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<\/figure>\n\n\n\nWhat does it mean to be efficient at work?<\/h2>\n\n\n\n
Are you familiar with those movie scenes when a person is typing really quickly, with a confident smile on her face? These scenes are usually followed by upbeat piano music. When I think about efficiency, I see this picture in my mind.<\/p>\n\n\n\n
When it comes to workplace efficiency, it involves more than the previously mentioned playful setting. Efficiency in the workplace implies that employees perform the right tasks in a proper way, without wasting too much time or energy. This way, workers help their clients\/customers by delivering more high-quality products\/services. Therefore, the employees help their business grow. Besides, efficient employees are also productive because they know how to manage their tasks and finish all assignments properly and on time.<\/p>\n\n\n\n
How can you focus and get work done?<\/h2>\n\n\n\n
Let\u2019s take a look at what you can do to remain focused and get work done with ease, regardless of your job position.<\/p>\n\n\n\n
Work in short sessions followed by a quick break<\/h3>\n\n\n\n
According to the University of Illinois study<\/a>, \u201cbrief diversions from a task can dramatically improve one’s ability to focus on that task for prolonged periods.\u201d So, when start working on an assignment, be sure to work in short sessions, for 20 to 30 minutes, then take a brief 5-minute break.<\/p>\n\n\n\n You can try the Pomodoro Technique<\/a>, which consists of 25-minute work sessions (Pomodoros). After each session, take a 5-minute break. Once you\u2019ve finished four work sessions, you can have a longer break, around 30 minutes. If you believe that 25 minutes is too short for your tasks, you can organize your work by having 90-minute Pomodoros.<\/p>\n\n\n\n Aiming your attention at your task during these Pomodoros will upgrade your efficiency.<\/p>\n\n\n\n A circadian rhythm is a 24-hour cycle that got its name from the Latin phrase \u201ccirca diem,\u201d which means \u201caround a day.\u201d Circadian rhythms regulate your mental and physical systems. Besides, your ability to focus depends on your circadian rhythm. Some people are mentally alert in the morning, while others thrive during the afternoon, or in the evening.<\/p>\n\n\n\n To be more efficient with your daily assignments, you should organize your day according to your circadian rhythms. If you want to learn more about your circadian rhythm, be sure to track your focus levels for at least two weeks. For example, you can write down your energy levels on a scale from 1 to 10 throughout the day. Then, schedule your most important tasks for the highest alertness periods. Leave those less critical assignments for periods when your energy levels are lower.<\/p>\n\n\n\n Can daydreaming be beneficial and make you more efficient? Surprisingly, yes.<\/p>\n\n\n\n In her book Bored and Brilliant: How Spacing Out Can Unlock Your Most Productive and Creative Self, <\/i>Manoush Zomorodi talks about the importance of mind-wandering:<\/p>\n\n\n\n \u201cWhen our minds wander, we activate something called the \u201cdefault mode,\u201d the mental place where we solve problems and generate our best ideas, and engage in what\u2019s known as \u201cautobiographical planning,\u201d which is how we make sense of our world and our lives and set future goals<\/i>.\u201d<\/p>\n<\/blockquote>\n\n\n\n She also points out that when we space out, that\u2019s when we do original thinking.<\/p>\n\n\n\n So, let yourself daydream for 10 or 15 minutes while doing a repetitive task or taking a break. This way, you\u2019ll think of new ways to deal with your problems or complex tasks, which will increase your efficiency. Plus, you\u2019ll be more focused at work during a meeting or when dealing with a challenging task.<\/p>\n\n\n\n Apart from mind-wandering, being idle can also be valuable for you. Here\u2019s how the essayist and cartoonist Tim Kreider explains the benefits of idleness in Cal Newport\u2019s book Deep Work: Rules for Focused Success in a Distracted World:<\/i><\/p>\n\n\n\n \u201dIdleness is not just a vacation, an indulgence or a vice; it is as indispensable to the brain as<\/i> vitamin D is to the body, and deprived of it we suffer a mental affliction as disfiguring as<\/i> rickets\u2026 it is, paradoxically, necessary to getting any work done<\/i>.\u201d<\/p>\n<\/blockquote>\n\n\n\n But, what if you\u2019re too busy and you can\u2019t seem to waste any time being idle? Here\u2019s what Cal Newport proposes in this book.<\/p>\n\n\n\n \u201dAt the end of the workday, shut down your consideration of work issues until the next morning\u2014 no after-dinner e-mail check, no mental replays of conversations, and no scheming about how you\u2019ll handle an upcoming challenge; shut down work thinking completely<\/i>.\u201d<\/p>\n<\/blockquote>\n\n\n\n Newport adds that one of the benefits of shutting down is that \u201ddowntime helps recharge the energy needed to work deeply.\u201d And, as Newport defines it, deep work is \u201dthe type of work that optimizes your performance.\u201d<\/p>\n\n\n\n As already mentioned earlier, there\u2019s a difference between efficiency and effectiveness. When you\u2019re efficient, you finish your tasks in a quick and organized way. On the other hand, when you\u2019re effective, you get the desired results. As you can imagine, when it comes to your job tasks, you\u2019ll need to excel in both areas. Let\u2019s take a look at the most practical tips for being efficient and effective at work.<\/p>\n\n\n\n At the beginning of each day, think of the most significant tasks for the day. Besides, try to be realistic and write down up to three assignments that you have to finish by the end of the day.<\/p>\n\n\n\n Having a clear goal on your mind and in front of you will help you stay on the right track and improve your efficiency and productivity<\/a>.<\/p>\n\n\n\n One of the most useful ways to learn to prioritize is to try the Eisenhower matrix technique. This time management method will help you separate important from not important tasks.<\/p>\n\n\n\n The Eisenhower matrix method includes four time quadrants:<\/p>\n\n\n\n So, the tasks from the first quadrant are your priorities. Once you\u2019ve finished them, tackle those from the second quadrant. Speaking of the third quadrant, you should delegate these assignments to your colleagues. Finally, the tasks from the fourth quadrant should be eliminated.<\/p>\n\n\n\n Since this method helps you have a clearer overview of your workday, the Eisenhower matrix technique can improve your time management<\/a> as well. Thus, you\u2019ll be more efficient and productive with your tasks.<\/p>\n\n\n\n The previously mentioned deep work plays a crucial role when it comes to demanding tasks or those assignments that are essential for your job position. When you need to do these tasks, you\u2019ll need to be focused and should avoid distractions at any cost.<\/p>\n\n\n\n For instance, since I\u2019m a content writer, my deep work consists of writing blogs. To be able to slip into a deep work state of mind, I prefer listening to some classical music or movie soundtracks. These music genres help me stay productive and finish writing the blog.<\/p>\n\n\n\n Now, if you struggle with keeping your attention and getting into deep work, Newport suggests the following deep work ritual:<\/p>\n\n\n\n These are just a few ideas for making your deep work ritual more comfortable and effective. You can always modify the ritual so it\u2019s more suitable for you and your tasks.<\/p>\n\n\n\n When you\u2019re doing two tasks at the same time, you are actually switching your focus between these tasks. This is called context switching and because you jump from one task to another quickly, it seems like you\u2019re doing two tasks simultaneously.<\/p>\n\n\n\n But, multitasking is not as effective as it may appear to be. When you aim your attention at one assignment, then rapidly to the other, your brain needs more time and energy to load and reload context.<\/p>\n\n\n\n This is why you should avoid multitasking. Instead, focusing on one task at a time will make you more efficient.<\/p>\n\n\n\n However, when you\u2019re swamped with work and have no other option but to multitask, follow our tips on how to switch between projects and tasks without losing productivity<\/a>.<\/p>\n\n\n\n Let\u2019s face it: knowing that you have to do a complex task that requires a lot of time and energy, you won\u2019t be motivated to start working on it. So, instead of having a larger assignment for the entire day, break it into smaller tasks.<\/p>\n\n\n\n For example, you need to make an illustration for the blog post. By parsing this task into smaller pieces, you\u2019ll get assignments such as:<\/p>\n\n\n\n Once you finish the first task, you\u2019ll feel motivated to continue. Thus, completing one larger task will be easier to manage.<\/p>\n\n\n\n In addition, you can use Clockify by CAKE.com<\/a> to break your project into smaller tasks. This type of working with tasks<\/a> is handy because you can organize your project like a to-do list. Then, mark the tasks as done as soon as you finish them. Plus, having such a schedule can help you track projects and tasks for your clients<\/a>, too.<\/p>\n\n\n\n As stated in Asana\u2019s report The Anatomy of Work Index<\/a>, replying to constant emails and messages is the main reason employees work late. It\u2019s likely that, whenever you see or hear an email notification, you\u2019ll feel an urge to check it. But, regaining your focus afterward will not always be easy.<\/p>\n\n\n\n Unless your job requires you to be active and respond to messages as soon as possible, try to limit the time you spend on emails. For instance, you can check your emails at the beginning and end of the workday.<\/p>\n\n\n\n Aside from this option, try to be more specific when writing emails. By doing so, communication with your colleagues or partners will be more precise, so you\u2019ll avoid back and forth emails. Therefore, you\u2019ll be less distracted by emails, which will help you be more efficient and productive.<\/p>\n\n\n\n Recurring tasks are those that occur regularly, for example, every day, once per week, or once per month. These can be activities like responding to emails and attending meetings.<\/p>\n\n\n\n To save time you spend on recurring tasks<\/a>, you should monitor them by using a task tracker app<\/a>. Then, you\u2019ll know exactly how many hours per day you devote to recurring assignments. Thus, you\u2019ll be able to automate some of these tasks.<\/p>\n\n\n\n For instance, you can use Clockify to create templates for your projects. This is quite practical if you and your team usually deal with projects that demand the same set of tasks. Once you make a template, you can use it for any similar project in the future.<\/p>\n\n\n\n Speaking of email management, you should start categorizing your messages by using labels. Labels are some kind of folders in your inbox. For example, you can add the label \u201cImportant\u201d so that you can easily access this folder at any time while ignoring other messages. Once you\u2019ve taken care of your inbox, you\u2019ll be able to focus only on work and enhance your efficiency and productivity.<\/p>\n\n\n\n \ud83d\udca1 Here\u2019s how to add labels in Gmail.<\/p>\n\n When you\u2019re hungry or sleepy, you won\u2019t be able to think straight and be productive. So, never underestimate the importance of a good night\u2019s sleep or having breakfast.<\/p>\n\n\n\n In fact, there are particular types of food that are extremely good for your brainpower, thus, your productivity. This is a super-food, and we already have a blog dedicated to super-food snacks that can boost productivity.<\/p>\n\n\n\n Apart from eating and sleeping, be sure to exercise regularly. Even if you\u2019re not a fan of it, you can at least talk a walk every day after work. You\u2019ll soon realize how this routine helps you recharge and unwind from work.<\/p>\n\n\n\n To boost your efficiency, you need to be well-informed on how you use your time. <\/p>\n\n\n\n By recording the time you spend on your assignments, you can identify where your time goes \u2014 and Clockify time tracker can help you do that and more.<\/p>\n\n\n\n Clockify lets you track the time you spend on your tasks and projects and later analyze your tracked time in Clockify\u2019s Dashboard<\/a>. <\/p>\n\n\n This way, you get to see whether you spend too much time on trivial activities or procrastinate. <\/p>\n\n\n\n Moreover, to remain focused throughout your workday, you can use Clockify\u2019s Pomodoro timer<\/a>. It will help you get work done more easily and quickly.<\/p>\n\n\n With its many features nestled within different <\/em>Clockify plans<\/em><\/a>, Clockify allows you to track work hours across projects, but also analyze and export your tracked time via Reports, track billable hours, and more \u2014 so be sure to give it a try.<\/em><\/p>\n\n\nFollow your circadian rhythms<\/h3>\n\n\n\n
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<\/center>\n\n\n\nEmbrace mind-wandering and idleness<\/h3>\n\n\n\n
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How can you be more efficient and effective at work?<\/h2>\n\n\n\n
Aim your attention at the most important tasks first<\/h3>\n\n\n\n
Try the Eisenhower matrix method<\/h3>\n\n\n\n
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Devote some time for deep work<\/h3>\n\n\n\n
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Avoid multitasking<\/h3>\n\n\n\n
Parse your larger tasks into smaller ones<\/h3>\n\n\n\n
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Limit the time you spend on emails<\/h3>\n\n\n\n
Automate recurring tasks<\/h3>\n\n\n\n
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<\/center>\n\n\n\nThink about your health and the need to recharge<\/h3>\n\n\n\n
Track time and master your efficiency with Clockify by CAKE.com<\/h2>\n\n\n\n
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