ensure quality.
Finally we have the management itself, which in short is the route changes, quality control, and so on.
Once the company, teams and employees have a good management of time, they can ensure quality and speed.
This productivity ensures that the company can achieve its macro objectives and the employees their individual objectives.
What are the principles of time management?
Time management has five essential principles:
Prioritizing Time Management
Prioritization in time management is about understanding what should be prioritized, from tasks to the most important company goals.
You need to understand that naturally other tasks, goals and objectives are being set aside.
However, the employee, team or company can’t do everything, so the philosophy here is whatever you set out to do, you have to do with quality, right?
For example, if the company wants to increase the production such that quality decays, speed is the priority.
The company, team, or employee needs to be aware of this prioritization in time management.
It is not possible to prioritize everything, because our time is limited and we need to make choices with our time.
Planning in Time Management
Now that the company is aware of what it is going to prioritize, naturally the planning structures this prioritization.
That is, with prioritization in hand it is possible to define objectives, goals, processes and tasks to be done.
In addition, a logical order for this to happen is also defined here and variables that may influence the process.
For example, training employees to increase quality, economic crises, investment, and so on.
The focus is in summary the execution of what was planned in the previous pillar.
This way, here the professionals, teams, and company will focus and execute all tasks, goals, and objectives.
Always focusing time on what is priority for the company as a whole.
We all know that it is impossible to execute everything that was planned and in the way that was planned, isn’t it?
The management pillar serves precisely to solve problems encountered during execution.
In this way, variables are reconsidered, time and investment allocated are changed, everything is re-evaluated and managed.
It is necessary to understand that this does not happen only once, but whenever it is necessary.
Management is about optimizing what is already running, while management focuses on solving problems.
The management pillar benefits from technologies, practical and theoretical knowledge of professionals, individual and group organization, and so on.
All this helps optimize all processes, from the simplest to the most complex.
Management does not necessarily change what was planned as management, after all it only focuses on the practical part.
Why time management is important?
So, Why time management is important?
Time management for companies and professionals is essential, because our time is limited, isn’t it?
The day is only 24 hours long and we need to use this time to focus on what really matters at the moment.
Thus, without time management a company would not be able to focus on its goals to grow and become stronger in the market.
In the same way, an employee who wants to evolve professionally also needs to manage his time well.
To have more theoretical and practical knowledge, to be more productive, to understand when and with whom to network, and so on.
It is necessary to understand that time management is an ongoing process, after all priorities change and so does the time allocated.
A startup that wants to find an angel investor, after finding one finalizes its efforts towards that goal, doesn’t it?
After finding an angel investor, the startup will have other goals such as growing, hiring more qualified professionals and so on.
In short, without time management, no company or professional can evolve in its market.
The truth is that without time management, this professional or this company can cease to exist in the marketplace.
Benefits of Time Management
We talked in this topic about how time management is essential for professionals and companies, but here we will list the benefits:
- Take advantage of unique opportunities
- Grow professionally or grow in your market
- More productivity
- Vision about the next steps in the company or career
- Less stress because nothing becomes a big surprise
- Achieving goals and objectives
What is time management and productivity?
Time management and productivity are familiar terms in the vocabulary of large companies and professionals.
Productivity is the ability to produce with quality and in less, if compared with the market.However, productivity only exists thanks to time management.
Since it is impossible to be productive without planning and managing what you are doing.
How to do a good time management?
Based on the pillars we talked about earlier, let’s give an overview of how to do good time management
In this topic we will talk about the first steps you need to take to ensure good management, whether you are an employee or a leader.
In the next ones you will find several situations where we will show you solutions, but always based on the pillars and these first steps that we will talk about here.
1. understand what is the priority at the moment
The first step in any time management strategy is to define what the priorities of the moment are.
To do this make a list of what is a priority in the company or in your work, always using a SMART goal as a basis.
These priorities can be basically anything, after all we will show you in a moment how to filter them.
After making this listing as a SMART goal you can distribute the priorities in Eisenhower’s matrix.
- Very important and very urgent: Realize these goals and objectives (Priorities) first, using all key resources to execute them
- Very important and not very urgent: Realize these goals and objectives (Priorities) after you have executed the priorities from the group above
- Unimportant and very urgent: Delegate to smaller collaborators or teams, if you are a professional schedule these goals and objectives for when you can
- Unimportant and less urgent: Eliminate these priorities from your macro vision for the moment, in the future after you have executed all the others you can think about these priorities again
2. Planning the priorities
Based on what you have defined in Eisenhower’s matrix, you will plan each priority in the very important and very urgent quadrant.
For each priority you must divide it into tasks. Clear tasks of what needs to be done and put them in a logical order.
Next, you should use a very interesting tool called the 5w2h matrix.
In this matrix you can define attributions, resources, ask questions, and a lot of other essential information. Click here to check our ready-made 5W2H matrix template.
Once you have the template ready you will have the most essential information to start executing.
How to manage time to increase productivity?
Since you have already defined your priorities and planned tasks for yourself or your team, let’s talk about increasing productivity.
First of all, it is necessary to understand that the most important thing in productivity is not time, but focus.
Once you and your team can work eight hours every day. However, without focus your production will not be as effective and neither will the quality of that production.
With this in mind, you or your team need to commit to a routine that will increase your focus.
What is the routine of a focused professional?
You can ask any focused professional, that professional’s routine will always have:
- A good night’s sleep: 6 to 8 hours of sleep every day
- Regularity: Going to bed at the same time and waking up at the same time, even on weekends
- Hydration: Drink water throughout the day, as much as your body needs
- Caffeine: Drink coffee after one hour on waking, in the morning and after lunch
- Do not drink coffee after 3 pm
- Physical exercise: go for a walk of at least 10 minutes every day, in the park, on a treadmill or on a stationary jog
Why keep implementing this routine?
As we said before, the most important thing in productivity is focus, and to have focus you need to do certain activities.
Sleep is essential to keep your focus on the day, even if you feel good sleeping 5 hours a night, try at least 6 hours.
Caffeine is also essential, but it can be overused to disturb your sleep, can’t it?
In addition, physical exercises help ensure more time for deep sleep or restful sleep.
Obviously, the team’s productivity will not increase just by implementing this routine.
However, this routine along with planning is the basis for the techniques we will talk about in the next topic to really work.
What are the best time management techniques to improve productivity?
Considering that you and your team have this routine and planning in hand, we can talk about some techniques.
Pomodoro is a technique that I’m sure you already know, but probably haven’t used for a long time.
If you don’t know pomodoro is a technique where you do a task for 25 minutes and rest for 5 minutes.
After the rest you do the task again for 25 minutes and this becomes a cycle, with longer and longer rests every two cycles that pass.
Test the pomodoro for at least a week and if possible try to make some modifications.
Modify your concentration time, as well as your rest time, the technique is just a tool that you can change.
Have your daily task list
The second technique that you may also know but have never used is the to-do list.
In the task list you basically write down on an app or website the tasks that you need to complete that day.
Sounds simple, doesn’t it? However, this list is very essential for your work, because it ensures clarity and organization.
By having clarity you get your brain used to what you need to do every day.
Besides, you will not have to spend valuable time looking for what you are going to do, how you are going to do it, and when you are going to do it.
When you or your team have daily tasks, you can create protocols, that is, you can identify:
- Materials you need
- Which task must be completed first
- Who is responsible for this task
- If this task has a deadline to follow
By identifying these points, you can plan so that none of it is missing. Also, if something is missing or some problem occurs, it is not a negative thing in itself.
If a problem occurs that prevents the team or you from doing the task, you can write it down and describe a solution.
In this way, the problem can be avoided with this solution, or if it happens, what should be done about it so that it does not disrupt the workflow.
How to prioritize tasks to improve time management and productivity?
In the previous topic we mentioned that the task list is essential for clarity and organization of your work or of your team.
However, we often find that we have too many tasks throughout the day and have a hard time prioritizing what is necessary, don’t we?
In this topic we will show you how to prioritize the tasks on your list without creating stress for the team or for you.
1. Classify your tasks as urgent, important or optional
First of all, your task list needs to be in an application or software to be classified into one of these three categories.
- Urgent: Essential tasks of your job that cannot be rescheduled
- Important: Essential tasks of your job, but that can be rescheduled
- Optional: Tasks usually linked to process checking that can be automated
Let’s give you a practical example to give you an idea of how to classify your tasks.
- Read e-mails: Optional
- Reply to important e-mails: Important
- Report on the progress of your work: Important
- Attend the meeting: Urgent
- Execute your work and send it to your superior: Urgent
2. Do the tasks according to the rating and if possible
The second step after you have defined the ranking of all your tasks is to do them in order of priority.
That is, first the urgent tasks and then the important tasks.
Of course, some even urgent tasks cannot be done because of the schedule or because it depends on someone else.
In this case, skip those tasks that cannot be done, but do them according to this classification.
3. Try automating optional tasks
Optional tasks are tasks that usually involve a check and can be automated.
Like sending a message to your colleague to check if his part of the job is done, or reading his e-mails.
In this case both tasks can be automated, usually optional tasks can be.
Instead of asking your colleague, you could suggest that the team use the Kanban method in some software.
Where everyone can check the progress of the work and know exactly what is progressing or stopped.
You don’t have to read every e-mail, you can use a filter available in any messenger to know what is important.
In this way you can respond to what is really important, this filter saves a few minutes a day and dozens of hours a year.
How does lack of time management affect productivity and how to avoid it?
William Edwards Deming said, “What cannot be measured, cannot be managed.”
In other words, if there is no time management in the team or in your work, you will never know if you are doing a satisfactory job or not.
As we talked about at the beginning, a company or professional who does not have this clarity, may be left behind in front of the market.
Where you will have companies and other professionals taking care of your time, being more productive and doing a satisfactory job.
How can I avoid it?
To avoid this issue, simply check the list below to see if you are following all the tips so far.
Check in the order we show below, if you are not following the steps we talked about, follow and continue from there.
- Understand the principles of time management
- List of priorities of the company, team or professional life (SMART Goals)
- Do the planning using the Eisenhower matrix and 5W2H matrix
- Change your routine by following the activities we recommend
- Use pomodoro and the task list with priorities
Put all the techniques that we talked about earlier and also the one we will talk about in the next topics.
How can time management reduce stress and increase productivity?
Time management is essential to reduce stress since stress is precisely the lack of predictability.
For example, you may be stressed by work piling up, but the work only piled up because you let it, didn’t it?
The team may be stressed by the lack of communication, but this is only because an effective communication environment has not been structured.
When you predict the results and do the management, all the stress for each employee and the team reduces.
Moreover, the result is not only reduced stress, but more productivity.
Productivity as we speak means producing more, with quality, and in less time.
This also means that each employee will be able to devote more time to his or her family, relax at home, and take care of himself or herself, instead of bringing work home.
How can technology improve time management and productivity?
Every company needs to keep up with new software, models, applications, and other technologies if it wants to increase its productivity.
For this the company needs to adopt these activities if it wants to learn about new technologies and implement them.
- Search for what the competition and the market leader is using technology
- Asking employees if they use or have found new technologies to help the company
- Reward employees who seek new technologies and master them
- Conduct periodic training to teach how to use these new technologies
How to balance time management and productivity with personal well-being?
This topic will be more geared toward employees, but many leaders will appreciate the tips we’ll pass on here.
However, you need to have a new mindset for the tips to really work.
The mindset is only focus on work when you are at work. Sounds simple enough, doesn’t it? However, it is more complicated.
Many times you feel anxious about handing in a paper or even taking work home and don’t enjoy your family for example.
This lack of division prevents you from taking care of yourself and having a real life, enjoying your family and friends, and doing something more than work.
At the same time, this is a clear sign that you are not being productive enough in your work.
Sometimes chatting with your colleagues, checking social media at work, and many other forms of procrastination.
So your first step is to build that mindset of division between your personal life and your work.
How to build such a mindset?
Here we will put the main points that you should follow to build this mindset of work-life division.
- Set times for your work, when it starts and when it ends
- Make a list of forbidden activities at work, such as checking social networks, for example
- When working hours are over you are forbidden to do or think anything about work
- Answer only urgent messages from staff or superiors outside working hours
- Understand that it is a mindset building, so the most important thing is not to give up
Time Management Skills: How to be more productive at work?
In this subtopic we’ll talk about Time Management Skills and how to be more productive at work, but first focus on building your mindset
- Don’t participate in conversations among colleagues before you have your urgent and important activities done
- Make the arrival time a priority
- Be ready when you arrive at work, that is, organize yourself so that you don’t have to do unnecessary activities when you arrive at work and only then work
- Find a weekly schedule to study new topics related to your work, this will lead you to new techniques and improve your skills and make you more productive
Is Time Management a Skill?
Time management skills typically include setting goals, creating schedules, prioritizing tasks, eliminating distractions, managing deadlines, and making efficient use of available resources.
Developing strong time management skills can lead to improved productivity, reduced stress, and better work-life balance.
Time Management Skills
Time management skills refer to the ability to effectively plan, prioritize, and utilize time to accomplish tasks and achieve goals.
It involves various practices and techniques that help individuals optimize their use of time, increase productivity, and improve efficiency.
How to have personal well-being?
To conclude this topic we will show you how to ensure that your personal well-being is up to date.
- Schedule activities with family or friends, it can be a trip or just watching a movie
- Have a hobby of your own, it can be learning a new language, watching old movies or even doing the crossword
- Take care of your mind by seeking materials made by psychologists, a strong mind is essential for a happy life
How can you deal with interruptions and distractions to improve time management and productivity?
In the previous topic we mentioned that one of the most common interruptions in the work environment is precisely the conversation between colleagues.
Obviously, there is no harm in having a little chat, is there? As long as it doesn’t get in the way of your work.
A simple conversation can cost 20 minutes of your time that could be more productive.
In this topic we will show you how to better manage these distractions and interruptions in the most common cases.
How to manage interruptions and distractions from colleagues at work?
First, let’s focus on how to manage interruptions from colleagues, whether for conversations or for similar situations.
- When a colleague interrupts your work to talk, be polite, but direct in showing that it is not the best moment
- When a colleague interrupts your work to talk or show you something, set a time for him to show or talk, such as during lunch or when you leave work
- Some colleagues may not understand even if you are polite, but these attitudes are essential to increase your productivity
- At the allotted time, take the initiative to ask what your colleague wanted to talk about or show you, after all, your colleague may have been annoyed.
- If possible explain the situation, showing that these interruptions are not interesting for the work
How to manage interruptions and distractions in the home office?
One difficulty for many professionals is managing interruptions and distractions in the home office, after all, we are at home. Here are some tips to better manage your time and ensure your productivity:
- Negotiate with your family the times when total silence is required in the house, a conversation that you and your family understand and are both satisfied with
- At work time leave your cell phone on silent and in another room, if it is necessary to use any application, use the computer version
- Be prepared for eventualities, if the neighborhood is under renovation, buy headphones for example, but don’t complain about them just look for the solution
How to manage interruptions and distractions from social networks?
Social networks are amazing tools, but they can be great sources of distractions and interruptions in our work. See below for ways to manage this oversight:
- Never use social networks outside of your lunch break, even if it’s just for a quick bite, after all these sites and applications are designed to keep you on them as quickly as possible
- If possible don’t take your cell phone to work, there are several software programs that replace cell phone functions for the computer
- Use extensions that block some social networking sites to avoid falling into temptation
How to set realistic goals for time management and productivity?
One of the main problems with creating goals is setting the necessary time and realistically, isn’t it?
Obviously, having in mind the resources, who will work with you, and so on are essential factors, but without a deadline, no goal is achieved.
Therefore, we will explain here what is the step-by-step that you should take if you want to create more realistic goals.
How do you set realistic goals for routine tasks?
Routine tasks are those tasks that occur every day, see below how to set more realistic deadlines for them.
- Time your urgent and important tasks for a week and put the time values for each day in a spreadsheet
- Average all time values for each urgent and important task
- With the average in hand, you will always consider this average as the minimum time to accomplish that task
How do you set realistic goals for unique targets?
One-time goals are goals that happen only once like preparing for a meeting, i.e. something you have never done before to have a time base.
- Look for colleagues who have already had these goals or tasks and ask how quickly they have accomplished them
- If you don’t have colleagues who have done similar or identical tasks before, look on the internet for average values
- Add extra time for this activity in case there are delays, for example if the task will take 40 minutes, set a deadline of 60 minutes.
This extra time will help ensure that the goal is executed without haste and that this does not hinder quality.
How to delegate tasks to improve time management and productivity?
The best way to delegate tasks to improve time management and productivity is by using Eisenhower’s matrix, as we talked about in the first topics.
All activities that are urgent and can be considered unimportant, you should delegate.
Knowing the tasks you are going to delegate is the first step, but soon after that you should follow the subsequent steps below.
- Define clearly what is the expected result at the end of this task, always using a performance indicator such as speed, quality, quantity, etc.
- Find a person responsible for the task in the team and explain specifically what is expected
- Track the execution of the task using management tools such as software, for example
- Give feedback to the person in charge of the task showing positive points and points that can be improved
How to assess and measure time management and productivity?
As we have talked about in previous topics, “What cannot be measured, cannot be managed.”
Thus, to evaluate and measure time management it is necessary to collect data on three main indicators:
- Satisfactory quality of execution
- Quantity produced
- Time the quantity was produced
It is important to understand that quantity is subjective for each situation, it can be tasks produced, reports, or others.
Obviously, there are two different ways to evaluate time management in a team and you alone as a professional.
How to assess and measure time management and productivity in a team?
To evaluate and measure a team’s time management and productivity it is necessary to have management software.
Since there are several contributors and all this data needs to be evaluated and put together in the same way.
Thus, having software for time management is essential to make this assessment.
- Each team member should post daily the quantity produced and the time the quantity was produced.
- The team leader must evaluate what has been produced, the simplest way to do this is by placing a score from 0 to 5.
However, it is interesting to look for software so that some information is not available to everyone. After all, such a note can create uneasiness within the team.
With this information in place it will be possible to define which employee is the most productive and which is the least productive.
In this way, the leader should give feedback to each employee individually about his or her performance.
It is also necessary for the leader to receive feedback from the employee about the current situation and ideas for improving performance.
Finally, it is important that a meeting takes place to discuss all these ideas as a group, so that they can be used by the employees.
The leader should check whether the ideas proposed by and for the employees have made a positive effect on the employees’ performance.
If not, it is interesting for the leader to develop new ideas and look for new methods to improve performance.
This performance check should be periodic, our recommendation is that it happens monthly or weekly.
How to assess and measure time management and productivity as a professional?
Now we will show you step by step how to evaluate and measure your productivity as a professional.
Just as before, you need software or a spreadsheet to write down the indicators on a daily basis.
With a software or spreadsheet set up, you can follow the steps we talk about below.
- Put your daily information about the quantity produced and the time when the quantity was produced.
- Ask your superior for feedback on the quality of your work and how you can improve
- Execute your work paying attention to your superior’s feedback
- Check if there was a positive reaction in the proposed indicators
- If not, try to explore yourself new techniques and tips to improve your indicators or keep them at satisfactory values
How can time management help achieve a healthy work-life balance?
Time is our most precious commodity, isn’t it? It is literally the only asset that doesn’t come back.
Thus, not having time management means not knowing how to use our most precious asset.
Imagine that you earn a large amount of money, but you have no instruction in how to manage it, even basic concepts.
Naturally, this money will disappear quickly, won’t it? Precisely because you didn’t know how to use it correctly.
A professional who cannot manage his time, cannot achieve his work goals, and cannot have a balanced, healthy, and satisfying personal life.
Managing time is something we can all learn, it may be harder or easier for some, but we have that possibility.
In summary, we want to show that time management starts in our mindset.
Understanding that time is our most precious commodity, makes us want to take better care of how we use it.
How do time management and productivity affect decision making and performance?
Time management directly affects your decisions and the quality of your work, that is, your performance.
Since without time management, we unfortunately have a great accumulation of tasks, generating stress and affecting our decisions.
How many professionals are there who take work home and do not enjoy quality time with their family and friends?
How many of these professionals are more and more stressed, withdrawing more and more from their hobbies, priorities, study, and so on.
The worst thing is that naturally this lack of time management and stress affects work, making life very complicated.
There was a study conducted by Shai Danziger, Jonathan Levav and Liora Avnaim-Pesso that demonstrated how minimal stress affects our decisions.
The study showed that if the judges who took part in the experiment were hungry, it increased the chances of convicting the defendant.
Just because of the stress caused by being hungry, interesting, isn’t it?
Here we leave the reflection: is the lack of time management affecting all the decisions in your life?
How to manage time effectively to deal with deadlines and increase productivity?
This topic will be more geared toward leaders, but many employees will find our tips interesting.
1. Set the deadline with everyone involved
First of all, it is necessary to set a deadline together. After all, if the deadline is set unilaterally, this will generate dissatisfaction among leaders, teams, and employees.
Either because the deadline was not met, or because quality ended up falling at the expense of speed.
2. Divide the goal into small tasks
The second step is to divide the goal or objective into small tasks, each with its own deadline.
In this way, it will be much easier to track the progress of the goal and also to see if there will be a delay or not.
Obviously, the deadline for each task needs to respect the macro deadline previously defined with the team.
3. Feedback or deadline change
If any task within the goal is delayed by the employee, it is necessary for the leader to give individual feedback.
Talking about the importance of deadlines, ways to increase productivity, and so on. However, sometimes the delay in the deadlines is due to external factors, isn’t it?
In this case, it is interesting that there is a change in the macro deadline, after all, if it is maintained it can generate a lot of stress and dissatisfaction.
How to improve organization to increase time management and productivity?
To improve organization you need to get into the habit of organizing.
In other words, organization needs to be something that is done every day, in a cycle that is practical and possible to do on a daily basis.
It is with this in mind that we will show you the best step-by-step how to improve your organization.
1. Define what is necessary for you to work
Write down everything that is necessary for you before working, from the simplest things to the most complex. For example:
- Keys to your home
- Email Verification
This is a simple list of everything you need to have on hand to go to work, these are actions, objects, confirmations, and so on.
2. Check for eventualities
The second step is to check for eventualities, i.e. situations that you have not prepared yourself to deal with. For example, it was raining and you didn’t bring an umbrella.
However, instead of complaining about the eventuality, get into the habit of writing it down and pointing out a solution to it.
So incorporate the solution of the eventuality into your list from the previous step.
3. Organize and improve your list
Once done, turn your list into a checklist for you to check off and leave everything organized before you go to sleep.
That way, in the morning you won’t have to organize or waste time looking for some of the items on your list. In addition, it is important to improve your list by adding certain steps.
For example, you don’t need to carry your umbrella every day. Instead, you can just check the weather forecast every day.
Time Management Examples and Techniques
To finish our content we will show several examples of situations that consume our time and how to manage them.
For each situation we will define the best technique for all of them based on everything we have talked about in this content.
How do you plan a team goal and delegate tasks?
If you are a leader, check out the step-by-step below on how to plan a goal and delegate tasks to your team.
- Understand the principles of management and present them to the team as training
- Use the Eisenhower matrix and 5W2H matrix to organize and delegate tasks in teams
- Track progress using management software such as notion, trello, monday
How to optimize your team meetings?
If you are a leader, you probably want to have clearer and faster meetings, so follow the steps below.
1. Categorize your meetings
There are several categories of meetings, such as informational, feedback, brainstorming, training, decision making, and so on.
Define the most common meetings that happen in your company or with your team.
Also, set the time for each of them in the following groups:
- Quick 30-minute meetings
- Intermediate 60-minute meetings
- Long meetings of 120 minutes or more
Obviously, this time is approximate based on your experience. Moreover, each of these groups has a different importance.
For example, an informational meeting just to bring a new piece of information can be done in 30 minutes.
However, a decision making meeting cannot be done in 30 minutes, because you need to hear opinions, discuss and so on.
2. Organize what each meeting will look like
When you categorize your meetings you will find that many of them will fit into the time groups we talked about earlier.
So, organize how the meetings will happen based on these time groups as follows.
- Quick meetings: On WhatsApp, Telegram, or any other messenger using polls, for example.
- Intermediate meetings: Video calls on Zoom, Google Meet or any other similar platform
- Long Meetings: In Person at the Company
This organization will give clarity and more speed to meetings just by changing how it will be done.
3. Make a short script of the meeting before you start
Every meeting needs a goal to be achieved, a reason to exist. Therefore, you as a leader must break this goal down into small steps.
For example, in a brainstorm you could divide the meeting into the following steps:
- Ideas exposition
- Analysis of advantages and disadvantages of each idea
- Idea Choice
This script should be laid out for the team as soon as the meeting starts, so that everyone knows when to say what.
This will make the meeting more organized, and the team can suggest new steps before the meeting to discuss certain issues.
This way, everyone will be heard and the meeting will run more smoothly.
How do you plan your day as a professional?
In this subtopic we will talk about how to plan your day as a professional using the to do list technique.
- In the evening make a to-do list for the next day using software such as Notion or Todoist
- Define what are the urgent and important tasks of your day
- Mark each time you complete a task, always starting with urgent tasks
- When you get home, repeat the process for the next day
How to focus on your tasks in your daily life as a professional?
In this subtopic we will talk about how to focus on your tasks using the pomodoro technique.
- Based on your task list, start by doing the most urgent task on your list for 25 minutes (Use a timer)
- When the 25 minutes have passed, rest for 5 minutes by doing a meditation or talking with colleagues
- When the rest time is up, do your task again for 25 minutes and again rest for 5 minutes
- When you finish a task rest for 10 minutes and repeat this cycle for the next task
How do you eliminate the biggest distractions from your day to day life?
Pareto’s principle tells us that 80% of the results happen by 20% of the actions.
So try to define what are the top 20% of distractions in your daily life in order to eliminate them.
To do this, make a list of your biggest distractions and define how much time you spend on each of them on average.
Do this daily for a week, so you will know what distractions you need to eliminate from your life.
This is much more realistic than eliminating any and all distractions, after all we are human and we will get distracted sooner or later.