How to manage your time more efficiently

Do you feel like you’re constantly running out of time and there are just not enough hours in the day?

It’s no secret that time is a precious commodity in the workplace. Every day, we are juggling multiple tasks and trying to meet deadlines. It can be difficult to stay on top of it all – but with a bit of organisation and prioritisation, it is possible!

Here’s our top tips for managing your time more effectively:

Use the Diary and Communication tools in your Sage 50 Accounts Software

Within your Sage 50 Accounts Software you can manage your time more effectively by using the diary module. You can create single or recurring tasks and set reminders to notify you, that way nothing gets missed and your day is much more organised. You can also schedule follow ups as a result of conversations with customers or suppliers.

Establish where you are wasting time

Do you have days where you just feel you’re not being productive enough? Do you waste time trying to make decisions of how to prioritise or get distracted easily? Before you put a plan of action in place to improve your efficiency it’s important to establish where you are going wrong and what you can do to improve it.

Time is precious and you need to make the best of the time you have, so eliminate the time wasted by thinking about how you can be more productive. For example, do you pick up your phone to do something and then get distracted by your social media platforms? Avoid the distractions, turn off notifications and concentrate on the job in hand.

Develop your knowledge

You’re already an expert in your field but sometimes you may come across things that you’re not completely confident in. 

You may also be finding that you know your way around your Sage 50 Accounts software and can get by, but you know that if you had a little more training your workload could be much more efficient. If that’s the case why not consider joining our Sage Lady Academy

Our members have a private community where they can talk openly about their problems and we have a Live Q&A each week to answer any burning questions you may have. Having the extra knowledge and understanding of your software can make a huge difference to the time you spend using it.

Create a to-do list

Every morning create yourself a to-do list in order of priority. Be realistic with your time and don’t commit to too much. If things can wait until the following day then don’t put the pressure on yourself to do it until it needs to be done. Don’t overwhelm yourself with too much work. The added pressure will just make you less productive and you will only be disheartened if there are still things on your to-do list at the end of the day.

Work out how long each task will take you and make sure you have contingency time for anything which crops up that is urgent.

Time blocking

Look into time blocking techniques such as the Pomodoro Technique which we have previously blogged about. Using time blocking software will make you more aware of how you are spending time and encourage you to be more efficient. If you know you have a set time to complete a task you will be more motivated to commit to it and not wander off track.

Break down chunky tasks

If larger tasks overwhelm you then break them down into smaller tasks. Think about what steps you have to take to get to the end result. Map out the task to make it easier to tackle so you don’t feel overwhelmed.

Group similar tasks together

To save yourself time, tackle similar tasks at once rather than keep coming back to the same thing. For example allocate a chunk of time to make all your phone calls, answer emails etc. Looking at your incoming emails can be very distracting and can stop you from completing the task you are currently working on in the time you have allocated yourself. Don’t be afraid to set your out of office to tell people these are the times I check my emails.

Avoid Multitasking

As tempting as it is, avoid multitasking. Try and focus on the job in hand before you move onto the next task. Multitasking is where you lose a lot of time as you’re not completely focused on what you’re working on. It also means mistakes can happen which will take you more time to correct in the long run.

Introduce automations

There are some jobs which you can easily automate to save you time. It may take time to set up the automation but it’s definitely worth the initial time invested as the overall time saved will make a big difference to your working day. Check out Zapier and find out what you can automate on your to-do list. 

Don’t be afraid to say no

If you’re like me and you’re a ‘yes’ person you can very easily over commit yourself. It’s hard to change your mindset and get out of the habit of saying yes all the time. The problem with saying yes all the time is that people will assume you will always say yes and therefore keep adding the pressure. Your clients will understand if you have to say, actually I can’t do that today but I can do it tomorrow.

Have a tidy workspace

Having a tidy workspace will improve your organisational skills and time management. If your desk is cluttered you will take longer to find things and it will be more difficult to focus on the task in hand. Spend some time each day decluttering your desk so when you sit down to work you can just get on with it without any distractions.

In my Sage Lady Academy we have lots of tips and advice for you which will help with your time management such as shortcuts and ways to automate to make your life much easier. If you need some help with your Sage 50 Accounts software and time management then you can find out more about my Sage Lady Academy here:

17/05/2022

“Any advice relating to accounts or tax should be sought from your tax accountant. Sage Accounts Solutions Limited will not be held responsible for any loss or damage caused as a result of the information contained herein.”

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