Top 10 Tips for an Efficient Workday

Introduction

“Time is free, but it’s priceless. You can’t own it, but you can use it.”, said Harvey Mackay.

We all have 24 hours in a day, people can be busy all the time but it does not really equal productivity.

We not only use the time but also use it wisely as it determines how efficient our workday can be. 

Plan today for a better tomorrow

Make a plan ahead before the end of the day with a to-do list or a target list that needs to be

accomplished tomorrow. A pre-ready plan can reduce the risk of facing time-challenges and

overlooking tasks while carrying out the task tomorrow and brings a better productivity result. 

Make a to-do list

Generally, there would be multiple to-do items on a daily basis, disregarding personal errands or

at work. Practice taking down all the to-do tasks immediately or as at when possible, even just a

short and simple statement, be it using a smartphone app, software tool, or paper and pen.

Grouping similar tasks together to avoid wastage

Grouping tasks help to complete them quickly as well as reduce wastage of time in task switching

and it increases concentration. 

Example: SO and Treasury department requested for changes in the Topup page whereby these two CRs can

be grouped together and assigned to the same developer.

Identify & prioritize important & urgent tasks

When all tasks have been defined and listed, it facilitates the process in identifying the important

and urgent ones. Important and urgent tasks are usually those that require immediate attention

or action, such as tasks that need to catch up to the next nearest deadline.

Use the Eisenhower Matrix

Eisenhower Matrix is a 4 quadrants framework that helps in defining the priority of tasks.

Do first what is important and demand for your quick action, usually with a hard deadline and

consequences for handling it late. Schedule Tasks that are important but not urgent and can

be reached in long-term goals. Delegate the tasks which are urgent but not important. Don’t dotime wasting activities that are not urgent and not important as it helps nothing in achieving your

goals and also time wasting. 

Figure credit: eisenhower

Assign time limit for each task

Defining a task without a timeline is like driving without a destination, eventually, you will reach a

place. So it is wise to set a timeline for the task that you need to accomplish and try to break down

the task to measurable contexts. 

Example: Research on Compliance AI module, this module can break into a smaller task with target

dates like exploring the latest AI technology in 2 weeks, designing AI Technical Solutions in 1 month etc.

Stay organized

When we are handling different tasks at the same time, documenting floods is an unavoidable

situation. Keep all the files and documents well-arranged and organized so you can locate them

in the fastest time when required but not spend time searching for the right document which may

cause a delay in your daily plan.

Minimize distractions

We are exposed to all kinds of distractions every day, from meetings, ad hoc discussions, and

workspace environments to social media which directly affects work productivity as well as efficiency

in delivering or achieving commitments. Avoiding unnecessary meetings and disabling notifications

on social media could be one of the few ways to minimize distractions.

Avoid multitasking

“Doing multiple tasks at the same time is called multitasking. This results in a division of attention

that can sometimes result in confusion, stress, and anxiety.” by Dr Kumavat.

1. Remove everything from your desk and screen except for the work you are doing.
2. When at your desk, do work. Do not distract yourself with your phone, video, and even your pet.
3. Learn to say no. Courtesy is great but focuses on what you are doing first.
4. Turn off notifications on your computer and social media. Generally, it will take 10 to 20 minutes to fully focus on your tasks, notifications will be distracting and the cost to focus again is huge.

Set a day for self-care

Fundamentally, we are expected to be productive at work. As such, self-care is critical to maintaining

mental well-being and physical health. By allocating some time to engage in self-care, you could be

relieved from the daily pressures and recharge yourself, getting back to a healthy point where

productivity is once again boosted.

Conclusion 

Effective time management enables you to do more tasks in less time, which results in more time

freedom, improves focus, boosts productivity, reduces stress, and increases time with the people

who matter most to you.