Getting more done in less time… Sounds too good to be true, doesn’t it? But, it doesn’t have to be. Investing a little time to learn how we spend our 168 hours each week can have a significant pay-off. Not only will it unveil tasks that really don’t need to be done, it will also shine the spotlight on tasks that can be delegated.
Our NYC Professional Organizer knows that’s the key…. Delegation. However, for many people, the thought of delegating is not one that is readily embraced. Trusting others to take on a task that was yours, and to do it to your satisfaction can create more stress than trying to squeeze it onto your already overflowing plate.
Adding items to your to-do list is an exercise in futility – it’s not possible to add time to your day, so how can you add tasks to your already long work day without extending it? This is where the real issues arise, rushing through your work, not satisfactorily completing tasks, or putting them off until the last minute and missing the deadline.
It’s time we realize there are only so many hours in a day, and in order to make the most of those hours, and actually create meaningful time for yourself, we must become skillful delegators. However, in order to do so, our NYC Professional Organizer points out that we must first truthfully assess how we spend our time. Once this is done, we can focus on developing our delegation skills.
To get started on the journey of doing more in less time:
- Determine the amount of time you will devote to work each day. Keep in mind that adding more hours to your already long work day shouldn’t be an option.
- Make a list of all the tasks that you perform in a typical month and the time that is required to complete them. Be as detailed as possible – even the smallest task like making coffee takes up time and should be noted. Review the list periodically during the week and add additional tasks as they come to mind.
- Identify the reason for performing each task and categorize all of your monthly tasks accordingly. Your list of reasons could include: “It’s my job,” “No one else is qualified enough to do it,” “There’s no one else to do it,” “I like doing it,” “I’m better/faster at doing it”. As you go through this process, you’ll start to get a clearer picture of what you have to do and what could possibly be delegated.
- Consider which of the tasks – important and desirable – you may be able to delegate and which no longer need to be done and can be eliminated from your to-do list. The tasks that you delegate could free up a minimum of 20% of your daily time.
- Retain those tasks which have bigger payoffs, accomplish especially significant goals and/or move you closer to your personal and professional goals
In our next post in this series, our NYC Professional Organizer will share the basic principles of delegation. And remember, don’t be afraid to use them – every good manager should be an adept delegator. Consider how delegation can work for you and get started today. Make delegation a priority. After all, you won’t be able to get more done in less time without investing a bit of time today.