Making Time Work for Us: Productivity Made Simple

Last year, I wrote a blog post about time and how many administrative professionals often feel overwhelmed by the multitude of tasks and responsibilities they manage daily. Finding enough time to complete everything can feel elusive. I introduced a tool that they could implement: tracking their activities to identify where their time is actually going. This process allows them to gather information and develop a strategy based on their findings. They can then decide what to stop doing, what to keep doing, or how to modify their processes to improve efficiency.

Being productive requires energy, and many administrative professionals find themselves using that energy on tasks such as managing email inboxes, scheduling calendars, handling projects, filtering various requests, and communicating both verbally and in writing. Additionally, it takes energy and effort to invest in personal development, which also requires dedicated time and focus.

Energy Killers: What Drains Our Productivity

Throughout my 26-year career, I encountered numerous energy drainers that can significantly impact our work performance. These are the primary culprits that deplete our professional energy:

• Overwhelmed (too much coming at us)

• Procrastination (I'll do it later)

• Distractions (Lost in the screen saver)

• Multi-tasking (I'll do this...then this, oh wait, then this...)

• Can't say no (Ok sure...I'll help you...sigh)

The stress was overwhelming, prompting me to decide that I wanted to regain my energy and take control—rather than feel buried by it.

The Office Rockstar Focus Formula

I developed a strategic approach to combat these energy drainers. The key components of this Formula are:

• Identification (what things are filling up your time)

• Prioritization (what things are absolutely a priority and what things are not)

• Control (getting control back through setting boundaries and building focus)

• Preparation (building in focus strategies)

• Organization (arranging the work for better overall flow)

Over the next few months, I will be sharing various strategies from these components that you can use to be as productive as possible.

The Time Management Matrix

One remarkable tool for identification is the Time Management Matrix developed by Stephen Covey, a renowned productivity expert and author of "The 7 Habits of Highly Effective People." I have personally used this tool and demonstrated to many administrative professionals how they can utilize it to maximize their time on the job.

Simply put, this approach helps you regain your productive energy by categorizing tasks into four different quadrants:

Quad 1: Important (results) – Urgent

• Pressing problems

• Crises

• Surprise projects

• Deadlines

• Immediate responses required

Quad 2: Important (results) – Not Urgent

• Planning

• Building processes

• Prevention

• Solutions to recurring problems

Quad 3: Not Important (reactions) – Urgent

• Interruptions

• Meetings with no focus

• Fixing others' issues

Quad 4: Not Important (reactions) – Not Urgent

• Busy work

• Surfing the web

• Escape activities from Quad 1

Two main factors define our activities: the "Urgent," which requires immediate attention and demands we act now (Quadrant 1), and the "Important," which, while not as urgent, relates to results and high-priority long-term goals (Quadrant 2). This is the ideal quadrant we should strive to reach, but it requires us to intentionally "make the time" to get there.

Unfortunately, we often find ourselves reacting to the "Urgent" more frequently than addressing important matters that require initiative and proactive focus. We tend to spend time on activities that are "Not Important" but appear urgent, such as interruptions and miscellaneous meetings that lack specific agendas and clear expectations.

After evaluating your workload and noting what falls into these four categories, you may be surprised by how your time is spent and what drains your energy. Only then can you build strategies to eliminate energy killers and time wasters, allowing you to focus your energies on long-term productivity and professional growth.