Fulfilling work commitments is essential when working in teams where members often do not even know each other and sometimes are not even in the same country.
This is where proper time management becomes key, so applying techniques to improve productivity is a necessity.
The goal is to eliminate distractions, improve performance and obtain tools to find that ideal balance between work and personal life.
Here are 7 tips for managing your time:
Tips for managing time and productivity
1. The Pomodoro Technique
This method consists of working in 30-minute cycles , of which 25 minutes must be dedicated to working without any distractions. At the end of that time, take 5 minutes to rest and do whatever you want.
Every 4 cycles of 25 minutes, which translates to 2 hours of work, you can take a break to do whatever you want without thinking about work.
2. The GTD technique
Also known as “Getting Things Done” or “ Getting Things Done ” in English, it is a methodology based on creating a to-do list and executing them. The intention is to mark a task as it is completed and move on to the next one.
Lists should be short and relevant, i.e. 4-10 tasks maximum. This will keep the person making it motivated.
With the GTD technique, it is recommended to group tasks according to their context. In this way, you can include personal tasks, such as picking up the children from school, exercising, taking the dog for a walk.
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3. Establish task hierarchy
Creating a weekly and monthly schedule for long-term tasks will help you determine which tasks are of highest and lowest priority. Sometimes, what is urgent is not important, which means that the highest priority tasks should be completed after the critical tasks have been completed. The idea is to complete them within the allotted time frame.
The important thing is to manage time by creating realistic goals and appropriate times to achieve them, as well as a hierarchical order that allows the most important tasks to be carried out first.
4. Check your email
People may spend a certain amount of time checking their email, taking away valuable time from completing their tasks. A study by McKinsey & Company states that people spend a quarter of their working time using email.
There are many ways to manage email effectively with simple tools such as disabling automatic checking, filtering emails, defining the subject, creating priority lists, etc. The idea is to send emails when necessary and not make it a necessity to use them.
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5. Attend necessary meetings
Sometimes we attend meetings that are not our responsibility, in which case we must make sure that our attendance is necessary. If we attend a meeting in which our participation is not essential, we will lose time that we will later wish we had not wasted.
6. Schedule short meetings
Work meetings are the best way to clarify the new projects to be carried out and the objectives that are established. In them, we carry out an efficient distribution and hierarchy of tasks and resolve the doubts of the collaborators.
However, these meetings tend to drag on unnecessarily and touch on inappropriate topics. It is necessary to plan the topics to be discussed in advance and schedule the duration of the meeting so that it is as short, concise and precise as possible.
7. Make the schedule more flexible
While it is true that creating a task calendar, in which hierarchical orders of priorities are established, is a great key to managing time, it is also true that adapting to the changes of everyday life is another priority value. This provides the opportunity to make time more flexible and reorganize tasks.
Getting tied to the calendar can lead to missed opportunities. The schedule should be a guide to meeting set times, but it should be subject to changes that normally arise.
For any of these tips to work, it will depend on the way you work and how you apply them so that optimal time management depends on organization and disciplined planning. These and other actions allow you to improve productivity in the expected time.
Do you want to learn how to manage your time at work? Then you should take advantage of this course:
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