Are you using your time wisely?

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We’ve all been there, frantically typing as many words as we can to try and increase the word count, only to realize that what we’ve actually written makes no sense at all. Or, scheduling seemingly ‘important’ meetings for every hour of the day, only to result in frequent trips to the kitchen for coffee refills. As well as draining our physical and mental energy, these types of days can fool us into believing that we’re being productive with our time, when in fact, we’re barely making a dent to our hefty workloads.

Leaving the office with a true sense of accomplishment isn’t as difficult as you first might think. Follow our tips below to avoid falling into the trap of wasting crucial hours, and turn every minute into a productive one with DropTask for Business.

Enhance your concentration

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Manic days at the office occur far too often. Even on our days off, conversations with friends become comparisons of how busy we are:

‘Hey, how’s work going?’

‘Busy. Just busy.’

When we’re juggling an array of different tasks that are beyond the scope of our job description, we often dip into less important jobs which aren’t of any real benefit to us. To put it bluntly, we procrastinate. Research shows that we procrastinate by doing useless or less important things, and by doing so, we neglect our long-term goals and targets. To avoid this, take a look at your workload and assess which tasks require completion. If you have an urgent task that is less important, identify whose skills are best suited for the job and use the Assigning Tasks feature to delegate it. Similarly, if you can identify which tasks are important but not urgent, get them scheduled. Simple deductions such as this will allow you to have more time on your hands to focus on the very important and very urgent, without procrastinating on the things that don’t require your time or input.

Increase your motivation
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When we have a lot on our plate, our brains go into overdrive. But research has shown that overworking does little to help our concentration, and subsequently defeats the objective of remaining motivated and productive. Running around in a state of busyness can also leave us feeling deflated when we’re trying to channel our creative juices.

Avoid working in a rushed and disorganized state by splitting your time into designated segments for specific pieces of work. Take ‘The Pomodoro Technique‘ for instance. Created by Francesco Cirillo, this technique is based around the idea of working in sprints, combined with short frequent breaks to help maximize focus throughout the day and to eliminate the feeling of burnout. The next time an unusual amount of work crops up, try breaking each hour of the day into fragments. For example, use Reminders as a prompt for when your break is due, or further personalize them with a note to indicate which area of work you should be focusing on next. With a tight timescale to stick to, you’ll be able to work more effectively, as opposed to watching the hours speed by and having nothing to show for it.

Resolve unfinished problems
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When a deadline is approaching we’re forced to re-evaluate and shift priorities accordingly, but all too often, the tasks that are placed at the bottom of the pile get neglected in the long-term.

Start by looking at the Project Workflow to identify any bottlenecks that could be preventing work from moving to the next stage. Once you’ve found an unfinished task, tie up loose ends by taking action to complete, delegate or delete it. A range of built-in functions within DropTask, such as the Duplicate and Move feature, allow you to take quick actions to ensure that you limit your distractions to remain on track.

Welcome more opportunities
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As a result of good timekeeping and honing key transferable skills, opportunities in the workplace can flourish, such as managers becoming increasingly trusting when looking to delegate responsibilities within the team. However, getting the most out of our hours in the workplace is a difficult skill to master, and sometimes when an unexpected issue arises, our workplace performance can take a hit. Of course, we can’t predict when these instances are due to spring up, but we can prepare for the chances that they may happen.

By getting into the habit of scheduling, your diary will be organized months in advance, giving you clear visibility into what’s on your plate, how much of your resource it will require, and any spare time that you may have to work on other activities to further your career, such as researching training courses that could add to your qualifications, or enhancing your LinkedIn profile. As well as stopping you from taking on too much than you can handle, gaining effective time management skills and demonstrating your own initiative at work will not give you the ability to comfortably re-prioritize for any unexpected situations that may arise, but will result in overall job satisfaction, leading you towards brighter career prospects.

How do you manage your time? Let us know in the comments below.

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