How can you manage your time effectively when administrative tasks pile up?

McKinsey found that increasing the time spent in deep focus from 5% to 15-20% boosts our overall productivity by 100%. That’s one 60-90-minute session a day. Here’s how: 1) Timing Pick one of three times: 30 mins after waking, 3 hours after waking, or 11 hours after waking. These times are when our motivation and focus are at their peak. 2) Distraction Minimization Getting into deep focus is hard. Don't make it harder for yourself. Turn off email & group chat before you start. Also, consider a distraction blocker like Freedom. 3) Focus Maximization The hardest part of focusing deeply is getting started. Use the “Pomodoro 2.0 approach”: set a timer for 30 mins to focus w/o distractions. Then, decide whether to go on for 15-60 mins.

Follow 4D approach 1. DO IT. If the hib can be done in less than 2 mins. Just do it 2. Delete it. If it is not relevant, just delete it 3. Delegate it. If you can have someone else to do it, delegate it. If you can't do any of the above then, 4. Defer it

Prioritisation is the key. Knowing what to choose and what can you let go/ delegate. Having list of activities and placing them in urgent vs important quadrant will help in determining the key activities, thereby minimising task pile up.

In order to have effective time management there are a number of aspects/points to consider. Set achievable goals. Prioritize Tasks based on importance and urgency. Set a time limit to complete the tasks Organise yourself. Remove non-essential tasks/activities. Forward planning. Time analysis.

The key is to set goals and prioritize tasks. Categorize the tasks and evaluate what you can complete daily without procrastinating. Re-evaluate each uncompleted task and the end of the day and re-prioritize. Always remember that not completing tasks does not mean you are ineffective but that you have a threshold of what you can accomplish within a specified period. Keep going and you will continue to forge ahead while striving.

Prioritize and sort the task. Take them in their order of importance considering the set time for delivery of such task. Also focus on task that are critical to the operation of your organization.

Bonjour, Regrouper et automatiser, oui, mais il y a aussi "Déléguer". Nombre d'assistantes indépendantes sont à votre écoute pour vous aider dans vos taches administratives. Des expertes à votre service pour que vous puissiez vous concentrer sur votre cœur de métier. Une externalisation en toute sécurité et sérénité.

Priorize: Foque no importante e urgente. Use a matriz de Eisenhower para categorizar tarefas. Planeje e organize: Crie um plano de ação com prazos realistas. Divida tarefas grandes em etapas menores. Seja eficiente e focado: Elimine distrações. Use o método Pomodoro para manter o foco. Delegue quando possível. Cuide de si mesmo: Faça pausas regulares. Alimente-se de forma saudável. Durma o suficiente. Pratique atividades físicas. Busque ajuda: Peça ajuda quando necessário. Use ferramentas de gerenciamento de tempo. Lembre-se: Gerenciar demandas é um processo contínuo. Seja disciplinado, organizado e cuide-se.

- Be clear and open on your availabilty, operating hours. You have to be very clear in your communications in setting boundaries so that people dont take your for granted and keep on delgating tasks and piling it up. - We should know the Polite way to say No! to decline the tasks that may compromise on our ability to fulfill existing commitements effectively. - Also dont forget about your breaks, to rest, recharge and return. Our Breaks, me time, chilling with friends, quick family calls, socializing, networking is a Must guys! Its help’s maintain focus and productivity & keeps you HAPPY throughout the day.

In my experience, it's important to be honest to manage expectations. Saying 'No' or 'I can help you with that after I'm finished with 'X,Y,Z' is crucial. I've also learned that explaining how long tasks actually take has helped colleagues understand their requests a little bit more. If I said yes all day to requests "that will only take a minute" I wouldn't get anything else done!

What I found helpful was to simply ignore the irrelevant tasks coming from others when you have told them you are busy and still they are demanding it.

Sometimes, administrative jobs are pile up because you are pulled out here and there, some requests from your team , managers coworkers. In this case you have to clearly communicate with your coworkers, managers, clients and other friends about your situation, your priorities of the job. You can set up your time boundaries and clearly communicate with your coworkers, clients and managers. So this way they will not disturb you during that time frame.

Give Yourself permission to say No. When it comes to success, learning the skill of saying 'NO' is as important as knowing when to say 'YES'. It's not easy but essential for your overall well-being. Be sure to practice this art in a firm yet polite way - if you're interested at some point down on the line, let that person know and show them consideration by letting them know what goals you are prioritizing right now.

Using project management tools like Trello is very wise. It helps not to lose the track of your tasks and your time and see what is more important and what should be ignored for the moment and at the end of each day you can see what should be improved.

I once read an article and have noted in my diary about the Eisenhower Matrix: Classify tasks based on urgency and importance to prioritize effectively: Urgent and Important: Handle these tasks immediately. Important, Not Urgent: Schedule these for dedicated time. Urgent, Not Important: Consider delegating these tasks. Not Urgent, Not Important: Either delegate, defer, or eliminate these tasks. Regularly review your task list and assess progress. Adjust its priorities as needed based on changes in workload or deadlines.

We can't manage time! Can we accelerate or slow down the time? Thinking about managing time is a wrong perspective. Changing language is change thinking, we need to start thinking about managing what can be done on the timebox we have. Example: “What can I do today?” or even better "What I want to happen today?"

- Seek Support: If overwhelmed, don’t hesitate to seek assistance or guidance from colleagues or supervisors. Collaboration can often provide solutions and ease pressure. By implementing these strategies, I’ve found it easier to stay organized and manage my workload effectively as an executive assistant. It’s all about finding a balance between efficiency and quality while maintaining a clear focus on the most critical tasks at hand. - Create a To-Do List, keep it Handy: Jotting down all tasks that need to be completed, them comparing and prioritizing them in order of priority. This helps maintain focus and ensures nothing missed and overlooked.

Somwthing I learned recently after hitting against the wall many many times is: you must organize priorities within the available time you have, you must keep it real to yourself. Besides organizing and prioritizing, you need to understand what you can do within the time you have. Yes, there are many important things to do within your day, but you need to set tsngible objectives. Realistically, what can I do today? Keeping focus on real objectives make your day much more productive than expecting to do it all in a single day 🙌🏼

The trick is to find a balance between business / work and a private life. Both need to fulfill your day, week, month.. Life. As simple as that.

When the tasks pile up, we risk falling into panic mode because everything seems to be getting on top of us. It's important to stay calm and not let yourself be overwhelmed by the apparent desire! Mistakes happen quickly under stress and hectic situations. Taking a deep breath or practising mindfulness regularly can work wonders here! When we act from our inner strength, we can really manage our time effectively.