How can you effectively plan your workday to accomplish more?

Do you know what a solo entrepreneur, a person running a small online store, and a CEO managing a large company have in common? Each of them wonders how to optimally plan their day to complete as many tasks as possible. There is nothing surprising about that, because effectiveness in this area is often one of the most important factors determining success. So what can you do to avoid getting lost in the thicket of piling responsibilities? How can you manage it all sensibly and not go crazy?

How to plan your workday to be more productive?

Many people approach creating schedules and lists with considerable reserve. After all, spontaneity and ease are valued. The unfortunate news is that this approach is not in line with human nature. Young mothers know that their little one functions better when they have a daily routine. An athlete prepares for competitions and reaches podium places when they know how to organize time for training, recovery, and following a diet. Business success is achieved by those who are not discouraged by failures and consistently do what they set out to do from the start.

Therefore, regardless of what you do, take time to delve into the topic of planning and work organization. It is important to learn effective techniques, but also to consciously tailor them to yourself. A common mistake is focusing only on big goals, such as implementing a new product or launching a website. However, before you achieve them, you need to take a million small steps. That is why it is so important to write out a to-do list for a given day and consistently cross off items you have already completed.

How to achieve goals and tasks without stress?

Effective self-organization means finding answers to several questions. The principle of big goals and small steps that lead to achieving them works well here. Write down your:

• long-term plans;

• tasks to be completed within a specific time frame;

• current matters.

Each of these issues is equally important because they all overlap. There are no great successes without an efficiently functioning everyday routine. On the other hand, dealing only with what is necessary results in insufficient thinking about the future and development. Therefore, it is worth planning what needs to be done on a specific day, as well as considering what must be done to pursue long-term goals.

The key to planning your day well is also the ability to estimate how much time a given activity will take you. This is important for two reasons. First, it allows you to make the most of every minute. Second, realistic planning makes you feel satisfied that you managed to do everything you intended.

How to set priorities and organize your work during the day?

Many guides on self-organization suggest starting first thing in the morning and tackling the most difficult tasks first. However, we value finding the solution that is optimal for you more highly. This can be easily explained using the example of virtual assistants working as an event manager. The tasks they perform initially involve meticulously reviewing offers, and later detailed conversations and keeping track of deadlines. Therefore, what works better here is working in time blocks and dividing work by topics related to a specific event.

When planning your work time, consider whether you prefer to work continuously for several hours, or whether you will do more if you divide tasks into several shorter batches. Some people also practice thematic division. They then deal only with related things and appreciate that their work goes much faster then. As important as the logistics related to specific tasks is, the ability to find balance is equally important. When planning your daily day, you should also include breaks. They are just as important as the next priorities checked off the list.

What tools and techniques help with planning your daily day and increasing productivity?

Various programs and accessories created specifically for this purpose definitely help with effective time planning. A classic that is coming back into favor is paper planners. The advantage of this solution is that you can always carry one with you, and the very act of writing by hand encourages a lot of reflection. An alternative to notebooks is modern task-planning tools such as Asana, Clik Up, Trello, or Microsoft To-Do. They work especially well when you operate in a larger team.

A separate place is occupied by all kinds of techniques and methods for managing work time. The most popular of them is the Pomodoro Technique. It involves continuous focus for 25 minutes, followed by a 5-minute break. The name refers to a kitchen timer that counts down time while cooking. This method uses the psychological effect of short-term motivation. It is easier to stay focused for several dozen minutes than to assume continuous work for many hours.

If despite good organization you are still overwhelmed by the number of tasks, it may be a good time to consider delegating some of them. A virtual assistant is a person to whom you can outsource part of your work. You will then gain time to reset your priorities or simply rest from the daily rush.

Bibliography:
Clayton M., Time management. How to effectively plan and execute tasks, Samo sedno, Warsaw 2011.
Fołtyn H., Time in life and work, Key Text Publishing House, Warsaw 2012.
Heppell M., How to save an hour a day. Efficient time management, HELION Publishing House, Gliwice 2013.