Ever had that feeling that you are getting to work and going through the day not exactly sure if you have accomplished anything? Ever felt that you’re unsure about what you should be doing next? You’re not alone. There are hundreds of thousands, if not millions of people who are feeling the same thing. This makes you less efficient because you do not have a direction. So here are 5 tips on how to make your life and work more efficient.
1. Plan, plan and execute (PPE)
Plan, plan and execute, or PPE (which is easier to remember, especially if you are in construction). Take 10 minutes of your Sunday to plan to week ahead in a diary. This is more of a high level look of what you will do for the week. You can download a free planner which you like off Google. Just search ‘free weekly planner’. This is the first stage of planning.
The second stage looks into the days in more detail, in particular when you are at work. Make sure that the first thing you do once you get to your desk in the morning is review your tasks. Start by making a list of what tasks you have to do this week and then prioritise them into your day.
The execute phase is as simple as it sounds. Go execute your plan. Give the PPE method a try. I know it will change your weeks for the better, make you more efficient and make you feel like you have purpose in what you do as you see results.
So how do you execute your plan efficiently to ensure you are not wasting time? Time management.
2. Time management
Time management is essential to keeping you focused. Parkinson’s Law defines that ‘work will always fill the allotted time given’. Sound familiar? Do you feel like you or the people around you can drag a task out to fill a 10 hour day which could be done in 5? Here are 2 techniques to help with your time management.
Time boxing is a technique where you allocate a specific quantity of time for a task and only work on that task for the allotted time. Essentially putting a box of time around your task. Here’s an example.
The Pomodoro technique is a 5 step method which helps you break your task up into smaller chunks to allow you to focus. It goes like this:
- Identify the task
- Set a time for 25 minutes
- Carry out the task until the timer rings
- Task a 5 minute break and continue the task whilst setting another 25 minute time
- Every 4th ring take a 15-20 minute break.
- Blitzing and breaks
Your brain waves consist of alpha and beta waves. Alpha waves are associated with the brain being awake but not attentive, and beta waves are associated with your brain being present and alert. Your brain when focused is in beta mode but typically shifts to alpha mode for 5 minutes in every 25-30 minutes. On average your brain is wired to lose focus every 25-30 minutes. Once you recognise this you can plan your days around this using the blitzing technique. This is where you work with intense focuse for 15 minutes, less focused for 10 minutes and then take a 5 minute break.
3. Reduce distractions
In some studies it is said that modern day brains attention span in similar to that of a gold fish, 9 seconds. 9 seconds! [1] This is cause by all kind of alerts and pop ups. Texts, emails, notifications or someone wanting to talk to you. In order to better focus and work more effectively you need to reduce these distractions. Try these 5 tips to reduce distractions:
• Setting your phone to do not disturb
• Saying no if people ask something
• Put in headphones (you don’t even have to play music!)
• Book and work in a meeting room
• Disconnect from the internet (only temporary, can’t be away too long)
4. Celebrate
One thing that really drains motivation is continual work without reward. Task after task after task. It’s dreary just writing it. Change your routine by rewarding yourself when you complete a task. Go for a short walk outside, chat to a colleague, grab a coffee or organise drinks after work. Do whatever makes you happy and takes your mind off work!
Thanks for reading, JT.
How to reference this article:
- Toor, J. (2019). 5 tips of how to work efficiently. Available: https://pmgrowth.co/?p=138
References:
- Hogshead, S (2014). How the world sees you. New York: Harper Collins. 5-70.