Time saving tips for busy business people

Achieving great results isn't necessarily down to working hard it’s about working smart. Making small adjustments to your working practices can help you get the best from your workplace and your staff...

Night owl or early bird?

Work out when in the day you're at your best, and put aside your most alert hours to deal with the tasks which require the greatest creativity and concentration.

Allocate effectively

In our personal lives we need 'me-time' to pamper ourselves and rest. In our work lives we need to make sure we have time to take on immediate tasks, and that those tasks are taking us in the right long term direction.

Know your limits and make sure those limits are known to those around you

There will be times when you have to focus on completing that report or appraising key personnel, so make it clear that you won't be taking calls. Don't overburden yourself, but try to maintain the time-promises you make to yourself and to others.

Take regular breaks

Most people can't concentrate effectively for more than 40 minutes to an hour at a time. Working 12 hours straight may feel necessary to get the job done, but you may find calling it a day after seven hours means you get the remainder done, clear and refreshed in half the time next day.

Use technology to your advantage

If you need to concentrate on a task at hand, don't be afraid to turn on the voicemail or ask colleagues and clients to email you instead. Everyone wants your time and opinions, but their timing might not be great. Logging a request on email means the sender feels satisfied they've acted - but you can answer them methodically in your own time.

Be messaging efficient

Try to set aside half an hour or an hour to answering emails, voicemails and messages. And remember to only check your mail a couple of times a day, otherwise you won't be able to concentrate on your other key tasks.

Let people do their jobs

Always ask, 'Is it completely necessary for ME to do this?' before you begin a task. Do you do things out of habit, or because it's easier than hassling a colleague or member of staff whose responsibility it really is? By defining your function within the company you help others define theirs, and so help the company as a whole function more effectively.

Avoid office pollution

Photocopiers, laser printers and faxes can all pollute badly ventilated offices with ozone and carbon dust. Try to make sure your office is well ventilated. Over-use of VDUs can also be a common cause of eyestrain and headaches. Use anti-reflection screens on your computers and make sure to take regular screen breaks. An unhealthy workplace inevitably leads to ineffective working practices.

Be realistic when you write your 'to do' list for the day

Spend a few minutes deciding what you can feasibly do that day and what tasks can be moved to the next day. This will leave you feeling more satisfied with your day's work and allow you to think more clearly, as you don't have to juggle a hundred things in your head at once.

Learn to say no

We all want to do well, and want people to think well of us. But there will be times when we are stretched too far.

Taking on too much can be just as bad as ignoring potential problems, and doing several tasks effectively is better than doing more, but less well. If you can delegate effectively too, this will help you avoid over-working.

Organise your workspace

Searching around through mounds of papers for a diary or notepad is both irritating and ineffective time management. Make your space work for you. Is the phone in the best place? Are regularly used files or tools within easy reach?

Make a point of keeping a diary and notepad near the phone and try to organise a simple filing system. Each of these simple methods will help keep your essential work space uncluttered.

Plan rewards for yourself

You can't always rely on others to praise you for working effectively - so say thank you to yourself by planning treats for the completion of tasks. Whether it be a glass of wine, a favourite lunch or a trip to the cinema - make sure you appreciate your own worth.