Running my own business + family life + activities means that I have a lot to get through each day. Plus I really do enjoy having some down time to relax, hang out with Steven and the kids and watch TV at the end of the day. I also like climbing into bed each night with a sense of accomplishment.
Over the course of this year the simple desire to get more done each day, combined with periodic episodes of anxiety and overwhelm, has resulted in me making some distinct changes to the way I work. These changes have been focused on improving productivity within my work hours.
I’ve taken steps towards streamlining the way I work. To do this I’ve drawn on past experiences in terms of what I know works well for me and what doesn’t. I’ve learned some new systems of work thanks to Todd Herman and spent time reflecting on what I want my business and lifestyle to look like.
If you’re interested in learning some awesome stuff about time management and making the most of your days check out his free video training.
Reduce Time Spent Using Email
How often do you receive an email that says ‘here, let me do that for you, have some more time’?
Never.
Email communication has never been my favourite so getting strict about when I use it has been easy. I’ve refused to have it on my phone for the last two years.
Your inbox is likely are a mix of information and people asking for something. Whether it’s someone selling a thing or someone wanting something done.
It’s also a constant source of potential distraction as each email pings in. Curiosity gets the better of you and before you know it you’re watching a cat video on YouTube after buying something you didn’t need.
This year I’ve trialled keeping email shut for most of the day and allocating set times to check in, respond and write any outgoing emails I need to write. It’s taken me a while for this to have become a habit but I’m finally there.
If someone needs me urgently I’ve got a phone they can call. Bonus points because anything urgent can usually be dealt with faster over the phone than via email.
Side note: With a multitude of ready distractions on my phone, I leave it on the other side of my studio. It’s always on silent and most notifications are turned off. It vibrates when it rings so I can still easily hear it.
I’m making sure that my inbox isn’t a to-do list.
Anything that needs actioning gets copied out onto my digital to-do list. Having to open Outlook to find information for something I’m working on is a bit of a trap. I ask clients to send me information for jobs I’m working on as a document rather than in the body of an email.
TIP: Responding to emails the moment they drop into your inbox tends to increase the length of an email conversation.
Better Planning for the Week Ahead
I’ve often reflected that high school and uni was a time when I was at my most organised. By comparison with today I didn’t have much to organise…study, part time job, exercise, beer drinking…but I was very organised.
However, reintroducing the type of planning I used then has been really helpful for me in managing my work load and being more productive with my time.
On Sunday afternoon I sit down with my Calendar and to-do list and plan what my week is going to look like.
I start by blocking out time for exercise and any meetings I’ve got on. Next I allocate blocks of time to client work and internal business activities.
I’ve learned that I’m more effective at working in large chunks of time and powering on through until something is finished. I don’t like pulling up stumps when I’m almost finished, consequently I don’t live and die by the schedule.
Instead, I leave Friday blank. I fill it in during the week, adding catch up tasks and other small jobs that come up. If I don’t happen to fill up Friday then it’s my time to do exactly what I please.
TIP: I suggest setting a timer for tasks that have the potential to draw out. In my case I put myself on the clock when I’m writing because otherwise I can keep on writing all day.
So that I know exactly what needs to be done and in what order I’ve started using a digital to-do list to plan each step of a project. Each task gets allocated to either Steven or myself so what needs to be done and by who is very clear.
However, Steven doesn’t work the same way that I do.
Trying to meet in the middle is an interesting process. Getting him over the line with using digital to do lists has been challenging. They are something that I needed to implement to help prevent overwhelm. Every time Steven rattles off a list of things that need to be done anxiety starts creeping over me. I ask him to put it in Asana instead.
Scheduling my work in blocks has brought me a sense of relief and improved confidence and consistency in terms of how much I can achieve in a day. It’s helped me to better streamline client work and gain a better understanding of our processes, timeframes, capacity and, consequently, pricing.
Starting out each day with a clear plan has also been incredibly helpful in getting out of the habit of multitasking.
Said Goodbye to Multitasking
Doing one thing at a time show improved productivity over trying to multitask when we’re working. We’ve all heard the jokes about women getting more done than men because they’re better multitaskers.
The days where I manage to achieve the most are the days when I stay focused on one thing at a time. I also feel more energised at the end of the day when I’ve stayed focused. This is because my brain isn’t exhausted after spending the day darting from one thing to another to another.
Something I learned recently was that we use opposite sides of our brain to write and edit. Writing and editing at the same time is an inefficient process. I’ve always had a tendency to edit as I write but am working on changing that. Game changing learning for me given that much of my job is writing.
When I start out on a particular task it can take a few minutes to get momentum. This is when my brain is prone to wander and get distracted. Once I’m through this ‘getting started’ phase I fall into a rhythm and my focus stays on track reasonably well.
If you’ve been a dedicated multitasker for your adult life then making this shift takes practice. It’s a new habit that takes time and practice to form. Having Steven ask me questions when I’m deep in work mode often garners a stink eye response from me because he’s interrupted my flow and asked me to start multitasking.
Saying goodbye to multitasking is easy some days and hard on others. I have a specific place on my day planner where I can pile up ideas as they occur to me. This enables me to come back to them later and helps me stay focused on what’s actually important to do today.
Staying on track towards implementing one thing at a time is, honestly, the most important things I’ve been working towards this year. Shifting focus constantly makes it so much harder to achieve a result.
Check out Todd’s videos about why you should ditch multitasking and get more out of your days as a result!
What are your thoughts?
How do you manage your email and inbox? Do you tend to emails as the arrive of do you have a streamlined approach?
How well planned out is your work day? Have kicked the multitasking habit yet?
What are your best tips to improve productivity?
My next challenge is to kick the rush of the last minute sprint towards deadline drug! Mind you, having these new systems in place is already making me feel like I’m up to the challenge.
