As many business leaders have probably noticed, time management and productivity go hand in hand. I’ve found that on days I consciously work to manage my time, I simply achieve more. I can focus my efforts on high-priority tasks, reducing wasted time and enhancing overall efficiency. Beyond that, I can also stay more organized and meet deadlines.
Business leaders often face stressful situations and work overload regularly. However, good business leaders know how to delegate tasks to trusted people and take advantage of the tools around them to get the job done. There are many ways to utilize time-saving tools. Keep reading for a few helpful tips:
Get Gadgets That Save You Time
Technology has come a long way. I remember when the first robot vacuum came out, and I got one. It kept going down my stairs and destroying itself. So, I didn’t get one again. I was recently at an entrepreneurial retreat. I mentioned how much time my spouse spent cleaning floors, and two brands of vacuums were recommended.
Shark’s Matrix Robot Vacuum was such a hit in our house that the kids nicknamed it “Sharky.” They even kept track to see if it hit every spot on the floor. It actually did, using a new technology that creates a precision grid that it follows to pick up every speck of dirt. Then, we used YEEDI’s M12 Pro+ at our lake retreat property. It’s an area that constantly is messy from the beach. The mopping function took care of it and even took care of the areas that were hard to reach. My wife and I typically stress about constantly cleaning out there when we have guests. However, with these innovations, we don’t have to worry about something that used to take up time and mental stress.
Making the Most of Gadgets and Productivity Tools
Honestly, the amount of technology at your fingertips is astounding, and it’s not limited to nifty gadgets. You can use apps to monitor chores for your kids. Additionally, you can set your Amazon assistant to shut your blinds at dusk. You can also use technology to be productive at the office. For example, think of project management tools like Trello or Basecamp. These programs ease stress and improve efficiency by allowing workers to keep up with their workload at a glance. You can improve productivity by using time-saving tools that help with automation, too.
These technological innovations are more than just convenient — they’re time-savers that can significantly reduce the mental load of daily tasks. By investing in gadgets that automate routine chores, business leaders can free up valuable time and mental energy, allowing them to focus on what truly matters. Investing in the right apps and software means you can automate minor tasks on repeat. This shift in focus from mundane tasks to strategic decision-making and creative thinking improves productivity and enhances your overall well-being. When time and energy are used efficiently, leaders are better equipped to drive their businesses forward.
Properly Prioritize Tasks
Do you ever feel overwhelmed by your workload? As surprising as it might sound, feeling overwhelmed isn’t a requirement for effective leadership. You could even be a better leader when you can think calmly about situations as they arise. To avoid feeling like you always have a fire to put out, try prioritizing tasks to help you break down your workday into bite-sized pieces.
Learning to prioritize will help you control your workflow and improve productivity. You’ll be able to break the dangerous cycle of procrastination, turning in projects at the last minute and missing deadlines entirely. Examine how you approach work and develop an effective process for your situation. Soon, you’ll probably even find extra time throughout your day. And you can use that time to be more productive!
Improving Your Prioritization Skills
To-do lists are a great way to help with prioritization. However, it’s possible that they could become so long that they are overwhelming, defeating the purpose. Using a system called the Eisenhower Matrix allows you to figure out which tasks are urgent and important and which aren’t. It can help you divide your list by four key sections: do immediately, schedule for later, delegate, and delete.
Imagine your to-do list filled with various tasks. First, there are tasks with hard deadlines, such as finalizing a presentation for a board meeting tomorrow or submitting an already overdue project report—these belong in the “do immediately” category. Then, there are important but not urgent tasks, like planning next quarter’s strategy or researching new market opportunities; since these tasks don’t have a set deadline, they can be scheduled for later in the week.
Delegation comes into play with tasks like reviewing and approving routine expense reports or organizing a team-building event. These are important, but they’re not urgent. And since you don’t need to do them, these can be assigned to trusted team members. Finally, some tasks, such as attending a meeting that doesn’t align with current goals or considering a vendor proposal that’s not a priority, might not be relevant and can be deleted from the list altogether. By categorizing tasks in this way, the leader can focus on what truly matters, ensuring productivity and effective time management.
Delegate Projects
Speaking of delegation, this is one time-saving option that deserves a deep dive. When you feel overburdened with tasks, you can lighten your load by delegating to your team. This frees you up to focus on what matters most, and it empowers your employees to grow at the same time. When they join you on projects and strive toward achieving company goals, it creates a more collaborative and engaged work environment.
Delegating also fosters a sense of ownership and responsibility among your team members. As they take on new challenges and contribute to key projects, they develop their skills and gain confidence in their abilities. Your team may even do better than you would in completing tasks you delegate. They likely have more time, and their skill sets differ from yours.
Elevating Your Project Delegation Strategy
You can’t just delegate to anyone and assume they’ll rise to the task. When delegating, it’s always important to determine the right person for the job. Consider each team member and their interests, skills, and strengths. Then, when assigning the task, explicitly explain your expectations, such as requirements, purpose, and the expected results. Without this guidance, your employee may be unable to correctly complete the project or even understand what’s expected. And that could make more work for you in the long run.
Delegating requires support and resources needed to complete the task. You may need to provide access to specific information or resources. The employee may even require training to complete the task. Don’t think of this as a hassle. It’s an investment in the success of your business. When you provide the necessary support, training, and resources, you equip your employees with the tools they need to succeed. Once you’ve properly prepared your team, let them work! Don’t interfere. Don’t micromanage. Once you delegate, take the task off your plate.
Time-Saving Tools for Improved Productivity
I used to shut the office door on Friday evenings and wonder where my time went. I’d still have a full to-do list and felt overwhelmed. But then I began using these tips to develop time-saving techniques that improved my productivity. Many business leaders find it a challenge to manage their time in a day filled with interruptions and full schedules. But if they don’t take control, their personal progress — and the organization’s success — suffers.
You can achieve more at work. It’s not just about working hard, though. It’s about developing a strategic approach that puts productivity at the forefront. Maybe you delegate work to a trusted team member. Or you take advantage of gadgets and technology. Or perhaps you prioritize your workload, uncovering what needs to be done now, what can wait, and what doesn’t need to be done at all. Regardless, you work efficiently, utilizing the resources, tools, and strategies available to you. Business leaders can improve team performance and, ultimately, business success by putting into place time-saving productivity policies.
Featured Image Credit: Photo by Thirdman; Pexels; Thank you.
John Hall
John Hall is the co-founder of Calendar a scheduling and time management app. He’s also a keynote speaker that you can book at http://www.johnhallspeaking.com.