Calendar

Want a Quick Productivity Increase in 3 Steps?

Are you trying to get things done, but don’t seem to ever get ahead? Try these out for a quick and almost instant boost to your productivity.

Step #1: Stop Following the Shiny Object

There is a great amount of pressure to work on the newest task at hand while ignoring all of the other uncompleted items that are on your list. The problem with this approach is that it creates more stops and starts, which ends up prolonging the time it takes to get things done, while delaying the older projects’ completion.

Step #2: Listening to the Squeaky Wheel

Usually it’s not apparent at first, but there will always be customers, vendors, or employees that need your attention immediately, all of the time. It’s understandable that this will happen from time to time, but if the same person always needs your attention immediately all of the time, then it probably isn’t a true emergency. In this case, you have to communicate that this is an issue that can wait until later, tomorrow, or some scheduled time in the future.

Step #3: Schedule, Schedule, then Schedule Some More

You would be surprised by the productivity increases of scheduling properly. From medical practices to contractors, scheduling will allow more patients to be seen, more projects to be completed, or more customers to be serviced. Don’t take my word for it, try to visit an Apple store without an appointment.

If you can, also plan out the entire year. There are cycles to every business, every department, and every job, which are usually predictable. Although preparing for the year may seem daunting, try to schedule each week or even a recurring task on a specific day of each week, as a start.

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5 Ways Your Calendar Will Help You to Work Less Hours

Are you using your calendar as a tool to be as productive as possible? Most people do not use their calendar in a way to maximize its effectiveness, but if used properly, it can help you to reduce the amount of hours you work. Here are 5 ways your calendar can help you to work less:

Scheduled tasks get done: When a task is scheduled there is a high probability that it will get worked on. Have you ever had the feeling that you did not get anything accomplished on a particular day? The main cause is most likely due to not having tasks scheduled.

Allocation of time: How much time should you allocate for a specific task or meeting? By allocating specific time slots and durations, this will help to alleviate the open-endedness of meetings and tasks. Parkinson’s Law states “Work expands to fill the time available for its completion.”

Batching of activities: Similar activities may benefit by scheduling them close together or within the same day(s). For example, new clients or patients may need a much longer time slot for an appointment, which can all be scheduled on a specific day.

Schedule key tasks early on: Important, but usually not urgent tasks, should be scheduled first thing in the morning or early in the week. There is a constant pull for your time and if you do not focus on important items first, then you may never get to them.

Long-term planning: A calendar can include tasks that are several weeks or months in the future. This can include both tasks and meetings. If you can plan your vacation months in advance, which is very important, then you can and should plan business tasks well in advance also.

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