How to focus and prioritise your time at work - Women's Agenda

How to focus and prioritise your time at work

How often do you reach the end of a busy day and struggle to see what you have achieved? It can be hard to sort through the noise of your competing demands at work. Taking control of your energy so you can better invest and focus will help you achieve your career ambitions. So how can you learn to focus?

Know your real priorities
Positive Leadership coach Barbara Heilemann says successful leaders have clear goals.. She says to find the place where satisfaction and success meet by aligning your career goals with what is expected of you at work. Heilemann says to ask yourself: “Do I know what is expected of me at work?”

It’s healthy to clarify expectations on a regular basis – not just at your yearly performance review. “Understanding what is expected of you will help you choose among competing pressures,” she explains. “Also ask yourself, what are your personal goals? What am I looking to learn in this role?”

Heilemann advocates a strength-based approach to aid your performance; ensuring there’s plenty of things on your to-do list that you’re good at and which intrinsically motivate you. “Using your strengths will help you to complete all your tasks successfully and also enjoy what you’re doing despite the competing pressures.”
When tackling difficult decisions and particularly hectic weeks, refer to your list of priorities to know where to focus. Avoid the temptation to give too much precious time to anything not on the list.

Balance urgent vs important
There are urgent things on your to-do list that won’t let you ignore them (like a call from your manager) and tasks that need to be done but aren’t top priorities (like responding to routine queries). Then there are tasks that are integral to your growth and the achievement of your top priorities, that you’ve been hoping you’ll have time for one day.

These important activities include expanding your network, discovering emerging trends, asking for feedback, and seeking new challenges. Whenever you catch yourself saying “I don’t have time for that”, remember that what you’re really telling yourself is ‘That’s not important’. Because they’re not urgent, you’ll need to book these vital tasks into your diary to ensure they get the attention they deserve. When in doubt, revisit your list of priorities to boost your confidence to make space for them and let go of less important tasks.

Delegate like a man (with the skill of a woman)
Some research shows that women don’t delegate as freely as men; that perfectionism makes them hold on to tasks while men risk “good enough” results by being willing to delegate and consequently have more time for higher priorities.
When women do delegate, they often favour an interactive approach that supports mentoring and are generous with their time and explanations.

It’s wise to view delegation as a chance to free yourself up for the things you do best, and to stretch the skills of others. Heilemann encourages us to delegate, regardless of whether the female stereotype applies. “There are good and not so good leaders and they are not categorised by gender. Good leaders and managers delegate, teach and support; this is not gender specific,” she says.

Be assertive and communicate
Once you’re concentrating on a high priority task, protect yourself from interruptions. It requires discipline but for a couple of hours you can close your inbox to remain oblivious to new emails and let voicemail answer your calls.

If a colleague asks for your input, explain that you’re busy right now but will come and see them later. In the meantime, their problem might solve itself without you.

Sometimes you will be asked to do something that doesn’t fit with your immediate priorities. Instead of feeling frustrated and stressed in this situation talk to the person about it. Heilemann says your response will depend on your relationship with the person asking.

“It needn’t be a lengthy discussion and there may be a very good reason,” she says. “Say something like, “I am happy to do that for you, assuming that it is a higher priority than (the task you’re currently working on).”

Your boss or team members might not be aware of everything on your plate. Communicating this will help you – and them – make room for the most important activities.

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