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Many people struggle with properly managing their workload. If you’re one of them, you are not alone!
With the right strategies, you can manage your time more efficiently. Consider my advice to help you learn how to balance a busy schedule and meet deadlines without extra stress.
How to manage a busy schedule in 10 ways
1. Prioritize your tasks.
When you’re faced with a long to-do list, it’s important to prioritize your tasks. Figure out which project is most urgent and tackle it first. Then, make a numbered list of what tasks should come next, in order of importance.
Keep in mind you might need to re-prioritize your list if new, more urgent projects come up. Don’t be afraid to talk to your leader about how the new project should fall amongst the other to-dos already on your list.
2. Break big projects down into smaller tasks.
Large projects can be overwhelming. Breaking them down into smaller, manageable tasks can make them feel more approachable. You can do that by:
- Outlining the main components of the project.
- Dividing each part into smaller tasks.
- Assigning realistic deadlines for each small task.
3. Create a daily checklist.
Another tip for balancing your schedule is to make a daily checklist. Jotting down what you need to accomplish each day will help you stay focused and organized.
I suggest using a physical or digital planner to map out what tasks need to be completed. Review your checklist at the end of the day to reflect on what you’ve achieved. This will also help you plan for the next day.
4. Block time on your calendar.
The best way to ensure you get through your checklist is to set aside time in your schedule to work on your daily tasks. I suggest blocking off at least one hour in your calendar to complete the things you do every single day. That way no one will schedule a meeting during that time.
I also recommend setting your phone and work communication channels on do not disturb. This will help minimize distractions and let you focus on the task at hand.
5. Limit multitasking.
While multitasking might seem like a way to get more done, it often leads to less productivity and more stress. Focus on completing one task at a time to ensure quality work and more efficient use of your time.
Putting yourself on do not disturb could prevent you from being tempted to respond to a co-worker's question while you’re trying to work on a project.
6. Ask for help when you need it.
If you’re feeling overwhelmed with your workload, asking for help can be a smart approach to efficient time management. It allows you to tell your leader you’re overwhelmed and need help with prioritizing what to work on first.
When you need extra support, check out our step-by-step guide on how to ask for help professionally.
7. Organize your workspace.
A well-organized workspace can make a huge difference in managing a busy schedule. When everything has its designated space, you spend less time searching for things you need to get your work done.
Here are some ideas to get you started:
- Invest in desk organizers, such as trays and drawer dividers, to keep items in their place.
- Organize your digital workspace by categorizing files into folders and regularly cleaning up your desktop.
- Use cloud storage to back up important documents.
8. Take a lunch break.
It might seem counterintuitive to take a lunch break when you have a lot of work to do. However, stepping away from your desk for 30 minutes to one hour can boost your productivity.
A midday break gives your mind a chance to rest and reset, which can help you return to work with renewed focus and energy.
There are many things you can do during your lunch break, including:
- Going for a walk.
- Reading a book.
- Running some errands.
- Grabbing coffee or food with your coworkers.
9. Practice mindfulness.
When you have a lot to do, practicing stress management techniques at home can help you stay calm and focused while you’re in the office. Try:
- Taking slow, deep breaths.
- Listening to music.
- Journaling.
- Exercising.
- Unplugging from social media.
10. Review your schedule regularly.
Regularly reviewing your schedule and adjusting it as needed is essential for effective time management.
At the end of each week, reflect on what worked well and what didn’t. Use these insights to improve your scheduling strategies moving forward.
