As an administrative assistant, you have to juggle multiple tasks, deadlines, and requests every day. How do you stay organized, focused, and efficient without burning out? In this article, we'll share some tips on how to create and follow your ideal routine for productivity, based on your preferences, goals, and work style.
The first step to finding your optimal routine is to identify when you are most alert, creative, and motivated. This can vary depending on your circadian rhythm, personality, and lifestyle. For example, some people are morning larks, while others are night owls. Some people work best in short bursts, while others prefer longer stretches. Experiment with different schedules and track your energy, mood, and output. Then, plan your most important or challenging tasks for your peak hours, and your less demanding or routine tasks for your off-peak hours.
Let's be real, we all have optimal times we are most productive. Your job is to find those times to maximize your efforts. Do your hardest work during these times. Do the work that is going to move the needle and take an immense pressure off once you get it done. This is the time to do the deep work that requires your time and attention.
Something I've found helpful over the past 2 years is doing the hardest work in the mornings when I'm bubbling and overflowing with energy ??. I realize this takes off any pressure I might feel during the day, sets a happy tone for my day, and increases my productivity. So, my advice is to check what works best for you and focus on tapping into that rhythm to make the most out of your day.
The next step is to decide what you need to accomplish each day, week, and month. This can help you avoid getting overwhelmed by your workload and ensure that you meet your deadlines and expectations. A simple way to prioritize your tasks is to use the Eisenhower matrix, which divides them into four categories: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important. Focus on the first two categories, delegate or automate the third one, and eliminate or minimize the fourth one.
Let's be real. There are a lot of things that need to be done but you can only fit in or do so much. Here's what I do (and advice you do daily). 1. Identify the most urgent and important task for the day 2. Break it down into smaller manageable steps 3. Set a time frame 4. Eliminate every distraction 3. Focus on completing the task 100% After that, - Focus on the important but not urgent tasks - delegate the urgent but not important tasks to a VA or team member - Automate tasks that are recurring - Eliminate every task that is neither urgent nor important from your list by outsourcing them totally. This allows you to be more efficient and productive and, you get to smash those goals ??.
The third step is to allocate your time for each task, project, or activity. This can help you avoid distractions, interruptions, and procrastination, and make the most of your peak hours. A popular method for time blocking is the Pomodoro technique, which involves working on a task for 25 minutes, followed by a 5-minute break. After four Pomodoros, you take a longer break of 15 to 30 minutes. You can adjust the duration and frequency of your Pomodoros and breaks according to your preferences and needs.
The quickest and easiest way to get overwhelmed is: By doing everything at the same time and wearing all the hats in your business. I avoid multitasking by all means and instead work in TIME BLOCKS. This has helped me deliver quality results and increased my efficiency and productivity. Doing too many things all at once: - will cause important information to be missed - will cause a mess - will cause overwhelm - will ultimately lead to burnout.
The fourth step is to monitor and evaluate your performance and results. This can help you identify what works and what doesn't, and make adjustments accordingly. You can use various tools and methods to track and measure your progress, such as calendars, planners, apps, checklists, or journals. At the end of each day, week, and month, review your accomplishments, challenges, and feedback. Celebrate your wins, learn from your mistakes, and set new goals and action plans.
The fifth step is to create and maintain a conducive and comfortable workspace. This can help you enhance your focus, productivity, and well-being. Consider factors such as lighting, temperature, noise, ergonomics, and aesthetics. You can also personalize your space with items that inspire, motivate, or relax you, such as plants, photos, or music. Additionally, keep your space organized and clutter-free, and have the necessary tools and resources at hand.
I personalised my space with items that inspire me. Artwork fosters the feeling of relaxation, creativity, and inspiration. I placed framed artworks on my desk. Surrounding myself with things that make me happy helps to boost a good mood. I listen to music while I work - keeps me relaxed during a busy day. The desk lamp brightens my workspace. I created a workout space which allows me to do exercise/yoga during my breaks. My space is organised and clutter-free - clean and colourful.
The final step is to find and maintain a healthy balance between your work and personal life. This can help you prevent stress, burnout, and fatigue, and improve your happiness and satisfaction. Make sure you have enough time and energy for your hobbies, interests, and passions, as well as your family, friends, and community. Also, take care of your physical, mental, and emotional health, by getting enough sleep, exercise, nutrition, and relaxation.
It is so easy to cross the line between business and personal life because we tend to spend the most time making a lining while we forget to make a life. Striking a healthy balance between work and life is paramount to staying happy, healthy, and fulfilled. ?? To do this, learn to set boundaries! - Create time for everything - Schedule all your personal and business activities - Listen to your body, emotions, and health. And lastly, seek the help of a VA if you must. Investing in outsourcing can be a huge game-changer for your business and life.
I will also add taking regular breaks during work to avoid the feeling of being overwhelmed. This helps you stay refreshed. The Pomodoro technique is another good way to do this.