How can I be more productive?
Time is limited and we need to use it wisely to complete the things we have to do and the things we want to do. Some people by nature are highly productive while others are less so. Regardless of your inclination, we can all use tips to increase productivity and, with us starting a new year, this is a good time to incorporate some new habits.
I don’t know exactly why, but I can be easily distracted. Interruptions can cause you to be less productive and also error-prone. The first thing I recommend is turning off the notifications for email. If you sit in front of a computer much of the day, the email notifications that pop up on your screen can be disruptive as they call your attention away from the work at hand and entice you to look at the email which might be more interesting than what you are working on. If you are concerned about missing something important, periodically skim your inbox.
As an executive, my calendar was packed from morning to evening with meetings. I found it very unproductive to work on important projects in the 30 minutes or an hour that was free between meetings. To be more productive, I blocked time on my calendar for specific projects. Other than my boss or for an emergency, I did not give up that time. I will admit this was difficult and I was successful about 75% of the time.
The next tip is also related to your calendar. I would periodically review my calendar for meetings that I was invited to but did not need to attend. Sometimes a courtesy invitation would make its way to my calendar. If this was the case, I would politely decline. I also found that I could sometimes send a direct report who would provide the same level of input as me and also have the opportunity to showcase her knowledge. In doing this, you need to be mindful of not overloading others and need to have a feedback loop for updates on the meeting you did not attend.
Another helpful tip is to periodically review your boss’s calendar, assuming she shares it with you. This provides two benefits. First, you can see what meetings she has on her calendar and anticipate materials that you need to provide. Second, there may be a meeting that you would like to attend or which you would like more information about allowing you to discuss it with your boss.
The last tip I will offer is what I call the Friday wrap-up and review. If possible, block a few hours at the end of the day on Friday to read through and reply to email messages. This will ensure that you don’t leave anyone waiting for a reply, thereby making them more productive and you will make sure you did not miss anything during your busy work week. Also, review your calendar for the upcoming week and, if you have an assistant, include her in that review. By doing this, you can ensure you know what your meeting preparation needs to be, and any materials you need to request and review which helps avoid fire drills.
When you are most productive during your work hours, it allows for more time with family, friends and those non-work-related activities that you enjoy. Good luck!