“Tick-tock, tick-tock.” Ever felt like 24-hours a day just isn’t enough? It often feels like we’re in a never-ending battle with the clock to fit our professional, social, and family obligations into 24- hours.
Imagine a day where you have the power to multiply your hours; you could clone yourself to handle tasks, like something out of a sci-fi movie. Does that amaze you?
While we can neither physically elongate the day nor alter the time itself, there are ways to manage and maximise your allocated time. Yes, you can have more than 24-hours each day, with the following thought process.
1. Multiplier of other’s 24-hour time
2. Effective usage of self 24-hours time
In this article, we will look at powerful techniques to address the above aspects, to help you stretch your day beyond-24 hours.
The Delegation Mechanism: Your multiplication factor of 24-hours
Picture this: you’re a one-person army handling every aspect of your life and work. It could include – big career goals, tight deadlines at work, daily essential chores at home, social obligations, family & kid’s responsibilities, and many others. It’s a sure-shot recipe for burnout.
That’s where the magic of Delegation comes in. Now, Picture this: a symphony of helping hands, harmoniously working alongside you, handling your tasks with precision and care. It could include maids at home helping with household, drivers picking kids from school, your teammates working towards a shared goal in the office, etc. All of this is a multiplication of time.
Now you don’t have just 24-hours, but atleast 8 hours multiplied by the number of people working with you, making you more innovative and better
Think about the tasks you can delegate in each area. And accordingly, hand over them. Remember, Delegation is not about passing off your responsibilities but distributing tasks efficiently. Here’s how to do it:
1. Identify Your Strengths and Weaknesses: Know your core skills and what you struggle with. Focus on tasks that fall under your skillset and genuinely require your attention. Delegate the rest. But make sure to delegate tasks according to others’ strengths, skills & capabilities. Otherwise, if they fail, you fail too.
2. Prioritise Tasks: Categorize all tasks based on their importance and urgency. Only High-value jobs deserve your attention. More details about prioritisation are in the next section.
3. Learn to Let Go: Understand that perfection isn’t always necessary. Sometimes, ‘good enough’ is all it needs to move on. In a few areas, you could be an expert, a perfectionist & a fastest doer of things. But still, DO NOT DO that task if you can get it done by others. Even if it means a slower delivery and less than perfect quality.
4. Set Clear Expectations: When delegating, break down the entire assignment into smaller tasks, mention the timelines, and desired outcomes. Stay in the loop via regular progress updates, but avoid micromanaging. Find the right balance to ensure continuous progress without stifling their creation.
5. Empower and Trust: Trust is essential in effective Delegation. Empower team members to take ownership and make their own decisions. The more you empower & enable your team to drive their activities in their way, the less you will get disturbed, and the more time is added to your day.
Note: Delegation does take some initial time investment to train & mentor your team and bring them up to speed. But that’s a small investment compared to the amount of returns (added time to your days) you will get over the next few months and years.
By mastering delegating, you nurture growth within your team, and you free up your time too. It’s a win-win strategy. While the team effectively works on tasks, they add their time to yours. Thus, Delegation acts as a multiplier of your time. The more people you can mentor and train to do tasks efficiently, the more hours you can add to your day.
Time Management with productivity techniques
Time management is the magic wand that turns your chaotic, never-ending TO-DO list into a well-orchestrated symphony of productivity! It’s the art of making every minute count, squeezing the most juice out of our precious 24-hours.
You can adopt a lean strategy, cut time waste, and work smarter. Below are some of the prominent productivity techniques that can boost productivity.
Prioritisation - using Important-Urgent Matrix (Eisenhower Matrix)
Imagine your long TO-DO list, spread over pages, and all tasks seeking attention. The result? Chaos and indigestion. If you prioritise the tasks, you will know what tasks are genuinely essential & contribute to your goal.
Using a simple tool – Eisenhower Matrix, you can categorise your tasks into four quadrants based on their urgency and importance. First, tackle the important and urgent tasks. This is your top priority. Then, drive the important but not urgent ones. This is where you invest time for the future. As for the rest, delegate the less important tasks, or they must wait. Finally, those unimportant and non-urgent tasks? Well, it’s time to eliminate them.
By implementing the Eisenhower Matrix, you’ll gain laser focus on items that genuinely matter and get rid of the trivial tasks that clutter your day.
Envision yourself as a person working in air traffic control (ATC), guiding planes safely through the sky. Urgent and important tasks are like handling planes with limited fuel and waiting for your critical clearance to land. You need to prioritise and direct them to the runway. Thus, they fall under Q1.
Some planes could be approaching the airport but still have considerable time and enough fuel. Handling them falls under Q2. By scheduling them effectively, you can ensure they are also safely landed.
REMEMBER: If you sleep over these Q2 tasks, very soon these planes will also approach, and you will have to handle them as Q1. This results in unnecessary stress, anxiety, and panic. So, while Q1 needs immediate attention, effectively handling Q2 will lead to fewer Q1s. And hence a steady flow of tasks without panic.
Your Q3 could be assisting a secondary ATC at a different airport. Since this is not your primary responsibility, you can mentor staff at other ATCs and eventually delegate the tasks, freeing up more time to focus on your primary ATC.
Note: Leisure, Hobby, and Relaxation do not fall in Q4. On the contrary, it belongs to Q2 because things like hobbies rejuvenate your mind. Spending leisure time with family and friends is a social time that keeps the bonding alive.
Also, learn to say NO to Q3 and Q4 tasks. Not every job is worth your time. Politely decline tasks that don’t align with your goals & priorities. Being selective about commitments ensures you have time for what truly matters.
Time Blocking & Task Batching
Batching is clubbing similar tasks (could be based on the work’s nature or the required time). Batching minimises context-switching and enhances focus. Allocating a specific time to address all batched tasks is called time blocking. That way, you bring relatability and synergy between tasks. It helps avoid randomly working on each task and reduces significant wastage of time.
In the morning, you might have a “Deep Work” block for focused work. At around 11 am, an “Email and Calls” block for communication tasks. At 2 pm, check on the progress of delegated tasks and mentoring if required. At around 4 pm, all tasks that require less than 10 mins each (like bill payments, reverting to social media, etc). And in the evening, perhaps a “Family and Leisure” block for quality time with loved ones.
The beauty of time blocking is that if a task isn’t on your schedule, it doesn’t get your attention until the designated time. It’s like having a coach that keeps you on track and ensures you make the most of your day.
Automation and Technology
Imagine having a team of personal assistants at your fingertips. They’re like your loyal companions, tirelessly working round the clock, behind the scenes, to save you time.
Automation streamlines tasks, making life more convenient, while technology keeps us connected and empowers us to dream big. From self-driving cars to AI-driven healthcare, the possibilities are boundless.
There are many automation tools and applications. Explore them to streamline repetitive tasks. Let technology be your time-saver. In our digital age, there are a lot of tools & applications to Automate routine tasks to free up your time.
It could include bill pay applications, scheduling software that arranges your meetings, task management apps that organise your to-do list, email filters that sort your messages, chatbots answering basic customer queries, etc. These tools take the load off your shoulders. Consider it: a simple email filter can sort your messages, saving valuable daily minutes.
In this age of technological wonders, it’s time to embrace these aids to free your time from mundane tasks.
Eliminating Distractions
Consider this: a designated workspace where you can dive into your tasks without interruption—a place of focus and tranquillity. Turn off notifications on your devices, and establish NO-distraction time. Your computer screen is the gateway to knowledge, not a portal to the digital circus. It’s like stepping into a zen garden where your mind can explore, create, and accomplish without constant interruption.
Also, create a specific distraction window to indulge in distractions without guilt. You’ll regain control over your time and productivity by setting these boundaries.
The Two-Minute Rule
If a task takes less than two minutes, then there is no need to add that to your pile of TO-DO lists. Do it immediately. T It prevents small jobs from accumulating and becoming overwhelming. It’s the equivalent of having a sidekick who swiftly takes care of minor obstacles. At the same time, you focus on the primary mission. This rule is your personal ninja move for swift actions.
Imagine this: You’re at your desk and spot an email from a colleague asking a simple question. Let it sit in your inbox, but it’ll keep nagging at you. Instead, you address that swiftly and can continue the mission without distraction. And it’s not just emails. It could be replying to a text, jotting down a quick note, or tidying up your workspace.
The Two-Minute Rule isn’t just about time, energy, and momentum. By handling these quick tasks immediately, you create a sense of accomplishment. Each small win is like a power-up, boosting your confidence and motivation. Your sidekick, the rule, is there to ensure you don’t get bogged down by the small fry while aiming for the big bosses.
So, embrace the Two-Minute Rule, and watch as it transforms your day into an epic adventure. It’s your trusty ally, your ninja moves, and your secret to staying on top. With this rule, you’ll slash through your to-do list like a true productivity warrior.
Pomodoro Technique
Picture a timer, set it for 25 minutes, and work intensely on a single task during that time. You’re in the zone, entirely focused on a single task. That ticking timer becomes your ally, creating a sense of urgency that pushes you to stay on track. It’s like a friendly race against time.
After the 25 minutes, take a five-minute break to recharge. You can stretch, grab a snack, or quickly dance to celebrate your mini-victory. It’s a chance to recharge, refresh, and let your mind wander without guilt. This cycle continues, and after four Pomodoro, reward yourself with a more extended break.
This structured method is a game-changer for productivity. It’s like breaking your day into bite-sized pieces. The best part is that you’ll notice your focus sharpen, and those daunting tasks suddenly become more manageable.
It’s a timer, a challenge, and a reward system all rolled into one—your secret weapon to a more productive day. So, grab your Pomodoro timer and dive into your work with renewed energy and a clear path to success!
There could be many other productive tools. But the idea here is to use them effectively so they help you improve productivity and create more space in your day to pick up more tasks. Thus, your day is indirectly getting extended to more capacity.
You can use the saved time to learn new skills, self-care, personal growth, pursue a new hobby, or even pick up more scale of work and hence yield an even faster professional growth.
Summary
So, does everyone truly have ONLY 24-hours a day? Definitely NOT.
Think of Delegation as your time-multiplier and your day will start looking more abundant. Also, by mastering time management & productivity techniques, you gain the power to make the most of your available 24-hours, extending your day to accomplish more.
With effective Delegation and the strategic use of your time, you can create a day with more than 24-hours without changing the clock-
Read more about Pomodoro technique, Eisenhower Matrix, Effective Delegation
