Two Simple Steps To Forge More Time And Optimize Your Workday
How many of us have said 'I need more time in my day' or have finished the workday feeling like we didn't get everything done?
Somehow, this felt exponentially worse to me while working from home during the pandemic. So, I began 2021 with the intention of solving this problem for myself. And what I tried, not only worked surprisingly well for me, but became a complete game changer!
Defining The Problem
I started with understanding the root cause, which wasn't hard to identify. In my role as Business Operations and Portfolio Director, I get pulled in a lot of directions… all day long! Every day is highly varied. This is actually one of the reasons I love my job, but it is also the driving force behind why my time is so limited.
In my previous way of working, I'd find 5- or 10-minute segments of time throughout the day to 'chip away' at my own priorities. In that model, it would take me a few minutes to decide what needed to be done, a few minutes to remember where I had left off and get myself started and by then, I had run out of time.
So, I'd end up working in the evening to get all the things done that I hadn't been able to get to during the course of the day. This left very little 'think time' and even less time for me. My work life balance was broken, for sure!
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Identifying The Ideal Solution
I did not start with listing out all my options and pros and cons of each. I had determined that if I was going to invest in myself, I wanted the ideal solution. After all, I've tried many techniques over the years, and most of them failed because I was still trying to make everyone else happy. And so, with each of those attempts, my own needs would fall by the wayside very quickly and I'd be back in the same situation, without enough time in the day.
As I brainstormed for the ideal solution, I determined that the key to my success would be two-fold. First, I needed a way to identify what I wanted to focus on each day. And second, I would need to actually gift myself dedicated focus time to use for my own priorities. At first, this seemed a little unreasonable and unachievable.
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So, I decided to pilot my idea for 90 days thinking that three months would be enough time to test out a new methodology without over-committing and setting myself up for another failed attempt.
The easy part of my plan was the simplicity to execute it. The hard part, was making the commitment. But I was determined and I'm also fortunate to work for an employer and a manager that empowers us to take charge of our day and test out new theories. So, with my idea formulated and an innovative setting, I launched my 'Two-Step Focus Plan'.
Step 1: 'Plan my Day'
I started by adding a 'Plan my Day' session on my Outlook calendar for the first 15 minutes of each work day'. I use this time to list out the top 5-6 things that I want to focus on during the day. These are things that I consider to be time sensitive or critical topics that deserve my valuable time. I rarely miss this meeting with myself, and I've noticed that when I do miss it, my day becomes very chaotic and unfocused.
Step 2: "Focus Time'
Admittedly, this is the hardest step. I schedule a two-hour block of time each day that I call 'Focus Time'. Yes, 25% of my day is dedicated to my own priorities. How I choose to use this time varies widely. But It's mine to own and mine to use toward the things that I identified in the 15-minute plan my day meeting with ME!
It's important to note here that I am not 'adding' two hours to the end of my day (which was my previous go to method.) I'm simply grouping what was previously smaller, disconnected time bites and pulling them together into a larger chunk of uninterrupted time.
Game Changer! A Successful Work Style Is Born
My new work style groups smaller time bites into a single, uninterrupted frame of time. It allows me to get into a rhythm and stay in that rhythm. Not only am I more productive, I find that I'm more mindful and strategic in my thinking.
I must admit that there are indeed days when my planned focus time gets pushed aside for something more important. However, I find that mindful planning helps me incorporate it into the vast majority of my workdays. So, what was originally a 90-day pilot has now become my work style and I depend on it for my daily success and new found work life balance.
Final Thoughts….
Most people react to this idea with ‘I don't have time to do that'. I used to think the very same way so, I understand that reaction. However, the simple act of investing in myself with a mindful way of allocating my time has actually increased my productivity and creativity and also allows me to nearly eliminate the need to catch up on work 'after-hours'. I feel much more in control, balanced and mindful.
If you want to know more, follow this blog and watch for my future post where I'll share the tool I use to track and prioritize my work. (I've tried them all and have finally found the tool I can't live without!)
Related:
4 Signs The 9-to-5 Workday is Going The Way of The Dinosaurs
When Your Empty Nest Begins A Career Quest
Meet The Writer!
Hi! My name is Terri Seydel. I'm a learner by nature and believe that all decisions begin with curiosity. When I write, I seek to nurture the reader's curiosity with intriguing content and strive to inspire their next decision. Whether the reader's intent is for education, growth, or a purchasing decision, I will help them along that journey with interesting, meaningful, and high-quality content. You can find me on Linkedin.
