Here's how you can steer clear of common time-wasters in a Strategic Communications role.

In strategic communications, managing tasks effectively is key amidst their volume. Prioritize using the Eisenhower Matrix: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important. Focus on what matters most, avoiding time on low-priority tasks that don't align with strategic goals.

Staying organised can be challenging, but I've found that using visual thinking techniques has helped me a lot. For example, I use visual task boards to prioritise my tasks effectively. These simple boards help me categorise my tasks into 'urgent and important,' 'important but not urgent,' and so on. This method keeps me focused and allows me to track my progress visually. It also helps me adjust priorities as needed, always addressing high-impact activities first. This technique can also be helpful for you!

Early in my career, I learned the value of the 80/20 rule (also known as the Pareto Principle). It states that 80% of our results come from 20% of our actions. By concentrating 80% of our time on high-value activities, we can maximise impact and efficiency. The remaining 20% of time can be utilised on less critical but necessary activities. Combining this with the Eisenhower Matrix ensures a balanced approach, allowing us to focus on what drives significant outcomes while managing necessary but less critical tasks effectively.

Effective meeting management is crucial in strategic communications. Assess the necessity of each meeting: consider if objectives could be met via email or a quick call. For essential meetings, establish a clear agenda, adhere to allocated times, and clarify participant roles. This ensures meetings remain concise and productive, maximizing time for strategic tasks.

I once saw a meme that said, "I just spent an hour in yet another meeting that should have been an email." This resonated strongly with me. It’s crucial to interrogate the necessity of each meeting. If there’s no agenda beforehand, it’s probably not necessary. A former colleague once said we were doing too much business with ourselves, referring to excessive internal meetings. We must avoid the trap of keeping ourselves busy with ourselves at the expense of actual deliverables.

In strategic communications, written text is important. The nature of our work—crafting messages and developing campaigns—thrives on the precision of written text. Having said that, anything that we need to communicate is better delivered to us by email or in a document. This way, we can also reference critical information as needed. Meetings can disrupt the flow of work because they demand immediate attention and often without real actionable steps for us. Unless a scribe is present, information shared during meetings risks being lost or misremembered, which is not helpful to our performance. Limiting meetings creates a more autonomous workflow and makes sure that our work as strategic communicators is precise and accessible.

It is very easy to be sucked into a long agenda and marathon meetings. The real skill is to get the most amount done in the most efficient time period. Try to remember, everyone is always happy to have time back in their diary if a minute finishes early. So I always try to finish meetings 5-10 minutes early where possible.

Setting boundaries and managing expectations is vital. The communications team often operates as an internal service provider, and so other business units should be treated like clients. Pre-empt turnaround times for common deliverables. For example, let your 'clients' know if you need 72 hours for a press release or 5 working days for creative assets. This approach of setting clear boundaries helps manage workflow effectively.

Managing interruptions is crucial in strategic communications to maintain focus. Schedule specific times for checking emails and messages instead of reacting to every notification. Implement 'focus hours' where interruptions are minimized, and communicate these periods to colleagues for undisturbed work on high-priority projects. This strategy enhances productivity and ensures critical communication tasks receive focused attention.

Automating non-strategic tasks can significantly boost efficiency in your strategic communications role. For example, establishing a regular schedule for your creative activities can be a game-changer. Routines help prepare your mind for a state of creative flow. I personally organise my day into specific blocks, dedicating time to different tasks, which allows for focused and practical work. Starting your day with a ritual, such as a steaming coffee and a soft jazz playlist, can set the mood for a productive day. But don't forget to keep a pen and notebook handy. Capturing fleeting ideas that can become seeds for future projects is a practice that can't be overstated in its importance.

Leaders should avoid the habit of micromanaging. It’s essential to trust your team’s capabilities and allow them to learn from their mistakes. When they do encounter challenges, guide them towards finding solutions themselves rather than providing the answers outright. And then don't forget the important step of celebrating their wins. It acknowledges their efforts and fosters a positive work environment. Too many managers demoralise high performers by taking the credit instead of acknowledging their team's efforts.

This has been one of the hardest things for me to learn but is one of the most important skills. Delegation is a key component for your own personal leadership development but also for your team's professional development. Trust is such a critical part of any successful team and if you are good at delegating, to the right people in the right way, then everyone benefits.

I'd suggest looking at leveraging Digital & AI tools that suits your strategic communications needs to avoid common time-consuming & mundane activities that you can simply automate. With the right tech stack, digital tools & AI applications you sure can optimise your time on more strategy & creative aspect of communications, enhance efficiency, and elevate your communication efforts output as an overall.

While I was quite the skeptic, there is no denying that boosting productivity with AI tools can revolutionise our workflows. AI enhances productivity by streamlining workflows, improving data analysis, and fostering innovation. It can personalise content, optimise campaigns, and automate repetitive tasks, allowing more focus on strategic initiatives and creative endeavors. Embrace these technologies to unlock greater efficiency and impact. A word of caution - don't leave your brain behind in the process! A favourite saying from my high school teacher seems more relevant now than ever. Garbage in, garbage out!

Digital organisation tools are a great way to organise teams internally so long as they are properly updated and managed. A lot of our more junior team members also use the same platforms for their life-admin, so find them very intuitive, which helps with their professional development and growth. We also use them externally occasionally to share our running activity lists with larger clients. It is a great way to demonstrate the efficiency behind the scenes and transparency if there is any over-service creeping in. .

Using technology effectively can significantly enhance your productivity in strategic communications. It is important to remain critical and vigilant about your chosen tools, as this will make you more cautious and thoughtful in your decisions. For example, investing in project management software can streamline task management and improve efficiency. However, ensure the tools align with your specific needs and role. From my experience, investing time in training for relevant tools has paid off immensely.