Working smarter is all about efficient systems and processes, good organisation and avoiding distraction. Here are a few ways I keep on top of things based on these work smarter principles.
1. Create systems for managing email
I cut my email traffic in half by using a CC inbox. I created a new folder and called it ‘CC Inbox’ and then created a rule in Outlook that sends all incoming emails that I’m only cc’d into directly to the CC Inbox. I only check that folder twice per day at scheduled times. This reduces the amount of time I spend reading unnecessary and unimportant emails. Learn more about mastering your inbox here.
2. Get organised by sticking to a good note taking system and keep all your notes in one place
I use the Bullet Journal system. It’s easy to learn thanks to a quick video on the website that explains everything. It’s an easy to remember system for taking notes, making to-do lists, and prioritising what you have to do. I’ve used it for years and it works! Just make sure you’re always using the same notebook or it becomes useless. Keeping a single notebook and taking it with you everywhere is a good way to build a professional reputation. Here are some other tips.
3. Avoid distraction by turning off email and social media notifications
I used to hear a ‘ding’ every time a new email came into my inbox. It would make me stop what I was doing to check it. I turned off the notification and it improved my focus a huge amount. In fact, I now close down my email completely while I’m focussed on work to take it that one step further.
I also used to get a push notification on my phone every time someone tweeted at me or when I got a message on Facebook, for example. Even if I didn’t stop what I was doing to check it, it still momentarily distracted me form my work. Now, I’ve turned all notifications off so I only see what’s new when I take the time check each app individually. I’ve scheduled social media time during the day so it doesn’t pull me away form my work. It’s also improved time with family.
* * *
Everyone’s busy, but not everyone is productive. Change the way you work and you’ll get more done in less time and create space in your life for the things that really matter.