Struggling to manage time effectively in your administrative role?

Prioritize tasks by using the Eisenhower Matrix to categorize them based on urgency and importance, allowing you to focus on high-priority items first. Additionally, create a daily to-do list, ranking tasks by their deadlines and impact to ensure that the most critical tasks are addressed efficiently each day.

Prioritisation in the workplace refers to a person's ability to correctly appraise the relevant importance or urgency of assigned tasks. Employees with better prioritisation skills will be better equipped to make strategic decisions, show excellent judgement, and display strong time-management skills.

The key to managing time effectively lies in categorizing tasks by urgency—like assigning a color code from red (urgent) to green (can wait). In my experience, I often juggled a flood of messages from the sales team while managing software and hardware purchases. Prioritizing meant snoozing less urgent requests and focusing on immediate tasks, such as classifying pending payments and coordinating with global manufacturers. Staying calm, systematic, and ensuring no messages were left unanswered allowed me to keep everything running smoothly.

Sempre antes de iniciar o mês, eu faço uma lista de tarefas em um bloco de notas, como o OneNote. Assim, posso separá-las e priorizá-las usando a Matriz de Eisenhower e seus critérios. Isso me ajuda a classificar tarefas, reservar tempo para projetos (salvos no meu Kanban), agendar compromissos, anotar acontecimentos e montar listas de tarefas (no Microsoft To Do), que são recorrentes e fixas. Dessa forma, consigo gerenciar e planejar melhor o meu dia e minha agenda, além de separar tempo para me dedicar e atender às tarefas variáveis que surgem no meu dia a dia.

Planning ahead is key to effectively managing your time. It helps you understand your week, identify the busiest and more relaxed days, and most importantly, recognize your limits. Avoid overplanning; some tasks will need to wait. Keep your schedule flexible and allow space for emergencies.

One of the ways that I have found to manage the seemingly never-ending “to-do” list is by scheduling time each morning on my calendar to review and update my pending tasks. I also place an appointment each afternoon to make plans for the following day. I have found the reminders helpful even if I am unable to dedicate that time to reviewing and updating. Placing the reminders on my calendar adds a layer of accountability and emphasizes the importance of completing each pending task.

Effective time management is crucial in administration. Your approach of mapping out tasks and allocating specific times is spot on. Identify the most important tasks that need to be completed each day. Use tools like the Eisenhower Matrix to categorize tasks based on urgency and importance. These strategies with your foresight and planning, you’ll be well-equipped to handle the demands of administrative work efficiently.

For this point, I always begin with tasks that impact other team members to ensure they aren't left waiting on me. This way, the workflow remains strong and smooth. Planning ahead isn't just about organizing your own tasks—it's also about anticipating how your work fits into the larger picture. By prioritizing tasks that enable others to move forward, you help maintain a steady and efficient pace for the entire team. This approach has consistently allowed me to stay ahead of potential bottlenecks and keep operations running smoothly.

Having good boundaries at work is not only good for productivity, but importantly, it is a form of self-care. More specifically, setting up effective boundaries in the workplace allows you to have better mental health, which in turn helps improve your performance and build better working relationships with co-workers.

I had to be stern about managing my time, as spending too long on one task can disrupt the entire workflow and lead to missed deadlines. To maintain efficiency, I sometimes avoided phone calls, opting for instant messages instead. This allowed me to respond at my own pace and prioritize critical requests. Setting boundaries isn’t about being uncooperative; it’s about ensuring that I can handle my responsibilities effectively without compromising the quality or timeliness of my work.

I utilized the Windows app along with the Android version of Microsoft To Do to manage critical projects and discussions effectively. This ensured I didn’t miss anything, especially time-sensitive tasks where delays could render solutions ineffective. By syncing these tools across devices, I could keep track of deadlines and stay on top of important responsibilities, even on the go. Embracing digital tools helped me streamline my workload and focus on more complex tasks without worrying about missing key deadlines.

Embracing digital tools can significantly enhance efficiency in administrative tasks. Syncs across devices, allows for easy scheduling, and integrates with other Google Workspace tools. Offers robust email and calendar functionalities, perfect for managing appointments and meetings. By integrating these tools into your workflow, you can automate routine tasks, improve collaboration, and focus more on strategic responsibility.

The chunking definition is grouping related items together so that someone can remember them more easily. An example of chunking is grouping the everyday items someone needs to have in their pockets before leaving the house. This might include house keys, car keys, cell phone, and a wallet or purse.

It’s crucial to break tasks into manageable pieces, especially in a collaborative environment. In my role, where I provided consultancy to the sales team and organized purchased materials, dividing tasks was essential. For instance, while waiting for a response from the sales team, I would use that time to organize my library of items. This approach ensured that no time was wasted and allowed me to progress on multiple fronts simultaneously. Breaking tasks down helped me stay productive and keep the workflow smooth.