Taking time out

A company culture of long hours adversely affects our personal life and might not necessarily mean we are working at our optimum level. In fact, a recent survey of project managers run by Hays Property & Surveying, in association with RICS, indicated that the search for more flexible working and an improved work-life balance was one of the main reasons behind the search for a new job. However, for many flexible working or simply working a 9-5 day simply isn’t an option. So how can you use your time to the best advantage without totally burning out?

1. Diarise everything

Whether or not you have the latest gadgets, you have no excuse for not making a work schedule. As soon as you agree a deadline or arrange a meeting, put it in your diary. If you use an online calendar, set a reminder a couple of days before so that you have plenty of time to organise yourself.

2. Compile a to-do list

Every evening before you leave work compile a list of tasks for the following day. Not only will it ensure that you are more organised and can get through tasks quicker, but it will also help you to switch off as you leave work – knowing exactly what is required for the following day.

3. Plan your day

Work with your natural peaks and troughs, not against them. Reserve your most important tasks for the times when you are at your physical and mental peak. When you become tired your concentration levels and productivity will decrease, so take a few minutes to relax.

4. Delegate

Consider whether you should delegate tasks to others rather than doing them yourself. We are all guilty of thinking it takes longer to teach someone to do something than doing it ourselves, but it is not productive in the long term. Be sure you assign responsibility to someone with the appropriate skills to do the task and make sure they know exactly what you want them to do and when. Be available to offer support and advice, but have the flexibility to let them do it in a different way – after all, their ideas may be better than yours.

5. Meeting preparation

Always prepare an agenda for a meeting and try to stick to it. Endless diversions and discussions on a tangent will undoubtedly cost you time. Plus, try to avoid unplanned meetings with colleagues.

6. Pick up the phone

Don’t fall into the trap of sending reams of emails when the problem could be solved with a simple phone call. Many of us have come to rely on emails and texting, but consider whether a phone call might be a better option. If you need an immediate answer, pick up the phone.

7. Be flexible

Our working day is a constant process of receiving new information. Every time you receive information it will change a task’s importance, so be sure that when you receive new tasks you reassess your list of priorities.