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Julia Neves It’s the modern age and that means phones, emails, notifications and constant interruptions.
You may feel like you’re on a never-ending merry-go-round of trying to get everything done, and it can be tough to find ways to stay focused on the task at hand.
People are always looking for ways to save time, and there are many methods out there to help you do just that.
In this article, we will go through the benefits of being productive with your time in the workplace, and 10 time saving methods you can use to make the most of your work day.
Let’s get going!
Benefits Of Time Saving
We all have the same amount of time in a day, but it’s how we choose to use that time that makes the difference. You may not be able to control everything that happens during your work day, but you can control how you spend your time.
It’s safe to say that time saving is a skill that will benefit you now and in the future.
There are many benefits of being productive with your time, all the way from improving your mental health, to gaining respect from your peers. Let’s go over a few of the benefits in more detail.
Improved mental health
Being productive with your time means there’s ultimately less work on your plate at any given time. Not only does this mean less stress, but also less anxiety and worry.
It’s a common adage that ‘prevention is better than cure’, and the same goes for your mental health – it’s better to proactively prevent stress, rather than try and fix the damage after the fact.
If you’re time saving effectively, it means you have more time to work on the highest priority tasks that are the most stressful, resulting in a better work/life balance overall and no last minute fixes.
Improved physical health
Along with the benefits to your mental health, being productive with your time also means you’re likely to have more free time outside of work.
This extra free time can be used to take care of yourself physically, whether that’s going to the gym, cooking healthy meals or taking a relaxing bath.
Reducing stress and anxiety has been proven to lead to improved physical health outcomes (less sick days, for example), so it’s a win-win all around.
Greater respect from your peers
Peers and managers alike tend to respect those who are able to manage their time well and get tasks done efficiently.
If you’re able to show that you’re using your time wisely, it’s likely that others will see you as someone who is reliable and trustworthy – both key qualities in any workplace.
Gaining respect from your peers has some positive knock-on effects including being more likely to be chosen for assignments or projects, and being considered for promotions over your colleagues.
10 Ways To Save Time In The Workplace
Now that we’ve gone over some of the benefits of being productive with your time, let’s move on to the 10 methods you can use to start saving time in the workplace today.
1. Use a time tracking app
A time tracking app has become one of the more modern ways to save time in the workplace, and it’s proven to be revolutionary in how it can help employees to keep a better handle on their time.
With a time tracking app, you can maintain a hold over how long you’re spending on each task, and therefore better schedule out specific blocks of time for each task that needs to be completed.
This way, you won’t have to waste any time trying to figure out what you need to do next or when you’re going to have the time to do it.
To utilise a time tracking app in the best possible manner, we recommend using it in conjunction with a task management tool (which we will talk about next). This way, you can effectively plan your day and track your progress as you go.
2. Use a task management tool
A task management tool is the perfect complement to a scheduling app, and it’s an essential way to save time in the workplace.
With a task management tool, you can create a list of all the tasks that need to be completed, and then you can tick them off as you go. This is an easy way to keep track of your progress and ensure that you’re on track to complete everything that needs to be done.
There are many different task management tools available, so it’s important to find one that works well for you and your team.
If you’re not sure which task management tool to use, we recommend Asana or Trello. Both of these tools are popular and they offer a free trial so you can try them out before you commit to anything.
Asana in particular is great for teams as it offers a variety of features that can help with collaboration. You can assign tasks to specific team members, add comments and attachments, and create due dates.
3. Set aside time for email
Email is one of the biggest time-wasters in the workplace, and it’s important to be mindful of how much time you’re spending on it each day.
One way to save time with email is to set aside specific times of the day to check and respond to messages. You could check your email first thing in the morning, mid-morning, early afternoon and then once more before you finish up for the day.
Another way to save time with email is to be mindful of how long you’re spending on each message.
If you find yourself getting sucked into a long back-and-forth exchange, it’s probably best to pick up the phone or meet in person so that you can resolve the issue more quickly.
We know it’s the age of remote working so it’s tempting to just fire off a quick email when you need to communicate with someone, but sometimes it’s best to just pick up the phone.
4. Take advantage of technology
There are many different ways that technology can help you to save time in the workplace.
Transcription services are an excellent example: there are now many of these services available that can quickly transcribe audio files for you. This is a great time-saver if you have to transcribe interviews or meeting notes.
Another way that technology can help you to save time is by automating tasks. There are many different types of software available that can automate repetitive tasks, and this can free up a lot of your time so that you can focus on more important things.
5. Don’t multitask
Multitasking is the modern day productivity killer. When you try to do too many things at once, your brain becomes overwhelmed and your performance suffers. You’re better off focusing on one thing at a time and giving it your full attention.
This has been something that has been a common struggle for employees — they are given a number of tasks simultaneously and expected to complete all of them within a shorter time frame.
The solution to this is to simply say no to multitasking and focus on one task at a time.
6. Set priorities
If you have a lot on your plate, it’s important to set priorities and figure out what’s the most important.
You can use the Eisenhower Matrix which helps you sort tasks by urgency and importance. Once you’ve sorted your tasks, start with the most important ones first and subsequently move on to the less important ones.
7. Take breaks
It may seem counterintuitive, but taking breaks can actually help you save time. When you take a break, your mind gets a chance to rest and rejuvenate which can prove to be a lifesaver when you’re stuck on a tough project.
In addition, taking breaks can help improve your focus and concentration levels which will make you more productive when you sit down to work again.
8. Delegate and build a team
If you’re trying to do everything yourself, you’re going to run into trouble. A better way is to delegate tasks and build a team that can help you with the workload.
This way, you can focus on the things that are most key to task completion and require your immediate attention, while leaving the rest to your team.
9. Avoid distractions
Distractions are everywhere and they can be a huge time waster. If you’re easily distracted, it’s important to find ways to avoid them, which is easier said than done!
Some top tips to avoid distractions include:
- Putting your phone on silent or airplane mode
- Working in a place where you won’t be interrupted
- Wearing headphones
- Informing you colleagues that you will be unavailable for calls at certain times
10. Get enough sleep
This one is crucial! Getting enough sleep is vital for both your physical and mental health. When you’re well-rested, you’re able to focus better and are far more productive in the workplace which can lead to increased time saving.
Make sure to get at least 7-8 hours of sleep every night to function at your best.
Final Thoughts
With so many demands on our time, it’s important to be efficient and productive in the workplace. By following the tips above, you can make the most of your work day and get more done.
The main thing is to try your best and not get overwhelmed while doing so. Best of luck!