One thing that is common amongst busy professionals is that they all wish they could have more time.
The reality is we all get the same twenty-four hours each day. How we use our time determines how much we accomplish and how productive we are.
Most times, it’s the small incremental improvements that will add up to major benefits over a period of time. Rather than making dramatic changes to how we operate each day, it is helpful to look at how we are currently spending our time and look for opportunities to improve, no matter how small they are.
One of the biggest lessons I’ve learnt is that our time is always allocated to something. Whether we use it is wisely or not, time will not stop for us. While we can never get more time, we can more intentional about how we spend our time.
All we have to do is to ask ourselves, “What am I spending my time on every day?”
I remember when I had a management role during my corporate career, one of the biggest challenges I had, was managing my priorities while ensuring key business objectives were being met. Having many things to attend to each day like employee safely, staff attendance, customer orders, delivery schedules, quality performance, inventory levels and machine efficiencies, I found myself struggling to keep up.
Sometimes when we are facing a challenge, it can be difficult to stop and look at what we are actually doing and how we are contributing to our situation. When I asked myself, “What am I actually doing every day?” I quickly realised that the majority of my time was taken up attending to other people’s issues.
My direct reports were constantly interrupting me with day-to-day issues and they all started with the question, “Have you got a minute?” Those conversations never took just a minute. They would go for ten to fifteen minutes. Those constant interruptions were affecting my focus and productivity, which meant I was not getting my highest priority work done.
The solution I implemented was to have a daily “morning huddle” which lasted no more than ten minutes, where my direct reports provided an update and also asked any questions they needed to. Then after lunch, we also had a quick “check-in” to ensure any urgent issues were communicated and addressed.
The results were staggering. Not only was I more effective, my direct reports started applying a similar strategy with their teams, which resulted in better efficiencies across all departments. That translated in major time saving every day, which ultimately affected the company’s bottom-line results in a positive way. Just by being better with our time, we were able to become a more profitable business.
Surprisingly, in order to gain more time, we can make some simple changes to what we do and how we do them daily. Here are five things to be aware of that may be costing us time every day. Once we can improve these things, we will automatically get back more time each day.
- Tackling too many things at once. This is very common for busy professionals or business owners. The more responsibility we have, the more things we have to attend to. The problem is if we attempt too many things at once, also known as multitasking, we are not focused and are constantly distracted, which means our flow or concentration levels are affected. We must learn to focus on one thing at a time.
- Engaging in activities that does not lead to an outcome. One of my pet hates is having conversations just for the sake of having a conversation. That is an example of an activity I very rarely engage in. Everything we do should be moving us forward in some way. In other words, our activities must be linked back to an objective or goal.
- Letting how you feel dictate what you do. There will be days when we are not feeling our best. If we let those days dictate how much we get done, we will not be as productive as we can be on a consistent basis. This is why being self-motivated is critical to our success. We cannot let those down-days slows us down or prevent us from making progress.
- Not being intentional each day. The more intentional we are, the better our results will be. Being intentional can simply come down to setting milestones daily. It can also mean setting boundaries like saying “no” to other people’s requests, or being tempted to do something that is not on the plan for the day. The clearer we are about what our priorities are, the better we will use our time.
- Not taking time to stop and enjoy what you are doing. It is very easy to continually be “on-the-go” and not take time to pause and reflect on what we are actually doing. When we don’t give ourselves break throughout our day, we actually become less productive, which means things can take longer than normal to get done. Having regular breaks will save us time over the long run.
The good thing is we can become a lot better with how we use our time simply by eliminating certain things daily. While they may seem small or insignificant, if we consistently implement these changes, we will see a dramatic improvement in our results.
If we are not willing to address these mistakes, then we will continue to achieve results at the same level as we currently are. It makes sense to start addressing these things now.
Question: What is another mistake people make with their time every day?
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