600 things; 10 Time Saving Tips – Part 2

This is the second set of time saving tips (which are part of our 600 Interesting and Useful Things for Recruiters series).  Shared by Suzi Davis from Pink Spaghetti PA Services.  As I mentioned last time they aren’t all business focussed but will impact productivity.  You can read 1-10 here.

11)      Set up systems for everything.

Have your filing units and desk organised, keep your computer files orderly, have a system for paper flow, and set up systems for whatever you do on a regular basis. This may take a little time at first, but will save you much more time eventually.

12)      Delegate as much as you can. 

Build a team to take the load off you and do the things you don’t enjoy or aren’t the best use of your time, including help at home. Make a list of all the potential members of your team and start asking for referrals.

13)      Set aside certain times for certain activities. 

Read emails twice a day, return phone calls once/day, file your papers once/week, etc. When we focus on a certain kind of activity like opening mail, we are much more efficient than if we open one piece of mail, then do something with it, then get off on a tangent.

14)      Focus on one activity at a time. 

You may think you’ll get more done if you multi-task, but it’s not the best way to complete something in a quality manner. And it feels a whole lot better to have one task completed, than three half done. Every activity deserves your undivided attention.

15)      Learn to say “no.” 

Many of our time challenges arise because we over commit. We don’t want to turn down requests from clients, friends, and family. But we are doing all of them a disservice if we can’t give 100% of our time and energy to their requests. So find a way to limit how you give your time away to others.

Let people know when you cannot be disturbed, and don’t pick up the phone or promise to do something you know doesn’t fit into your schedule or that you don’t have the time and energy for.

16)      Prioritise your ‘must-do’ list. 

Distinguish urgent from non-urgent tasks, and do the urgent ones first. Your highest priority tasks will be determined by timelines, such as projects that have certain due dates; next you want to fill in all set appointments. Other top priorities are determined by the action steps you need to take to reach your goals. Do lower priority items during lower energy times such as evenings and weekends.

17)      Plan your week on Sunday evenings. 

This is a great habit to get into and Sunday night is perfect as you are more relaxed and unpressured. I do this every week which means I start the week knowing exactly what my highest priority activities are and what I can accomplish each day.

18)     Use high tech lists

Check out the errands app for a great to-do list saviour. I downloaded 3 different apps, but never got past this one. It’s absolutely changed my life! Lists are gone and it makes switching off the brain at night that little bit easier.

19)     Social media management

If you don’t already use it, check out hootsuite to help you keep on top of your social media management. It helps you plan your activity and manage the noise….and I couldn’t do without it.

20)   Sort out your filing to save huge amounts of time: 

– Throw away out of date insurances and implement a ‘one-in, one-out’ approach. Compile one easily accessible document with all policy/account numbers and contact details.

– Throw away any household appliance manuals – keep a document on your PC with all model numbers which you plug into google when you need to reference a manual.

– Go paperless where ever possible – most utilities, banking and insurance documents can all be stored on your computer. Existing paperwork can be scanned in and stored.