Organisation and Time Management Strategies
How we plan, manage and organise our time is important. When we procrastinate, we can encounter time slippage and reduced efficiency. Let go of the idea that things or conditions need to be perfect before taking action. The strategies set out below help with organisation and time management, the benefits of which are numerous and include increased efficiency and productivity, a positive reputation as there is a perception you can be relied upon, better career prospects, less fatigue and less stress. The major bonus being more personal time which translates into better work/life balance.
As with any strategies, identify what resonates with you, implement, review and evaluate after a nominated timeframe (e.g., one month) to determine if they are right for and work for you and then adjust as necessary.
The following strategies are not exhaustive:
Write things down. There are pros and cons for utilising technology over manually writing something down. Although digital technology is convenient it might not be the most beneficial type of tool when trying to create better time management. This is because the act of actually writing something down, crystalises thinking and leads to enhanced memory consolidation and knowledge recollection. However, when it comes to being organised and managing your time more effectively, you need to find the tool and/or system that is right for you.
· Use Tools Like:
Planners/schedules – These are visual aids. Consider if you want to keep your professional and personal schedules separate.
Consider how you want to block off time e.g., 15 minute intervals versus segmenting your day e.g., time you start work to mid-morning break, post mid-morning break to lunch, post lunch to mid-afternoon break, post mid-afternoon break to leaving work.
If you aren’t good at estimating how long an actual task may take, prior to creating any schedule, it is important to consider tracking for a week or two what you did immediately after doing it. This will assist with greater accuracy in assigning time to tasks. If in doubt, consider over estimating time. You can always adjust when you have a better understanding.
Keep the planner/schedule visible if possible. Consistently use and stick to the order and timing within the schedule as much as possible to create routine and structure. This predictability can reduce stress and can help to keep you task focused.
To-Do-Lists – If you are using these, keep them visible and, keep the task list realistically achievable so that the To-Do-List isn’t overwhelming. Identify your task priorities for the day e.g., 3 – 5 critical tasks per day. Check off the items completed as you go. This will give you a sense of accomplishment.
Build in breaks and buffer periods between tasks to account for unexpected delays. Consider building in end of day rewards.
Apps – these can be helpful if used correctly and don’t lead to distraction. There are easily accessible, you can also build in alarms.
Reminders – Build in reminders. this will help to ensure tasks are not forgotten. It allows one to keep deadlines in mind and can motivate actions and help in meeting goals.
Leverage Organisational Strategies e.g., use colour coded systems as a way of reducing time spent searching for items or as a way to prioritise tasks e.g., red for urgent, blue for longer range tasks. It’s recommended that you use no more than 4 – 7 colours so as to avoid confusion.[i]
Energy Mine – identify at what points in the day your energy levels are optimal and you are at your most productive. Schedule your most challenging tasks for those times.
Adopt the two minute rule – Are there items on your list that can be dealt with in two minutes or less (e.g., accepting a meeting invite)? Consider setting aside a block of time each day, say 10-20 minutes, to deal with these quick action items.
Avoid Multitasking – It is divisive. It derails attention and disrupts learning, creativity and the problem solving process. Greater energy is expended resulting in less achievement.
Batch tasks – group similar tasks. This can help increase productivity and reduce mental fatigue.
Set Time limits and Use Timers - Timers can subdivide task work e.g., Work for thirty minutes followed by a 10 min break. It is up to the individual to set their time limit.
If you are looking for more structure, the Pomodoro Technique requires using a timer to break down your work into 25-minute intervals, separated by 5 minutes of break time. After four pomodoros, you could take a longer 15- to 30-minute break. The benefits include increased focus, productivity and reduced procrastination and fatigue.
Be Realistic with goal setting to reduce pressure to meet excessively high standards. What is your Why? for each goal. Adopt the SMART thinking approach- each goal needs to be Specific, Measurable, Achievable, Relevant and Time-bounded.
Break Down Tasks – set yourself up for success and not overwhelm and thus procrastination. The way to do this is to break down tasks and/or large goals into smaller, realistically achievable objectives and set appropriate deadlines for completion. Start with small time segments and as the self-efficacy increases gently build it up.
Remain Flexible – adaptability is key. There will be things that come up that can derail a schedule. Don’t beat yourself up. Instead, regroup and resume tackling your Things-to-Do list.
Avoid Overcommitment – when taking on something new, consider what you need to complete and what you could let go.
Take a Break – Block time out in your electronic calendar as an automatically reoccurring item; that way a meeting cannot be booked with you at that time. Leave the office - even if it is only to walk around the block. Do not eat lunch at your desk in the misguided belief that you will accomplish more by doing so. More often than not it will be an invitation to colleagues, with their own workload issues, to interrupt you. Leaving the office allows your brain to recharge and be exposed to different sights and sounds. It is also an ideal opportunity to daydream which allows the brain to restore and recalibrate itself thereby allowing you to be more innovative and productive at work.
Delegate – Identify those items best managed by others and delegate appropriately. Be clear about the task and your expectations. Allow autonomy. Individuals who perceive themselves as autonomous have a greater sense of ownership and empowerment within their roles and are thus much more likely to be engaged and productive. Check on progress in 1: 1s and use the same space to review what went well and what didn’t as well as to identify the delegate’s strengths and affirm the effort and the impact they are having.
Reliance on Others – if you are relying on others to complete their work product before you can address yours, communicate with them and set clear expectations around their delivery timeframe to you. Consider building in a contingency buffer and developing a back-up plan. Follow up politely with the colleague. If their work product is not forth coming despite your best and persistent efforts you may need to consider implementing your back-up plan, if you have one, or depending upon where you sit within the organisation hierarchy, escalating the matter.
Rationalise your Meetings – Review the list of meetings you attend. How many are necessary, productive and actually require your presence?
Utilise Memory Prosthetics e.g., place keys, phone sunglasses in the same bowl or drawer making location and retrieval easy.
Declutter Regularly – this can significantly simplify your spaces, reduce your stress levels, decrease distractions and improve your focus.
Overcome Boredom – recognise that you might at some point become bored with the system that once worked so well for you. This doesn’t mean the system or tools weren’t correct. It simply means that although the system and/or tools worked for a certain period (and may work again at a subsequent time) they don’t currently and thus you may need to find a new system and/or tool.
Seek Work/Life Balance – seek balance between your work and personal life. This can often be hard to do, but it is important for general well-being to address this and find that harmony that works for you. This won’t always be a 50: 50 split either. You need to identify what the demands are upon your time and your energy and prioritise accordingly. You will also need to check in with yourself regularly to see if the balance has shifted. Where you achieve the balance that is right for you, you will be happier in the workplace, more productive and experience less later in life regret.
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Reference:
[i] Levrini A Ph D (2023) Succeeding with Adult ADHD. APA Life Tools pg 109