How To Get Organized At Work And Be More Productive // 6 Tips To Manage Your Time

Hey guys, Max from growth ladder here,
the channel dedicated helping you land your dream job and accelerate your
career. In today’s video we’re gonna be talking about the six tips you can use
to manage your time and get things done at work because let’s face it, regardless
of if you’re a recent graduate or a seasoned executive it always feels like
there’s never enough hours in a day. I mean when was the last time most of us
left the office feeling super accomplished and like we were able to
get all the things we wanted done. I’m gonna guess probably never. Now before I
jump into today’s video if you’re new to our channel don’t forget to hit that
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The first important tip on how to manage your time wisely is to have a to-do list.
As simple as it may sound you’d be surprised by the number of people who
try and get through their workday using just mental memory and then end up
dropping the ball on something important. Now when it comes to creating your list
you have to figure out what works for you. You can use a daily planner or a
digital option such as asana, google keep, or wunderlist. I personally
prefer using asana because I can have it both on my phone and desktop, plus it has
way more features and functionality than your traditional to-do list. Like the
ability to upload relevant documents or notes to a specific task on my list, as
well as a bunch of other nifty features. Asana does take a little bit of getting
used to but after relying on it for a couple of years I can’t even imagine
going to anything else. Like I said earlier a to-do list as great as you’re
no longer relying on memory and it stops things from falling through the cracks.
It’s also an amazing feeling when you can check off a task on your list and
help build momentum to move on to your next task. With that being said I do want
to caution you about not just throwing everything under the sun that comes on
your mind on your to-do list because that will just lead to you feeling super
overwhelmed. Borrowing from the New York Times bestseller, The 7 Habits of Highly
Effective People, you should aim to breakout tasks on your to-do list into
four buckets, such as important and urgent, important not urgent, not
important, and urgent ,and lastly not important and not urgent. Once you’ve
thrown the tasks into these four buckets, you can pull from them to add to
essential to-do lists, which is what you’ll use to decide what needs to be
done day to day.Tip number two is to schedule your day.
I’d highly recommend doing this the night before as opposed to at the start
of your day because your morning mood might get the best of you and cause you
to just focus on getting easy tasks done. Whereas, if you schedule your day the
night before you’re able to reflect and really decide on what’s important to get
done and prioritize these tasks for your next day. I’d say this is one of my
biggest tips for avoiding the trap of shallow busyness and actually getting
quality work done. For context sake, for those of you who don’t know what shallow
busyness is, it’s a common trap that we’ve seen tons of professionals find
themselves in. Or they’re super busy and getting work done, but not exactly the
right work that will actually move the needle on their career. And oftentimes
people aren’t doing shallow work because of their boss or someone else in the
office. It’s a self sabotaging approach, where you choose the less important
easier tasks because they cause less discomfort and pain to get done. When you
schedule your day in advance you’re also relying more on a system rather than
willpower to get through your daily tasks and as any experienced
productivity ninja will tell you a system for getting work done will
consistently outperform relying on willpower alone to accomplish your goals.
You can’t consistently produce quality work if you’re going to rely on how
you’re feeling each day because let’s face it we all feel not so great and
motivated time to time. Tip number three is to set your own deadlines .Now what do
I mean by deadlines when your job already sets deadlines for you. I mean
setting up earlier deadlines so that you don’t feel a rush to complete work right
before it’s due. If you set up an earlier deadline it also gives you more time to
ask clarifying questions and get feedback. Plus it’ll make you look much
more on top of the ball to your boss. Now if we’re talking about a massive multi
month project that you’ll be working on, I’d encourage you to break it out into
smaller mini deadlines for yourself to keep you on track. Now we all know
getting distracted can be really easy at the office you have co-workers that
might come by to chat email and text notifications from your laptop and cell
phone constantly going off or even the noise around you from people talking
about that new Mexican spot they checked out over the weekend. This leads me to
tip number four, which is to figure out ways to minimize distractions. I’ve
personally disabled pretty much all notifications from my phone and
alerts for my laptop, which means that I end up checking emails on my phone only
had a few set points in my date. But if you don’t want to go this far.
Here are some other tools you can use to once again make sure that you’re relying
on systems instead of willpower .For laptops, Self-control, is a great free
application that blocks you from going to websites that you’ve blacklisted for
whatever set amount of time you decide on, to focus on getting work done. For
cell phones, Forest app, is a pretty nifty and gamified tool to help you keep on
track. Pretty much you plan to seed an empty forest on your phone and that seed
grows over the amount of time you’ve set. But if you exit the forest screen before
that time then your tree dies. This makes it into a fun game where the more
focused you are, the bigger your forest will get or if you just want to keep
things simple, just put your phone on somewhere where it takes more work to
get, to like a drawer away from your desk. Also when it comes to your work
environment don’t be afraid to let people know that you are working towards
a deadline in a friendly way. Depending on your company, you may also want to
wear headphones to help drown out the noise around you and allow you to really
focus. I personally recommend listening to a white noise track with no lyrics
off of youtube. But once again you’ll have to decide on
what works best for you and for your productivity in this case. The next tip
might cause some controversy but the reality is you can’t multitask
regardless of what other people say. Trust me on this one folks as I speak
from personal experience. I once had a job where I tried to multitask and
accidentally dialed nine one one when trying to reach another co-workers extension. In
a panic I hung up the phone but it was too late.The dispatcher on the other end
sent the paramedics to my office it was my first month on the job and it ended
up giving my co-workers and a couple bosses plenty to laugh at about for
months to come. In reality, multitasking is really just switching back and forth
between different tasks, not working on them at the same time. When you’re
multitasking your focus is not 100% on what you’re working on, which makes your
attention to detail lower and ultimately ends up causing you to take even more
time to finish your work. Multitasking and being constantly distracted also
prevent you from getting to what researcher in University of Chicago,
Psychology Professor Mihaly Csikszentmihalyi, refers to as the
flow state. When you’re in a state of flow, you’re completely absorbed in what
you’re working on and as a result, are able to produce your best work. The flow
state isn’t always easy to achieve but two major parts of the formula are to
eliminate distractions and to be fully focused on just one task. The last tip I
want to share with you is the idea of batching. Now you heard me mention
earlier in this video that I like to only respond to emails at set points in
my day, rather than constantly jumping to my inbox anytime when I get an email.
This pretty much lets me focus on more important work and then goes through a
bunch of emails and reply to them all one after the other when I need to do
something less brain intensive. Similar to what I’m doing with email, you can
pretty much batch anything that’s a little bit more repetitive and routine
from submitting a bunch of meal and travel expenses, to completing a series
of HR training modules. So instead of doing these tasks as one-off, try to
batch them together so you can get them done faster since you’ll already be in a
rhythm. Throwing some of these less brain intensive tasks onto your calendar for a
Friday afternoon is also a great idea because really who wants to do more
intense work on a Friday afternoon anyway. Alright folks, so to summarize
what we went over today to really make the best use of your time at the office,
remember to use a to-do list, schedule out your day, set your own deadlines,
eliminate distractions, avoid multitasking, and batch those smaller
less brain intensive tasks. Before you go, once again, don’t forget to hit that
subscribe button if you want more great tips to help land your dream job and
take your career to the next level. Also if you’re really looking to make your
resume a magnet to recruiters and HR, don’t forget to grab our bulletproof
resume to interview checklist. The link is in the description below. We’d love to
also hear what you think. What are some of your methods for managing your time?
Have you used any of the methods that we just mentioned? Let us know in the
comments section below. See you all in the next video folks!


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