Have you ever felt like time was getting away from you? Me too!
What I have realized is that it is often the little things, like the appointment I need to make, the bill I need to look into or something else that although it probably won’t take a lot of time, it is enough to disrupt my workflow and focus. Then when I try to get back to what I was doing – it takes extra time. The research actually says that once that focus is broken, it can take about 25 minutes to get back to that same level of focus. That’s 25 minutes that could have been used to complete what I was working on.
As a former professional organizer, I know all about time blocking and task batching for saving time. Both of those strategies involve grouping similar tasks together and setting aside a specific time to get them done. By focusing on one type of task, you are able to maintain better focus. That saves mental energy and because you are not switching from one type of task to another you can finish them faster – no extra time spent refocusing. That also means your brain can focus easier without having to distract you as its way of reminding you of the other things you have to do. That means less stress.
What about the tasks that don’t fit into one category? The appointment you need to make, the membership you need to cancel (Audible for me) or the phone call you have been putting off? How do you get those various nagging tasks done? Solution: Add an Admin Block. A set time and place for focusing on those tasks only and completing as many as you can.
Who?
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- Self
- Significant other
- Family members (ex. teens that have college paperwork to get done)
- Friends
When?
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- Weekend morning
- Early afternoon
- Evening
What to do?
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- Start a list of those nagging tasks and include the details you will need like the email or phone number
- Create a folder (physical or digital) to hold key information
- Set an appointment with yourself or group for when and how long
When the time comes, grab a beverage and a snack and get to work completing the tasks. Using the Pomodoro method of working for 25 minutes and taking a 5-minute break can help you stay focused. That little break helps recharge your brain and processes the new information. If you’re working with someone else, then you are benefitting from the body doubling strategy we often talk about and the accountability too.
Here is a blog from my good friend and Productivity Coach, Colleen, about an Admin night at a local Chicago area restaurant. It may give you ideas on how to make your admin block more fun and productive.
Celebrate whatever you accomplish. Those nagging tasks will no longer be taking up space in your brain. That means fewer distracting thoughts and when they do pop up you can park them on your list for the next Admin Block. Less mental clutter, more calm, and improved productivity. It’s a win-win!
Isn’t it amazing how much stuff we get done the day before vacation? ~Zig Ziglar
Image by Lynda Smith-McDaniel