A challenge for many is the reality that there are only 24 hours in the day – no matter how hard one works to stretch those hours. What if you could get more done while working fewer hours? Commit to trying the following 5 practices for at least 30 days, and you might just find yourself increasing productivity in your design business.
1. Overcoming Parkinson’s Law
Are you operating your business under Parkinson’s Law? Parkinson’s Law refers to the idea that your work will expand to fill the time given for completion.
Studies indicate that when given a task, we think of how much time is available to complete the task instead of how much time we actually need. This approach leads to wasted time and inefficient workflow. It also can cause us to take all the time given to complete the task – even when that task doesn’t require that amount of time.
If you ever stayed up late in high school or college trying to do an entire project the day before it’s due, then you probably understand that sometimes tasks don’t actually take all of the allowed time!
Pareto’s 80/20 Principle
Most of us have heard of the 80/20 rule – 20% of your actions are responsible for 80% of your results. What if you cut out 80% of the time you are currently spending? Then identify and focus on the 20% of tasks that produce the best financial results for your business. Consider hiring someone to do some of the tasks that were in that 80%. You probably wish you could spend more time designing! So hire someone to take care of bookkeeping, sales, or social media – anything that doesn’t have to be directly overseen by you!
Be strategic in planning your work
Create a comprehensive plan to evaluate how long specific tasks will take:
- Outline your SMART goals (Specific, Measurable, Achievable, Relevant, Time-Bound).
- List tasks and actions.
- Set timeline for completion.
- Identify needed resources.
- Set and calendar dates that you will check on progress.
- Keep your to-do list short. Focus on 3 major items.
Set self-imposed deadlines.
Figure out how much time you expect the tasks to take and then set realistic deadlines. This should apply to you and everyone on your team. Understand project requirements. This is a key step to estimate length of time for completion. Create a list of all subtasks and activities. For larger projects list subtasks and activities. Prioritize tasks and activities with the most time-consuming tasks at the top of your list. Identify who needs to be involved – whether members of your team or external team members. Estimate time needed for completion. With the above information of the who, what and how, you should be able to more realistically estimate time needed.
Calendar your time strategically
Become intentional with your calendar. Set the tone for your day by starting with a sense of calm rather than a sense of being rushed. Take time in the mornings for yourself – enjoy a quiet time in meditation, a walk to enjoy nature, time for breakfast with a short time reading, or whatever fits your lifestyle. Calendar your days with blocks of time and specific goals in mind. Set goals to complete tasks within the specific time allotted on your calendar.
2. Try the Pomodoro Technique
The Pomodoro Technique involves breaking down your time into focused intervals with a series of breaks to help you with increasing productivity.
- Identify the task to be completed.
- Set your timer – typically 25 minutes in the Pomodoro Technique.
- Focus on the task for the duration.
- When the timer rings take a 5-10 minute break.
- Set your timer again and repeat the steps above.
- Follow this method for four Pomodoros.
- When completing four Pomodoro intervals, take a 20-30 minute break, then repeat the steps again throughout your day.
3. Incorporate regular breaks as part of your firm’s culture
A goal of the Pomodoro technique above is to reduce the effect of interruptions (both internal and external) on work focus and flow. It also incorporates multiple breaks during the day. Research shows that more breaks are a great method of increasing productivity. Make it part of your business culture.
But, everyone works differently. Some people work better when they can enter a state of uninterrupted flow, and a break every 25 minutes would interfere with their productivity. When applying these time management techniques, remember that everyone should be willing to try a new technique, but they have no obligation to use it if it doesn’t suit their work style. However, breaks should still be encouraged for all employees, as time to recharge and reset.
4. Disconnect
Disconnecting is probably one of our most challenging suggestions. But the results are worth it.
Put your phone on silent. This is where having an assistant can help as they can screen calls, texts, and emails. Then they can notify you if it’s an emergency they can’t handle.
A separate phone number for business is a definite advantage. Then family can still reach you if there is an emergency. Try not to mix work and personal communications, if possible. Just as a friend or family member can interrupt a work day by calling for a casual chat, client communications received during family time can interrupt your personal time.
Set boundaries for your clients, vendors and team members – as well as for yourself! Let them know you check your messages at certain times during the day and will respond within a specified time frame. This arrangement allows you to control and stay focused on what you have identified for those blocks of time on your calendar. It also allows you to pay more attention and reply more purposefully rather than just reacting when you do respond. If you get anxious about messages sitting in your inbox, then this is another great excuse to have an assistant screen your messages. What you don’t know, won’t hurt you!
For more information on breaking your smartphone addiction, listen to our podcast with Rob Krecak!
5. Use project management tools
Setting deadlines, focusing on managing priorities, and tracking tasks from start to finish can be difficult. But by putting your projects and their tasks into a project management tool shared by the entire organization, you can tear down some of the walls that may prevent you from effectively tracking your tasks.
Set aside a time on your calendar, or on an employee’s calendar, to add new projects and check on the status of existing ones. Encourage everyone to input their tasks and check them off when they’re complete.
A few tools used by some of our Pearl Collective clients include Trello and Asana. Two other programs to consider for additional project management capabilities are Studio Designer and Design Manager. There are other programs out there, so if you have a specific use case in mind, you may be able to find the perfect tool for your firm.
Be sure everyone on your team follows the techniques above. Be sure that they understand how a more productive workplace leads to more success for every member of the team as well as the firm. A more productive firm helps to ensure job security as well as financial benefits if you also incorporate merit-based bonuses.
Jim Rohn, entrepreneur, author and motivational speaker, shared excellent advice in his quote: “Either you run the day, or the day runs you.” Will you continue to let the day run you or are you willing to try our suggestions?