By Ronie Salazar

Project Managers are acquainted with juggling many tasks across multiple projects. This leads to workdays which are never the same from one week to the next. Not only is there variety in the type of work we do, but also in the number of people we need to engage with. Project Managers are constantly chasing deadlines and prioritising to get the most important, and urgent tasks done every day. Productivity hacks can prove to be especially useful to become more efficient with our time.

Imagine this scenario

You have two tasks left to complete. You have postponed them for as long as possible, but now they must be done before the end of the day. One involves combing through hundreds of pages of text searching for key terms. As for the other, it concerns updating important excel files that another team can use for the completion of a part of their project.

Although it may seem overwhelming, there are several steps you can take to make sure these tasks are completed as quickly as possible. Here are 5 useful tips and tricks that will help you to effectively manage your time.

#1 Multi-tasking can be good for you

In this scenario, you should start with the most tedious task. It might take time but if you do it first, you can skip over it. Then you can proceed to updating the excel files. Working in a specific order can give you a feeling of accomplishment as soon as you finish the task.

Also, while performing this tedious task, multitasking is your best friend. Try not to spend too much time on one document only; otherwise, you’ll feel like it is taking forever. You may want to switch between different documents with different tasks. Doing this will allow you to zip through each document faster than if you concentrated on only one at a time.

#2 Regular breaks

People can develop tunnel vision while working on something for a long time, be sure to take a five-minute break every hour. You may get your coffee or chat with your coworkers while taking a break. It’s important to give your mind a moment to rest so that you can come back feeling refreshed and ready to work again.

#3 Build in variety

If the tedious task does not have a set deadline, you can reassess it after a five-minute break and see if it is still worthwhile. If not, you can move on to the next important task and pick up where you left off another time if and when it becomes necessary.

Go to work on the alternative task next, namely updating the important excel files. Trying to fix multiple worksheets at once can cause confusion and more errors. Because working with excel for about an hour or longer, might lead to mistakes. Allow time to quality review the updates that you have made.

#4 The 15 minutes or less rule

If you can complete a task in less than fifteen minutes, it’s best to do so immediately. Don’t postpone such a task to tomorrow when you could have quickly done it today. It will contribute to your sense of accomplishment at the end of each day that you have managed to complete a few tasks.

#5 Work without interruption

Lastly, try to finish a task that requires deep concentration before your next break or lunch. It will take you longer to get back to it, after an interruption or a break. This is easier said than done, because we live in a world of constant interruptions. However, there are way to manage it. For example to put your phone on silent, to close email and instant message notifications and to focus on the task at hand.

If you are in the creative space, there are many online tools and resources for your projects that will help you save time

What to do about context switching

Context switching means moving between separate, unrelated tasks. It occurs when you abandon your current task and move on to another task without completing the first. This increases that feeling at the end of the day when you feel you have not accomplished anything. Context switching is particularly destructive because it takes time and effort to pick up where you left off and get back in the zone.

One way to combat context switching, is by working in time blocks. This involves setting aside specific blocks of time for certain activities throughout your day. To make the best use of your time, schedule your most important tasks on your peak hours for productivity.

Another way is by prioritising according to the level of importance. Then you start with the highest priority tasks first and gradually work your way through them.

These are just a few strategies to structure your workdays better, to be more productive and to get the most important tasks done every day!

About the Author:

Ronie is a vivacious and energetic content marketer with extensive experience in the digital realm. His curiosity and enthusiasm resulted in an ever-growing portfolio that encompasses anything from video editing jobs to distributing his creative work to top-notch websites.