TEAMWORK EVENTS BLOG
5 Organizational Tips To Take Back Your Time
We all have the same 24 hours in our day—yet some people are able to maximize their time better than others. And that could be you.
While the number of meetings, commitments and responsibilities play a key role in how much we can accomplish, there is one common thread amongst professionals—across industries—that allow them to get more done in less time. That thread? Organization.
Technology has made getting organized much easier (and efficient). These are a few of our favorite ways to keep everything on track:
1. Load Up Your Asana
Being able to check things off your to-do list is a fantastic feeling. But carrying around that list at all times is simply not realistic, especially for event professionals who are always on the move. Since paper to-do lists aren’t always the most accessible, we love using online tools like Asana. This platform takes your to-do list from analog to digital—and it’s extremely user friendly! Organize your tasks by event, due date, client or any other criteria you might have. There are even checkboxes to mark once you’ve completed a task, which provides the same satisfaction of crossing something off a tangible to-do list.
2. Use Your Phone
Is your phone in your hand right now? Maybe it’s sitting next to you. Our smartphones have made so many things easier, including staying organized. Both iPhone and Android users can set reminders using built-in reminder apps. You’ll receive a reminder at whatever time you choose, and you have the flexibility to reschedule reminders once you get the alert. If you don’t want to add to your reminder list, you can always add events to an extra calendar on your phone. By setting concrete deadlines with dates and times, you’re more likely to complete your tasks.
3. Prioritize and Group Tasks
Although it may seem like everything on your to-do list is critical, not every task is a top priority. Instead of feeling overwhelmed by your task list, divide them up based on their level of importance. Try creating an entirely separate, shorter list that only includes the ‘must be complete by EOD’ projects.
Humans aren’t very good at multitasking—no matter how much we may think we are—so focus on one project at a time. Avoid social media and side conversations. A recent study said, “People who multitask decrease their productivity by 20 to 40 percent and are less efficient than those who focus on one project at a time. Time lost switching among tasks increases the complexity of the tasks.” In other words, make sure to focus on one task at a time to ensure you’re producing your best work.
4. Break Out the Calendar
Now that you’ve got your lists in order, add them to your calendar. Block off chunks of time that are dedicated to a specific project. You may even consider changing your environment based on the task at hand. For example, if you know you do your best writing in a quiet space, plan to be at a coffee shop during that time frame. Plus if it’s on your calendar then co-workers are less likely to bother you.
Ultimately, time management is about creating structure. Being very intentional about how you’re spending every hour of every day will ensure that you’re getting your work done. This will help put you in the driver’s seat of your schedule.
Also, breaking down your planning process can also help you eliminate last-minute requests leading up to events, which 44% of event planners say is their biggest barrier to success.
5. Reward Yourself
Maybe this means getting a scoop of ice cream, or maybe it means truly shutting off email for the night. Once you’ve accomplished everything on your to-do list (or at least the majority of it), take some time to relax and reflect on what you’ve completed. Take breaks to recharge and get ready for your next sprint.
By prioritizing, using technology and taking time for yourself, you’ll be able to get more done with less stress. And regardless of the field you’re in, we could all benefit from these organizational hacks. Share your tips and tricks with us by tweeting at @Teamwork_Events. We’d love to hear from you!