Raise your hands if you feel like you never have any time.
You can’t see me, but I’m raising both my hands in the air.
Sometimes it feels like you need 26 hours in the day, instead of the usual 24, and no matter how much later you stay in the office, you still aren’t getting enough done.
I find what helps me when I’m feeling this way is to pull back and assess the way I tackle each of the bullets on my to do list.
First thing I ask myself: Can I do this more efficiently?
Since we do some things in the same way each day (for example, me writing my blog), I think it helps to come up with little systems or processes to make the task more efficient.
For example, throughout my work day, I jot down little notes to myself for possible blog ideas. When I’m reading your comments on this blog (I read every single one!), I also take note of things you ask or issues you may have so I can write about them later.
That way, I don’t have to sit down to a blank piece of paper, feeling like I have to start from scratch every time I write.
First thing I ask myself: Can I do this more efficiently?
I also think it helps to assess your processes as you move along. Maybe you established a routine, but that isn’t really working. How can you tweak it to make sure it works better and does exactly what you need it to do?
I also want to throw a sidenote in here about technology. There is a lot of technology out there created to help you do things “better” (for example, see all the millions of apps that exist for your smartphone). If this technology helps you, great. But if it doesn’t, don’t feel the need to adapt to a new technology or software when your pen and paper method has been working for years.
It’s about choosing your battles. Will it take you hours upon hours to switch to this new method, when in the long run it won’t really be any more efficient than your old method? If so, it may not be worth it.
(This little side note doesn’t really count for some software though. If you need to use software for your job–for example word processing software–sooner or later you will probably need to upgrade it. But that’s a different blog post…)
How about you? Can you share two of your time saving tips with us below?
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George Bernard Shaw once said: “You see things and say, ‘Why?’ But I dream things that never were and say, ‘Why not?’” That quote embodies how Preston Bailey approaches every event.
Fifi
March 14, 2011
What works for me are this:
1. List everything that I need to do that I can think of
2. Prioritize. Choose the top 3 most important things I must do today. Focus and keep doing them only until they are done.
Ellen
March 14, 2011
I wish I had some to share. I do find that if I don’t get something done 3 days in a row, eventually it doesn’t matter!
Kristin
March 14, 2011
This was a great reminder! I am constantly trying to improve the way I tackle my to-do list, but I have found that it helps to:
1. Check e-mail twice (maybe three times) a day. Don’t address each e-mail as it comes in (unless it’s an emergency… in which case you hope the client would call!). Quickly scan it, and save it for the designated ‘e-mail’ time.
2. Roughly estimate how much time each task will take, and create checkpoints throughout the day. After you finish tasks A, B, and C, break for lunch, and so on.
Curious to hear other responses!
Nicole Goodyer
March 14, 2011
It’s not just me!! So relieved to hear Maestro Mr Bailey has these issues. Having just had a three wedding weekend feeling a little bit sleepy! Always have a timeline to hand with a contingency time allowance (and plan “b’s”) at one stage we where 30 mins ahead by end of the day 20 mins behind! but that only affected us never late for the client.
planning, planning and more planning. Preprep (basics vase washing as eg) DESIGNATING jobs and fully communicating to staff what their role is.
Keep breathing! and enjoy Remember like a child the client will pick up on your stress.
Give yourself a carrot to aim for at the end of the event…for me something bubbly chilling !
Keep at it our event community, imagine how dull life would be without our creativity?
Denae Peters
March 14, 2011
- Not handling things more than once unless you really need to whether it be paper or email
- Turning off the “new email” popup and checking emails only at certain (frequent) intervals throughout the day
Maureen
March 14, 2011
It’s so weird how your blog mirrors my life… I just hired a professional organizer/efficiency expert today. She works in 3 hour blocks – I was stunned at how much she got done in just 3 hours. It was totally amazing.
We started by pulling EVERYTHING out of my office (wow what a mess that was) and she gave me a system for sorting it all, tossing most of it, and then next week she will put everything back in a way that streamlines my work flow.
Next week she is going to setup my filing system so that I’m able to keep it organized. She has soooo many recommendations for how to do things better/faster/easier. She is trained to think out of the box.
I HIGHLY recommend getting a professional organizer. Things were taking me twice as long because of being so disorganized, having to search for files, etc.
I know this is going to free up a lot more time, and cut down on stress so I can be more creative and have more fun.
Jennifer Gillespie
March 15, 2011
I too jot my blog ideas down and as crazy as it may sound I actually type part of my blog post while I’m working out! I may not be working out too hard to do so but hey at least I’m getting work done!!
Erika
March 16, 2011
I find that waking up early, going for a mid-day run, and taking breaks helps me stay on track and be most efficient. Sounds odd as these things are time consuming- but they help clear my mind and stay focused!
Meaghan Schmaltz
March 16, 2011
I’m not sure I have two tips, but I always keep a notepad beside my bed so I’m finally crashing after a long day at the desk or in meetings I can unload all of my “to do” items for the next day so I can sleep. That way I don’t lie awake at night hoping I remember to do everything.
Heather Gardner
April 5, 2011
For me, it is turning off Twitter/Facebook/GoogleReader. I now check my social media once every 90 minutes, and I only spend 10 minutes.
Email is checked twice a day.
I walk away from my desk once every hour. Even if it is to grab something to drink/eat.
Last, I turn on blissful music (Bebel Gilberto is a fave), light a candle, and breathe. I’m not superwoman.
Have been reading your blog for a year and this is my first time commenting. I appreciate the transparency and clarity you provide to your fans. Because we are all fans of you and your design.
Best,
Heather G.