Heaps of stuff on your to-do list and not sure where to start? Everything a priority? Putting some processes in place can be a really powerful tool for keeping you organised and creating the right mindset.
Here are our top tips for introducing some processes to your working day, help give you structure, and in turn, clear your mind from all those things you need to do.
1. Find a work style that suits you
Set time aside for deep work, have breaks in between each task, or work a four-day week – whatever style works for you, just ensure you stick to it. Routine and structure play into how efficient you are with your time.
2. Set up a morning routine
Whether this is making a coffee before you start the work, going for a walk, or even doing a little admin before you kick-in to the day, intentionally set up the first hour of your day with a routine. This provides clarity and structure and gets you in the right mindset. It will be different for everyone but this is your non-negotiable, keep it regular so it soon becomes a habit. The moment you skip this for that ‘one little request from someone’, the moment you get side-railed from the task in hand.
3. Tackle your big tasks first
Now your routine is established, tackle your big tasks first and then move onto smaller tasks. The classic ‘eat the frog’ method is all about completing your hardest thing of the day first. Mark Twain once said that if you have to eat a live frog, do it first thing in the morning and nothing else that happens for the rest of the day will be as bad as that. The method became more widely known when productivity consultant Brian Tracy wrote the book Eat That Frog!: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time. Research has been done to show that if you complete your biggest piece of work before other things, people feel more efficient, accomplished, and productive.
4. Use a workflow system that helps you organise and prioritise tasks
From Trello to Asana to Monday, there are lots out there now. It’s a great place to colour-coordinate your tasks, use labels to prioritise the most important tasks, and keep track of the status – especially when a team is involved. They really help visualise the workflow so you can understand what is a priority and when things need to be completed.
5. Book time out in your calendar
A good way to prevent people booking your time out is to have designated tasks slots in your calendar. The trick here is to stick to the time allocations you’ve given yourself so you stay on track and commit to the time. Also because people can see you are busy, you don’t need to worry about your time being booked up by meetings.
6. Get tech savvy to save time and encourage you to be present
Record your meetings so you don’t need to take notes and then upload your transcript to Chat GPT to help you summarise any action points. This allows you to be more present in the meeting, as well as saving you time post-meeting.
7. Automate recurring tasks
Whether you’re using a Slack integration to send leads or updates on tasks, creating custom cues in Trello, or creating a live report dashboard, whatever it is that you do regularly, think about the setup and how you can automate tasks to save time.
8. Limit the number of times you do certain tasks
Whether it’s out of habit or even coming from a place of care, think about how often you do things on repeat. Instead, set designated times in your day for certain tasks like checking emails. This helps to avoid inefficiencies such as checking every ten minutes, and therefore limits your distractions.
9. Utilise third-party tools
Whether you’re looking for a scheduling tool, reporting tool, or project management tool, think about what third-party platform can support you with your work. It might come at a price, but is it worth the investment if it’s saving you time in the long run?
10. Communicate your availability
Set boundaries for availability and be clear on your working hours. If you work with clients across the world, use your email signature to inform clients when you’re available in your timezone, or update your status on Slack so your team can easily see your availability. Clear communication is key.
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