The urgent and important tasks have actually been completed: the presentation for the meeting has been revised, the project report has been sent and the new customer has been called back. But instead of focussing on these essential tasks, we get lost in a series of other activities. We spend a lot of time indulging in constant digital distractions that interfere with our actual plans and to-do lists.
Where does this behaviour come from? And could time management tools help us to work more effectively? Unfortunately, their effectiveness is limited, as they can only support us if we ourselves clearly define what we want to implement and achieve. It makes little sense to use tools that we don't fill with content and get lost in unimportant details.
As a first step, we should introduce small but sustainable changes in order to be more productive. Some advice may seem trivial, and that's exactly why we often don't implement it: For example, putting away the smartphone, closing all programmes not currently needed and putting scheduled »distraction-free time« in the calendar to focus on important tasks.
A simple, appropriate question can often provide an answer and help us to work more effectively.
- What is preventing me from focussing?
- What do I need to work effectively?
- What habits and activities would I like to give up in future?
It is also important to allow time for planning. If we want to realise new plans, we need to let go of other activities or projects that do not contribute to our actual goals. Productivity should not be about simply increasing the amount of tasks completed, but about reflecting on our intentions. Ask yourself the following questions:
- In which activities do I sink into a flow state and how can I experience such moments more often in my everyday life?
- When do I experience my concentration peaks and how flexibly can I organise my daily routine?
For example, if you are most productive early in the morning and have a certain degree of autonomy in your work organisation, you should use this time to work undisturbed on challenging tasks. Don't waste this phase answering appointment enquiries or reading newsletters.
- What needs to happen so that breaks are given the same priority as deadlines?
One problem often lies in the fact that we mentally take too little time to regenerate. Our brain remembers unfinished tasks best and strives to complete them.
If I could only complete one task today, what would it be?
It's also about being more patient, calm and forgiving with ourselves, especially when we haven't completed our projects despite all our time management tips, self-optimisation and reflection.
Ask yourself the following questions:
- Where am I wasting time and how can I consciously shorten time units in order to complete tasks more quickly?
- What would make me proud today if I had finally completed it?
- Where can someone else continue working if I complete this task now?
Start with small changes. But the important thing is: get started!