How can there actually be 24 hours in the day when it feels like there’s never enough time to get everything done? As soon as the alarm goes off, you're up and running, chugging coffee, ignoring the various beeps and chimes emitting from your phone, and struggling to take a deep breath as you race from one appointment to another. No lie: Your dream superpower would be the ability to bust out a Zack Morris "time out."
What's an overtired, overworked, overbooked person to do — especially during the crazy holiday season? How do you stop feeling like you're constantly running on fumes? Who decided that multitasking and being available 24/7 was a good idea?
You can't get out of work (unless you don't want to make any money), and time-sucking appointments, meetings, and other commitments will always demand your attention. That said, breaking a few bad habits (cough, social media, cough) and reexamining how you spend your time could give you the freedom to buckle down and tackle the most important projects. Hey, if you play your cards right, you may even be able to squeeze in a couple of hours of me-time. Crazy, right?
Read on for tips on maximising your schedule without maxing out your energy.
Whether or not you arrange the meeting, it’s crucial to make sure everyone is on the same page regarding what will be discussed. This will help you plan ahead and stay on topic, so the meeting will run smoothly and efficiently. Agendas can also ensure that stakeholders are aware of why they are needed at the meeting, thereby helping to make sure that necessary parties are present (and those who don’t need to attend can avoid yet another meeting).
Once you've agreed to meet with someone, send him or her a formal alert with the date, time, and place. A great way to free up time is to input an end time that is sufficient, but also discourages the meeting from running too long. You don't necessarily have to wrap things up at 2:30 p.m., but it's a good way to stay on schedule and keep meetings to a manageable length. Respect others' time, and make sure you’re always prompt and prepared.
It’s 2015 — why are you still going to the bank to deposit your cheques? Most companies offer direct deposit, even for freelance and contract employees. Better yet, many times you can set up multiple accounts, so your paycheque is distributed to various destinations and you don’t even have to think about setting aside savings each month.
How many of all those schedule-clogging commitments are about you? That's what we thought. If you find yourself working late every night, or being whisked off to social engagements simply out of obligation, with no real time for yourself, it's time to change that. Pick a day of the week and block it out — no late shifts, no dinner meetings, no after-work drinks allowed. Sign up for a class, book a weekly manicure, or stay home and binge-watch some soap-y TV series. Offers may come your way that will sound tempting, but it's important to carve out this time for yourself.
Unless your job title involves the words "social media," you don't really need to be checking in on Snapchat, Twitter, Facebook, and Instagram throughout the day. Sure, it's a pleasant enough distraction, but it's also hard not to get so sucked in that you lose track of time and get behind. Limit your social-media time to once or twice during your workday, and save your Likes for after hours.
The most crucial part of managing one's schedule mindfully is putting the important tasks first. You know what those are. Hit the most pressing deadlines first, but do devote some time to ongoing work so that you're not scrambling later on when it's due. If you're not sure what needs to be handled first, consult your employer for guidance. Multitasking is fine, but only when you're handling the most important matters properly.
There are things that you have to do and things that you don't, and it's important to distinguish between the two. Doing a client presentation? You have to. Planning a surprise going-away party for your coworker or attending every single networking event that comes your way? You don't have to. Be greedy with your time, and don't let others pressure you into saying "yes" when it’s clearly not a priority. Saying “no” can be as important to moving your career forward as saying “yes.”
Everyone has weeks when work and life gets so hectic that it’s hard to find time to do laundry (and you run out of clean underwear). That’s when it’s time to outsource. Yes, it can be a little pricey, but it’s important to remember time is money. If your parents are coming into town, and you’ve got a major deadline at work, don’t give yourself a hard time if you need to hire a cleaning person to whip your apartment into shape, or pay someone to run your errands. Freeing yourself from some drudgery could be a huge relief and worth every penny.
Stop us if this sounds familiar: A work acquaintance wants to have a meeting. Could you come across town to a location that's convenient for them, not you, at a time that, again, is convenient for them, not you? Before you suck it up and say yes, push back a little. If they can't come to you, can they at least meet halfway? Is there a time that suits you both? Think of it as sticking up for your schedule. It's one thing to bend over backwards to land a big client or secure an interview for a top job and another to sell yourself short for a routine meeting that could be handled more efficiently, especially if you feel like you have the upper hand.
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