As a designer at F8 Creates, I am always having to manage and work on multiple projects at the same time. It can be so easy for my task list to keep growing so it’s crucial I manage my workload in order to meet deadlines and client expectations. With some trial and error, I have managed to figure out different systems which helps me to manage my day to day tasks and improve my time management. I thought I would share some of my methods to help you manage your workload or at least inspire you to create your own systems.
Keep your email inbox clear/empty
Emails are an essential part of most people’s jobs in order to communicate with clients, potential clients and fellow employees. It is so easy for your inbox to get longer and longer and before you know it there is so much to answer that it can feel overwhelming. Are you one of those people who has 5,000 emails in their inbox? Doesn’t that stress you out? It takes seconds to archive an email you don’t need anymore! It sounds obvious but just keep your inbox as clear as possible. If you have answered an email, don’t leave it in your inbox, either archive it or create a folder to place it in. Keeping emails lying around in your inbox can make it seem like there is a lot more to answer then you think.
Use project management software
At F8, we use software called Asana which helps us easily create tasks within projects that can be set due dates and ticked off when completed. I don’t go a day without using Asana because it is essentially my to do list every day and seriously helps with my time management. If I don’t tick off all my tasks I have set for a certain day then I am going to fall behind and miss deadlines. As a team, we are able to view all our projects as a whole and see when the next project can be scheduled in and completed amongst our current projects. Asana is just one of many project management systems out there but I would highly recommend trying one out because it will change your working life.
Improve your time management by setting realistic goals
Setting goals for yourself can be a great way to prioritise your workload and get things done within the deadlines set. At F8, we set ourselves weekly goals which we want and need to get completed in order to meet deadlines. We just write a simple list of things we want to get done by the end of week and nothing else takes priority over those things. Setting goals doesn’t need to be a weekly thing, you could write daily, monthly or even yearly goals too. The most important thing is to be realistic, of course aim high, but make sure you can actually achieve the goals you set for yourself.
Set expectations
When your workload starts to increase, the hardest thing to do is to try and keep everyone happy. I try my very best to keep all our clients happy at F8 but sometimes it can be impossible to do the things they need as soon as they ask for it. A valuable skill I have learnt is to set expectations, don’t be afraid to say no. If your to do list is mounting up and you have new and existing clients wanting you to do things for them then just be honest and say you’re very busy but can get the work scheduled in for a later date. Going back to using Asana, if you keep your daily lists realistic and manageable then you should be able to find a slot for each client and let them know when their work will be completed.
Take breaks
When feeling stressed and overwhelmed, it can be easy to feel like you can’t step away from your computer or paperwork. Being a designer, I have my own Instagram account so when I need to step away from what I am doing for 10 minutes I will have a scroll through Instagram to have a breather. After that 10 minutes, I feel relaxed and refreshed to go again. Go on a short walk, browse through your social media accounts or even just shut your eyes for 5 minutes, just find and do the things that relax you and then you will have a clear mind to go again. The things I have mentioned above are very much things I do to improve my time management, but everyone is different so just find the systems that work for you. Try new systems and softwares out until you find the one that works best for you.
If your workload is getting the better of you and you don’t know where to start then just drop me an email to lewis@f8creates.com and I would be more than happy to help.
