We usually perform repetitive tasks at work, such as checking emails, updating spreadsheets, entering data, and so on. However, devoting too much time to them might drain your vitality and creativity.
So, how do you manage routine tasks while also having time for the more creative aspects of your job? Here are some suggestions:
- Set time limits
Set clear time limits for daily tasks to avoid spending too much time on them. For example, if filing paperwork takes 30 minutes every week, commit to only spending 30 minutes on it each week. Reduce the amount of time you spend on routine activities gradually.
2. Outsource when possible
Some tasks can be delegated to save time. Data entry, administrative work, graphic design, and content writing are all prominent examples of tasks that are commonly outsourced. While outsourcing does require a budget, it can significantly free up your time for more innovative thinking and strategy.
3. Automate as much as possible
Routine tasks that just require a few steps and instructions are ideal candidates for automation. Look for opportunities to employ technology to automate monotonous tasks. For example, use spreadsheet formulas or macro-enabled templates for tasks like calculating taxes and commissions.
4. Break large tasks into small chunks
If you have a big project that you don’t want to devote a full day to, divide it into smaller portions that you can work on a little at a time. For example, if you need to organize 1000 images, schedule 30 minutes per day for a month to go through 100 of them. Breaking down major work into smaller portions also helps to prevent burnout.
5. Go for process optimization
Identify where there are inefficiencies in your repetitive processes and look for ways to optimize and streamline them. For instance, can I use any tools or checklists to expedite the process? Even minor process improvements might add up over time, freeing up more of your energy.
6. Schedule dedicated time blocks
Set aside specific time slots for repetitive work, preferably when your creativity is at its lowest. For example, schedule administrative tasks first thing in the morning, before your creative juices begin to flow. Stick to your time blocks and avoid letting routine tasks infiltrate your creative time.
7. Let go of perfectionism
Perfectionism can eat up time spent on regular chores. Remember that these are simply repetitive tasks that don’t require your undivided attention. Instead of getting fixated on minuscule details, do your work well enough and move on.
8. Out of sight, out of mind
Remove yourself physically from repetitive tasks between work sessions. Close spreadsheets, log out of administrative panels, and file documents. The less routine tasks you see outside of specified time blocks, the less mental clutter it will cause.
9. Assign priorities
Make a clear distinction between significant and insignificant jobs. By concentrating primarily on the most important things, you will have more time and mental energy for higher-priority tasks.
10. Form productive habits
Create daily or weekly practices that reduce the stress of routine jobs. For example, group similar tasks and complete them all at once to get them out of the way. Alternatively, start with the most dreaded repetitive task to get it out of the way. Productive habits can help you minimize the time and effort spent on your work.
