Mastering time management: here’s how to beat distractions, deadlines and overload

Emails, deadlines and endless to-do lists ... do you often feel that there are never enough hours in the day? Then good time management is essential. Swiss Recruitment specialist Robert Walters shares common challenges and gives practical tips to improve your productivity and workflow.

1. Disruptions by colleagues at busy times 

You are busy and colleagues keep coming up with questions or requests. The temptation is to direct them to your mailbox, but that only makes for an overflowing inbox. A better approach is to ask them to come back an hour later or call at another convenient time. Often, problems resolve themselves or turn out to be less urgent than thought. This way, you keep your inbox clean and maintain focus.

2. Difficulty saying ‘no’ 

Afraid of coming across as unsympathetic if you say ‘no’? It's all about how you say it. For example, ‘I'm working on an important project. Is there someone else who can handle this?' or “Can it be done later in the day?”. By remaining friendly and helpful, you come across as professional without adding extra work to your plate.

3. Colleagues are hard to reach 

Working with unreachable colleagues can be frustrating. Instead of waiting for an answer via e-mail, schedule regular consultation moments. This way, you ensure that important information is exchanged in time and your work does not grind to a halt. Don't forget to agree on clear deadlines, too.

4. Unattainable deadlines 

Everyone has experienced it: a deadline that turns out to be unfeasible. The secret? Early communication. If you notice you are behind, discuss this with your manager immediately and suggest an alternative solution. For example, ‘I can't manage to complete this today, can anyone help?’. This prevents last-minute stress and shows that you are thinking ahead.

5. Falling back into inefficient habits 

Breaking old habits is hard, especially when you get distracted. Do you find yourself constantly reaching for your phone while trying to finish an e-mail? Put it on silent or set it aside.

No one is perfect, and it is okay to wander off sometimes, as long as you remain aware of your behaviour and correct it in time.

6. Ad-hoc tasks disrupt your to-do list 

Ad-hoc tasks are small, non-urgent tasks that recur frequently and can mess up your plans considerably. The solution? Think of your tasks as bricks and gravel. The ‘bricks’ are your most important and urgent tasks, the ‘gravel’ are the small, less important chores. If you are not careful, you will soon find yourself only working on the gravel. So always start with the bricks so that you really get down to your most important work. You can deal with the gravel later.

7. Poor planning from your manager 

Sometimes, your supervisor's poor schedule causes extra work. Dare to be honest if you have no room in your schedule. For example, suggest: ‘Can this be done tomorrow, as I don't have space today?’. Flexibility is good, but you are also allowed to set your limits. Good communication is key here. 

8. Constantly adjusting plans due to urgent tasks 

Unexpected urgent tasks can disrupt your day. Reserve a block of time daily for these unforeseen chores. It is important to have room in your diary to shift. At the end of the day, you can evaluate: was it really urgent, or could it have been avoided? This will help you plan and prioritise better.

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