insideKENT Magazine Issue 47 - February 2016 | Page 141

BUSINESS STOP WATCHING THE CLOCK! Rob Reynolds DON’T WORRY, WE’VE ALL DONE IT. WE’VE ALL CHECKED OUR EMAILS AT THE WEEKENDS OR NIPPED IN TO THE OFFICE WHEN WE ARE SUPPOSED TO BE LEAVING FOR A THREE-DAY BREAK IN THE LAKE DISTRICT. The problem is, with so much technology around to improve our efficiency, we still find it hard to prize ourselves away from our phones and laptop screens and manage our time effectively. It’s like these new-fangled, super-fast gadgets that allow us to work on the move to save us time, actually creates more time in the process. As a result we are working more and more, so we find ourselves filling any free time that we may have. Finding the right balance for time management has not only proven to increase productivity and reduce stress, but making the most of the time you are at work could see you being more strict about powering down laptops and switching off phones so that you can ‘clock off’ for the evening and spend the time with family, playing sport or just relaxing. The truth of the matter, is that we could probably all benefit from taking stock of where we are and plan more effectively for the muchneeded time off. If this applies to you, here are some effective time management tips. Learn to plan your day Create a daily plan – and stick to it! Don’t just open the diary and say, “Right, what’s first?” Set aside 30 minutes to really plan: what needs doing, when, how, with whom? Give everything a beginning and an end time and most importantly prioritise your tasks and don’t start the next task until you have completed the previous one. Try and avoid carrying over tasks until the next day, set realistic goals for what you can achieve. That way, you won’t be caught off guard. Founder of Airbnb, Nathan Blecharczyk, says that one of his tricks to time management is to fill up his calendar from the reverse, from the end-of-the day to the beginning so that he can allocate appropriate time for meetings in the afternoon. Mind the gap When you are planning your super-productive day, don’t pack everything in too closely together and make sure you leave a buffer in between each task. Just a few minutes in between meetings and tasks gives you valuable breathing space and time to wrap up the previous task and begin the next. You could even use this opportunity to plan what to do and say in a meeting, you might just find that it will become much more effective and probably shorter. As well as putting in a few gaps, make sure you are also taking a break where possible. Physically you could probably keep going for ten hours, but the brain needs some downtime. Schedule 30 minutes in the middle of the day – and take it seriously, get away from the desk, out of the building and stretch your legs. to say enough is enough. There are only a certain number of hours in the day and you will not be able to perform at your best 100% of the time if you are over stretching yourself. It is ok to say no, or, draw a line to cut off long-running meetings otherwise you’ll just end up eating in to your time reserves for later on. Finally, pat yourself on the back for a job well done Rewarding yourself for a job well done is as important as a handshake from your boss – so make sure you take the time you need for a bit of rest and relaxation. You could always give us a call at Wilkins Kennedy, who can help you with prioritisation, strategic planning and a wide range of management issues. Imagine how good it would feel to be fully in control. Plan for distractions With the best will in the world, the phone will ring in the few minutes before you are due to meet a deadline, so make sure you plan for the unplanned as well. You will get interruptions along the way, but all you need to do is reprioritise – take another look at your to-do list and if the latest distraction is not urgent then plan to visit it later on. On the subject of distractions, Facebook, LinkedIn, Instagram, Snapchat, texting…There’s no shame, we all do it, but learn to turn them off. Disconnect instant messaging too! Cut off when you need to One of the world’s wealthiest people, American business magnate Warren Buffet, once said: "the difference between successful people and very successful people is that very successful people say 'no'." That means that you should always think about your worth and when the time comes 141 To find out more, email Partner, Rob Reynolds, at [email protected] or call on 01233 629255. www.wilkinskennedy.com