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How to get more done in less time

Why do we value being ‘busy’?
Blog 47

We live in a world where being ‘busy’ is rewarded, and having a full diary is linked with 'high performance'. Skipping lunch is a reflection of how in demand your time is, and late-night emails reflect your commitment. How did this happen? There is a general consensus in the corporate world that we’ve got this wrong, but little momentum around changing this ongoing challenge. Terms like ‘work-life balance’ and ‘time poor’ get thrown around daily without the proper attention being paid to the consequences of us always trying to get more done, with longer working hours often the result. We seem consumed with the desire to be fast paced in all that we do. Organisations have models for efficiency and effectiveness, and individuals have multiple strategies to manage what they squeeze into their day. It’s well documented that most of us can only be truly focused for 90-minute sessions, and that to return to our optimum performance, we need to stop and rejuvenate for 30 minutes. So why do we ignore what our bodies and brains tell us? Rest and disconnecting from everything for short periods is what we need and, by doing so, we can be more effective and sometimes work less.

There are no short cuts or life hacks when it comes to managing time. There are 24 hours in the day today, tomorrow and beyond. We can’t actually manage time. It’s what we consciously choose to do with our hours that’s important. So scrap the time management workshops and change how you think about where you’re investing your energy and focus during your day.

Here's the good news. The four strategies we share below could help you sleep better and have more time for things that matter to you. If you're one of those people who works really hard all day and feels like you don’t know where your time went, this might change everything. If only you had time to read this entire article! Hang on in here with us ...

  • The bottom line is this: the secret is in getting more done, in less time – Mostly we find our clients think that when they're under pressure they need to work harder and longer. The opposite is true. Work in a focused manner, be strategic and deliberate in how you map your day. As Dan Pink – author of When: the scientific secrets of perfect timing puts it – by structuring tasks around your natural daily physiological rhythms, you can do the right work at the right time, which boosts both productivity and creativity. We told you there was good news!
  • For everything you say ‘yes’ to, you are saying ‘no’ to something else – In the coaching world we talk about the 'opportunity cost'. Every commitment you make has a financial, emotional, social, physical and/or time cost attached to it. For example, when you say 'yes' to a meeting, it’s going to cost you 60 minutes of your time, which means you are saying 'no' to getting home to dinner with your family or finishing that report. Sometimes we just need to do what’s required, but whenever you can manage it, say 'yes' to what'll help you get more done according to what's high priority for you. Are you consciously saying yes to the right tasks and invitations?
  • Run and then rest – Your body and brain need periods of time to disconnect, with studies showing that mental breaks alone can boost productivity, replenish attention and motivation stores, solidify memories and encourage creativity. Go hard for a 90-minute session and then disconnect. Don't confuse this with multitasking. Don’t go from one task straight onto another or work hard on multiple things within the 90-minute block. When your brain is focused on a task and then has to switch to another, it has to slow down to process all the different requests you are making of it. The following ‘rest’ period can be as simple as walking a lap of the office floor and making a tea. You'll find that if you go straight into email, rather than taking a break, you won’t have the opportunity to reset and rejuvenate. For years, athletes have shown us the importance of resting after high-performance activity. Plan out your day following this thinking and see what’s different.
  • Make yourself your most important project – Investing in you is the most important investment you'll ever make. You'll never have today again. Successful people think strategically about how they are living, working and getting things done. They set deadlines and consult experts who'll support their success. They identify blockers and review their progress. Working more hours is unlikely to make you more successful or productive. Do an audit on what is and isn’t working for you now in terms of your daily productivity. Pay attention to what’s consuming most of your time and head space. Seek out a mentor who can provide you with some wisdom on ‘getting there’ without compromising your wellbeing.

Here’s to you setting your pace and having a hugely productive week!

– The Coach Place Global

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