How to organize your workday: 15 useful activities to improve productivity
Arrive at the end of the day completely exhausted, after very long hours at work that proved to be totally unproductive. Do you think that work is the problem? That you are not cut out for your role? Are you on the verge of burn-out?
Have you ever considered that perhaps better organization of the day might produce different results?
But how to organize the workday? Not everyone has a multi-tasking spirit. And probably even those who are in multi-tasking mode should change their strategy.
The best tactic is to be well-organized to complete your tasks in a smart way.
Find out how in our article!
1. Maintain order in your workplace.
Eliminate clutter, unnecessary items and extra paperwork, Post-It notes, staplers, tape, and the classic mug full of 50 pens. Make room only for your computer, inbox, phone and to-do list. Your workplace must provide space for you to work efficiently and perform well.
2. Draw up a digital to-do list.
Why a digital to-do list? You are probably fond of your paper to-do list? But how many times have you risked losing it? And once it's filled with commitments, how difficult does it become to look for a specific task?
In fact, a digital list allows you to search specifically: an indisputable advantage over the paper version.
For example, if you see one of your co-workers coming into the office, you can type his name into your digital agenda and the tasks you need to talk to him about will immediately appear.
Another situation: you have some free time left over, type the word call into your agenda, immediately the list of calls you should make will appear, thus using, in a smart way the downtime.
3. Carve out 15 minutes at the end of each workday
No, those last 15 minutes at the end of the workday are not for doing yoga exercises before you leave. They are to prepare you for another successful day for the next day.
The last 15 minutes of the day are for you to get your workplace in order:
- file your papers,
- return used items to the corresponding offices,
- think about recycling recyclables or taking care of trash if it is your turn,
- rewrite your to-do list.
That way, you can arrive at work the next morning with a tidy work area and a guideline for the new workday.
4. Schedule time to be well organized
Don't wait until the end of the day to get everything organized. If you do, you may need more than 15 minutes to get on track for the next day. Throughout the day, even 10 minutes can make a difference.
So add time to your schedule to organize your workday. When you schedule lunch and meetings, you go to them, right? Do the same thing for organization time to spend each day. Downloading your digital to-do list to your cell phone can allow you to constantly check where you are on your daily roadmap.
5. Put routine tasks on autopilot
Every job has projects that repeat at the same time each year, and every job has small tasks that need to be handled weekly and monthly. Do not change the internal mechanisms every time you tackle a project that has the same similarities.
In this case, automation tools can be your best friend: prescribed thank-you emails to clients that you can copy and paste will save valuable time that you can devote to more difficult tasks. If your work is focused on social media, there are software you can use to post automatically. Just research the tools that will help you most and use them as soon as possible.
6. Have a little chat with your colleagues
Having a little chat with your colleagues is also a smart way to start your day at work. Try to share each other's goal and also the critical points that need to be handled on that particular day. This will also motivate your colleagues to work as a team and face various challenges together. So, starting the day with these motivating and friendly talks is the perfect way to banish all worries.
7. Check your inbox but no distractions
You should not get into the habit of checking your inbox as soon as you arrive at work, because it can distract you from your goal. According to scientific studies, it has been found that people start watching funny videos, stocks and news headlines rather than checking e-mail. Even if you go through your inbox, be sure to respond only to urgent e-mails. You should also not check your inbox too often, but get into the habit of checking no more than three or four times a day.
8. Build a specific routine
Building a routine is also highly recommended to spend the day at work in an organized way. By building a routine you will not have to constantly make regular decisions about what needs to be done next. All your tasks will be completed properly.
9. Set a specific amount of time to complete a task
You need to make a plan to complete a task within a specific time period. This will help you accomplish the work throughout the day according to your schedule. You can also use unique tools to track your office activities. By setting a timer, you will be able to complete a vital part of a specific project in a short period of time. Although it sounds simple, it turns out to be highly beneficial for increasing productivity in the workplace.
10. Tackle complicated tasks in the first half of the morning
There are many people who believe that the brain works at its maximum capacity during the morning. So be sure to start your day at work with the most complicated tasks and try to solve them creatively. You will be able to deal with challenges efficiently during the first half of the morning.
11. Treat yourself to a small reward after handling a difficult task
Be sure to motivate yourself by giving yourself small rewards after completing a complicated and complex situation at work. For example, be sure to take a coffee or tea break after having a meeting with one of your most difficult clients. You can also have a chat with your colleagues to refresh your mind.
12. Be prepared for interruptions
Even if you have set a time frame, something can go wrong and ruin your schedule. So you must always be prepared to deal with interruptions.
For example, if you are planning to complete a specific task by 09:00 to 09:30 and then start the next task from 09:45, you may find yourself a bit under water. Therefore, it is advisable to be prepared for everything and anticipate that not everything will meet the deadlines in your schedule.
13. Breaks should not be neglected
Although it may be one of the busiest days in the workplace, be sure to take a break of some duration. Spending some time outside the workplace will help you get a high level of energy to tackle a problem or issue with a different approach. It will also increase your productivity in the workplace.
14. Make sure you employ the right resources
Looking for new resources every day to solve or complete a specific task is just a waste of time. Rather, we advise you wisely to stick to employing a particular resource that works best for the task of the day. This will not only save time but also help you complete your routine work effectively.
15. Get help from your colleagues
Are there many goals you need to accomplish today? Are you wondering if you will be able to complete each and every task in a timely manner? Then it will definitely be beneficial for you to get help from your colleagues. Be sure to look for the right resources in your workplace to achieve your goal effectively.
These are some of the vital points you need to follow to achieve your goal in the workplace. You must always remember that proper planning is extremely important to improve your productivity. No matter what you are going to accomplish, be sure to implement your resources in the best way possible. You must also be aware of managing time fruitfully and thus achieve your goal efficiently.
Let us know in the comments if you have been able to adapt these tips to achieve success in your professional life.
Article translated from Italian