If it was possible to change the numbers of hours in a day then most people would just need an hour or two to get things done. Hard workers would still try and cram a day and a half into one. However, we can take control of what we do with our day by better controlling how we manage our time.

Planning
To coin the cliché ‘if you fail to plan, then plan to fail’ is so true. Planning is one of the most fundamental elements to be being productive. It may initially seem like hassle, (probably as you haven’t got time to do it?) but having a list written down of everything you want to achieve before you start your day is invaluable.

Assigning time to each task, forward thinking and planning ahead will help you manage your day. It enables you to remain focus and shun all forms of distractions, its also stops you from forgetting anything, which will ruin the flow of tasks to achieve. Its no good forgetting what time you have to pick the children up from school for example, as this is the kind of bullet point in your list which will take priority over everything else.

Early bird or night owl?
Early risers usually achieve greater results in the morning but then have a tendency to slow down during the afternoon, whereas night owls experience a greater level of efficiency and productivity from dusk until the early hours. Making sure you are hard at it within your most productive hours is essential to getting maximum efficiency.

Know your strength
Everyone has inherent strengths and weaknesses, understanding these and being honesty with yourself is crucial. For example if you are in the thinking of designing a company brochure or website and you have little or no experience, then you could find yourself wasting countless hours whilst you try to be creative or even learn the software needed to perform such as task, this will lead to a huge amount of frustration and headaches which is non-productive. Your time would be better spent working in other areas, which you are more familiar with, and leave such tasks to the experts.

Divide your time and prioritise tasks
Give yourself enough time to achieve the tasks at hand, be honest with yourself here. Its no good cramming your day with an unachievable time-frame, what’s the point? – this will only lead you to be constantly re-writing your schedule throughout the day as you are having to skip tasks as you’ve not got time to do. Its better to have over estimated the time it takes to do each task, this gives you a cushion to expect something that was unexpected.

If your deadlines are too tight and there no room for any flexibility, then what happens if one task takes longer than planned, these delays are either passed on making all the other subsequent tasks late or time can be caught up if you decide to drop a task.

Yes you know your busy and it’s a given that you haven’t got enough time to do everything so prioritise what is the most important areas of your day and try your best to fit in other tasks around these.

Something small today, can be massive problem tomorrow.
It’s amazing how small inconsequential items on your list can grow into huge problems if they are not addressed. Its alright you keep putting off paying the bills (as its not as important as seeing customers), but what happens when they cut off the electric or telephone, or your landlord locks you out of the business premises as you’ve not got round to paying the rent. Time quickly runs out when you haven’t planned for it.
Decide on a day for doing minor tasks such paying bills, and stick to it – or you’ll regret it.

Don’t get distracted and waste time
It’s easy to waste time without even realising it. Social networks are a huge sap on your time – but only if you allow them to be. Try to use your time wisely, stay away from personal networks until out of hours or unless its business related. There is a time and a place for looking at humorous content and catching up with friends, and if its not going to win you an order then answer them back tonight out of business hours. It’s very easy to be sucked into replying to personal stuff just because its arrived on your office computer.

Take breaks regularly
Time management is synonymous to knowing when to take a break. People who overstretch themselves end up achieving far less, they are less productive. It may seem like the last thing you can do when on a mega tight deadline or stuck with an immediate problem to solve, but by taking 5 minutes out just to stretch your legs and give your eyes a rest does make your more productive.

We’re not talking power naps here, just a walk around the office or make a coffee, this is a way of your brain having a re-charge and will allow it to re-think the situation and maybe come up with a better solution. Planning these breaks into your day isn’t easy, nor is taking them when you’re in the thick of it – but it will help you remain focused and be more productive.

Dean Williams

Dean Williams is a design and marketing blogger working for Print-Print Limited, promoting business and building brands through quality print marketing. If you’re interested in small business promotion then please get in touch hello@print-print.co.uk