In today’s busy world we are focused on increasing our productivity in order to get more done in less time. This goal is driven by our desire to excel in our professional endeavors so that we can create a lifestyle which supports our personal interests.
All too often our time is consumed by our professional world at the expense of our personal lives. This creates a work - life imbalance which drives our obsession with productivity tools. This obsession combined with smart phone technology has actually exacerbated the problem with an explosion of applications that all promise increased productivity.
Today it takes at least a minimum of three separate applications in order to manage your personal and professional lives. The usage of multiple applications just to manage all of your activities is a highly inefficient use of time. We refer to this problem as “Multiple App Syndrome” which is inefficient, frustrating and actually decreases productivity.
If given a choice most of us would prefer to use one integrated app instead of learning and switching among multiple disjointed apps.
Perinote is that clear choice!
There is only so much that can be done in a day so set priorities to insure that your most important activities always get done.
Make sure that your list is also proritized so that the important items get done.
Say no to distractions that will keep you from acheiving your goals.
When are you most productive and how much time do you spend on unproductive activities.
Find out when you are most productive and group important activities around these times.
Eliminate time wasters that do not support your goals.
Working non-stop is not healthy and is often unproductive.
Take breaks throughout the day to stay sharp.
Exercise and eat a healthy diet to maintain your energy levels.
Get enought sleep.
You will not get more done in less time.
Medical studies indicate just the opposite, multitasking is not healthy and creates stress.
The Eisenhower matrix used by US president Dwight Eisenhower was developed to help in prioritizing tasks based on their level of urgency and importance. This system identifies and sorts your tasks into groups which allows you to easily prioritize and effectively manage your tasks in a structured manner minimizing stress and increasing productivity.
This simple and effective technique is easy to implement in Perinote by creating four tagged groups as follows:
When creating or sorting your tasks add them to one of the above tagged groups. You can then decide on which tasks to do first based upon their priority in the matrix.
Do it now
Delegate the task
Do it later
This approach uses a task list along with an activity context to get things done in a methodical manner.
Perinote's built in folder and tagging features allows you create multiple task lists and then efficiently manage them by attaching a tag with an activity context, The first step is to create project folders to organize your tasks. Next you use the tag feature to set a context for the activity such as a phone call.
Now you can group your activities by context in order to complete like tasks in a more efficient way. For example you need to make a doctor’s appointment, call an electrician and call back a client. These tasks would most likely fall into the health, home maintenance and work project folders. But you could complete each one of these task from one context – your phone.
All you need to do is schedule a time slot, select the phone tag and start making calls. As you complete each call in succession, Perinote will update each task within their respective folders automatically.
One of the great benefits of this method is that it allows you to organize your tasks by context and manage several projects at the same time easily moving each one forward.
Email is one of those tasks that can really disrupt your daily workflow. Checking your email too often is a recipe for time management disaster. Constant interruptions prevent you from focusing on the important tasks and actually decrease your productivity.
Don’t check your email too often. Train your colleagues to expect replies from you at specific times during the day. For example you can block off specific times for email reply’s and reserve precious time for undisturbed work:
8:00 AM – 10:00 AM
10:00 AM – 10:45 AM
10:45 AM – 12:00 PM
12:00 PM – 12:15 PM
12:15 PM – 1:15 PM
1:30 PM – 3:00 PM
3:00 PM – 3:30 PM
3:30 PM – 3:45 PM
3:45 PM – 4:45 PM
4:45 PM – 5:00 PM
Undisturbed Work Time
Reply to Emails
Reply to Emails
Undisturbed Work Time
Reply to Emails
Take a Break & a Quick Walk
Reply to Emails & Plan for Tomorrow's Tasks
Try setting up a schedule that works for your daily workflow and you will be amazed at how this simple scheduling plan will prevent interruptions, increase your productivity and ant the end of the day you will feel better about what you were able to accomplish.
How you feel during the day makes a big difference in productivity. Are you a morning or evening person? Each of us has an internal clock that regulates our activities and based upon our unique physiology we are usually most productive at a specific time each day.
Once you identify this time, let’s call it your “Prime Time”, block out this time for undisturbed work.
What is your prime time?
Block out that time on your calendar, set your email to do not disturb and use this time to become laser focused. You will get more done during this time of high productivity.