Unable to complete daily tasks at the office? Experts share tips to manage your time better

How many of us can say that we are really good at managing our time? The work-from-home situation in the last two years due to the Covid-19 pandemic brought out the worst side of that, especially because we had to not only manage work but also family life while spending time indoors. And now, the ongoing hybrid situation has blurred the number of hours an employee spends at his desk, which directly affects the work-life balance.

While many of us have maneuvered around these challenges, the fact that the four-day work week is a near-future reality under the new labour laws, is another reason to ponder about how we can manage our time better. The possibility of the rule being applied in the future means that it reduces the time spent in the office but at the same time poses the question of better time management, an aspect very few of us focus on and fail to master, to help reduce stress and be more productive in lesser days.

Avoid worry, make to-accomplish list
So, how does one master the art of time management in such a situation? Milind Jadhav, city-based certified life coach says there is primarily one major hindrance to people completing their work on time. He explains, "Instead of doing their tasks, most people spend time worrying about how to complete them. One has to be focused on being in the present, doing one task at a time, taking help wherever necessary and then moving to the next task."

While thinking about how to complete the task is something many of us ponder over on a daily basis, Farzana Suri, a city-based victory and life coach, says there is another way to address time management. One must first assess where they spend their time throughout the day. She says, "Start with a time audit. Have a to-accomplish list, not just a to-do list. Schedule everything in a calendar." Suri advises making two baskets - one for urgent and the other important - and to prioritise what needs to be accomplished. "Erase distractions and avoid multitasking - the two time-consuming acts. Use hard-stops and make sure others respect your time and you do theirs," she adds.

At the same time, Jadhav reminds that it is humanly not possible to complete every task, however productive one is on a particular day. "Employees need to focus not just on managing their time but also their energy. Knowing which tasks to do at what time of the day can lead to a huge jump in productivity. On the other hand, doing the right task at the wrong time of the day can be a big waste of time," he shares.

Four-day week and work-life balance
Even as time management looms large over our heads, the proposed four-day work week may present the challenge of completing what was previously done in five or six days in four days and that could be a challenge. The fact that employees may have to put in extra hours of work at the office, adds the extra layer of moving from an eight or nine-hour day to a twelve-hour day, which is going to not only be tiring but also stressful. Jadhav says one's job is to give their best whether it is a four-day or six-day work week, so when one is facing a challenge, they should simply make it known. He also states in a matter-of-factly that work doesn't really end whether it is four or six days and it is better to nip work pressure in the bud. "If you are not able to complete all the tasks given to you because you have only four days to complete them, then you need to communicate this powerfully to the person assigning those tasks to you and not worry about the consequences of that communication."

On the other hand, Suri addresses the primary never-ending subject of work-life balance. By working fewer hours, she reminds, people have more time for personal priorities which means less burnout and making one work better and smarter. She explains, "Most of the stress is actually caused by trying to maintain a work-life balance. Instead of lesser days to complete work, employers need to look for ways to improve conditions for their employees like automation, incentivising, deprioritising certain activities without losing productivity." Suri adds that setting expectations, being accountable, working in collaboration instead of silos, seeking support and regular checks and balances would help in the process to reduce pressure while working four days a week.

Taking breaks during work
We spend a lot of time at work and once we get engrossed, many of us forget to take breaks at regular intervals because we just want to finish that next task to tick it off our to-do list. Both Jadhav and Suri iterate the necessity to take that break you have been pushing. Even as the four-day week is still a far-fetched idea in India, some of us are already working 12-hours a day. This certainly raises the need for breaks that are necessary to function better at the office. Suri says one of the easiest ways to do that is by blocking out time in advance for travel, lunch, coffee breaks and scheduled weekly meetings. "Snuck in the time for some reset-time for yourself every 90 minutes. Indulging in 10 minutes of mindfulness, doodling, music, strumming the guitar, taking a walk around the block or watching cat reels," she adds.

While breaks are important, Jadhav iterates figuring out at what time of the day one is most productive also helps to finish one's tasks in/on? time. "Some people are at their peak at 10 am, some people need a longer warm up and peak by 4 pm. You will not be able to do the same number of tasks in each hour of the day. Some hours you will be hugely productive and some hours you will just drag along and that is normal," says Jadhav, reminding us that all days are not going to be the best and we shouldn't get bogged down by trying to achieve tasks.

Farzana Suri and Milind Jadhav suggest the following tips to manage your time better

Begin at the start of the week
Instead of making a daily to-do list, they say to make it at the start of the week. It will only help to organise our work and time better, as the daily list is only a subset of the weekly plan.

Don't keep tasks in your mind, add it to the to-do list
Often, there are many tasks that remain only in our minds and we don't act upon them, so it is important to put it down in the to-do list.

Keep the end or outcome in mind
While approaching tasks and managing time, it is important to keep the end or outcome in mind and set priorities accordingly.

Create a To-Accomplish List from the week and daily perspective
Creating a to-do list is important but it is ideal to also put together a To-Accomplish list and that will not only help segregate the tasks into urgent and important.

Calendarise it and set date of getting it done
Lists are the easiest way to manage one's time. Putting it on a calendar and setting a date to get it done is even better as it helps one to work towards it in a timely manner.

Use the 3D process - Done, Delegated and Deferred
Approaching every task with the 3D process can help every person prioritise their work better by getting the urgent tasks done quickly and setting others for later.

Remember nothing is perfect
While the pressure to complete the task is always going to be there, it is important to remember that nothing is perfect. There are always going to be hurdles but one must work towards overcoming them and if it doesn't happen, it is only a momentary setback to get back up and try again.

Celebrate your wins
Making lists and getting work done is important but one must not forget to celebrate their wins on a daily basis.

Also Read: Me-time Fridays? Here's what HR professionals and employees have to say about four-day work week