This is a challenging time to work in higher education. Whether your job is to recruit new students, support students during enrollment, or provide services to alumni, it is likely your office has open positions and a plethora of new rules with which to comply. Burn out is a real threat, so a take a time out to create a system that allows you to get more done, and done well in less time.
First, find a tool to keep track of everything that needs to get done. Most email platforms come with a calendar and maybe even a task manager. Use your calendar not just to schedule meetings, but also to block out time to do other work. The online task manager can be used like a to-do list — you can even check items off once they are completed. If you prefer to have everything in one place, your calendar can also be used to schedule when tasks need to be done. In both cases, you can set reminders, so nothing is forgotten. If these digital tools aren’t your thing, try a paper planner instead or even color-coded sticky notes…whatever it takes so you don’t have to spend more time figuring out what needs to get done than you need to actually do it.
Next, think about when you are at your most productive. Are you a morning person? Schedule your more challenging tasks early in the day when your focus is at its strongest. Do your creative juices start flowing after lunch? Try to schedule your problem-solving meetings in the afternoon to take full advantage. Don’t forget to schedule some breaks too. Even a five-minute break can be beneficial in helping you to re-focus if you’ve been working for many hours straight. Even better, get up and walk around, seek a change in scenery, get outside for some fresh air — whatever works best for you. Do you have a hard time making time for a break? Use your tool of choice to schedule it, then you’ll have no excuse.
Make sure your workspace is organized and contains the supplies you need to do your work. Your progress can come to a grinding halt if you can’t find a highlighter when you need one. Don’t let paper pile up on your desk. Do something with any paper items as you identify what it is. Maybe it’s something you’ll need for reference later, so file it where you can find at that time. Maybe it’s something you need to act on, but you don’t have time right now. Schedule the time using your favorite tool, then put the paper where you can find it at that time. Is it something to read and then you don’t need it? If you can read it in 2 minutes or less, do so, then add it to your recycle bin. Hybrid work brings a special challenge to the ‘organized workspace’ concept. Chances are that when you’re in the office, you don’t have a permanent desk, so put together a go-bag with supplies you use regularly, so you don’t have to remember to pack things while getting ready in the morning.
Do you think you’re good at multi-tasking? We can tell you that you’re not. No one is. What you’re really good at is prioritizing your work. What happens when you don’t prioritize your work? At the end of the day, you’ll have a dozen unfinished tasks because you started each new request immediately and put aside what you were already doing. Try doing this instead…take a new request in, determine how high of a priority it is, then schedule a time to work on it given its relative priority. Further, reading emails as they pop up is distracting, so set aside a separate time to read email and if you can, a separate time to respond to phone calls, though we know not everyone has that luxury.
Finally, it is OK to negotiate timelines if you have more priority requests than you can complete ‘ASAP’. The trick is to ask anyone making a request how soon they need whatever they asked of you. We get used to having everything be a rush job, but often tomorrow is just as good as today. Remember, each request is of the highest priority to the requestor, and it is up to you to determine in what order you will deliver responses.
Are you interested in learning more about effectively managing your work? Check out our blog 3 Tips for “Getting Things Done” in Your Financial Aid Office.
Source:
https://www.fastcompany.com/91267614/productivity-hacks-that-dont-cause-burnout
