Robert Smith of recruitment consultant Hays Montrose explains how to maximise your productivity
For most of us, the 40-hour week is a myth. In fact, one third of UK workers now put in more than 48 hours every week. However, working faster, or working longer hours, does not necessarily save time, and it has been proved that a nine-to-fiver’s productivity is higher than that of a person who works from 8am to 8pm. But with modern company culture dictating that leaving on time means you are not pulling your weight, working an eight-hour day is simply not an option. So, how can you make the best use of the working day without burning out?

Monitor your day Compile a list of your activities and how long they take. This will give you a good idea of where your day goes. Look at how much time you spend on routine tasks compared with how long you spend on planning and development. If you spend most of your time on routine jobs, learn to delegate.

Delegate Always consider whether you should delegate tasks to others. We’re all guilty of assuming that it takes longer to teach someone to do something than to do it ourselves, but that is not productive in the long term. Just be certain that the person you give the task to has the right skills and knows exactly what you want done and when. Offer advice, but let them do the job in their own way; it may be better than yours.

Be flexible The working day is a constant stream of new information. Every time you receive information, it will change a task’s importance. It may push an urgent job off your critical list. When you receive new information, reassess your priorities.

Be realistic There is nothing more stressful than exaggerated expectations, so be realistic about what you can achieve in a given period. You won’t be doing yourself any favours by embarking on a punishing schedule that you cannot maintain. And if you demand too much from your colleagues, you will become frustrated and they will become demoralised.

Plan your day around your energy levels Work with your natural peaks and troughs, not against them. Reserve your most important tasks for the times when you are at your physical and mental peak. When you become tired, your concentration levels and productivity will drop; take a few minutes to relax. The average person can only concentrate for one hour.

Reserve your most important tasks for the times when you are at your physical and mental peak

Compile a to-do list This should be consulted at the start of every day. Cross off each task as you complete it and review the list for the next day before you leave work.

Improve your working environment Your desk is an assembly line and should be arranged as such, with raw materials such as paper and stationery at one end, processing (you) in the middle and the finished article on the other side. Keep your desk clear of everything but the job in hand, and clear up at the end of each day.

Avoid interruptions There are times when you need to be left alone. Screen your phone calls if you can. Body language speaks volumes, so keep your body turned away from visitors and your pen poised.

If someone follows you to your desk, remain standing. Make yourself as invisible as possible by placing yourself behind a monitor, or out of view of the door.