Receptionists are essential personnel in many businesses and organizations as they create a lasting first impression on visitors. The hybrid working environment allows for remote and office-based work, but Receptionists will still prove to be highly important for upholding the company’s image. The demands of life can lead to feeling overwhelmed since there doesn’t seem to be enough time in the day. One way to ease this stress is by organizing your tasks and focusing on what’s important. Doing so will help improve work performance and reduce anxiety.

• Prepare in advance.

Before you go to sleep, it is beneficial to make a plan for the following day if you have some idea of what you need to do. Draft a list of what needs to be done at work and calculate an estimate for how much time each activity will take. Incorporate projects, assignments and even mundane tasks like getting ready in the morning or bringing your own lunch. The more organized the plan is, the easier it will be to stick to it; preparing your meals ahead of time so you don’t have to decide what type of fast food to get and allotting adequate amount of time during your morning routine will lessen the chance of forgetting things at home or arriving late.

• Be prepared to reassess.

Even though you may believe your day is totally arranged, fresh tasks and timelines can still appear throughout the day. Should this occur, remain composed and carefully evaluate your day. You need to spend some time readjusting your routine accordingly and deciding how you will go about finishing your new tasks. You might think you don’t possess the time to take a pause and contemplate how to manage everything, but trust me; spending 30 minutes to arrange will be beneficial in due course; you will actually spare time as you understand how to tackle whatever purpose comes up easily.

• Prioritize what needs to be done.

It is critical to prioritize your projects when organizing your day. Initially, focus on the most complicated, meaningful, or time-sensitive pieces of work that have to be finished correctly. Once these are done, you can rest assured knowing you don’t have to think about them for the remainder of the day. Schedule in all other tasks later on including setting apart particular periods of time for answering calls and emails; stick to those intervals to forestall pointless distraction (this means abstaining from your cell Phone too!). You may find it hard not to reply promptly to an email the moment you understand the mail image appear at the edge of your computer.

• Divide it into pieces.

It’s helpful to break down projects into individual tasks when prioritizing and scheduling. Doing this can help you plan out your day more effectively and prevent feeling overwhelmed from the size of what needs to be accomplished. For instance, which of these statements sound better? When I think about planning an entire in-service for my company, on top of my everyday duties, it causes my heart to race.

• Have your calendar nearby.

Some might find it outdated, but I cling to my paper-made annual planner. In fact, I have a bigger one in my home office and a lighter one which I keep in my bag. Even though my phone alert system is of evident help to keep up with appointments (it even takes travel times into account), there is still something gratifying about manually tracking what I need to do. Also, it is simpler for me to take a look at the whole month’s activities on my planner than flipping through the calendar on my phone, avoiding the risk of overlooking important stuff or double booking myself. Plus, if I’m talking on the phone while searching for an appointment date that works for both parties, then having access to the schedule right at hand helps me make sure that that date fits with mine. For this reason, entering everything on digital and paper calendars has become an infallible method for me to plan ahead; maybe it’s something you ought to give it a shot too.

• Maintain an orderly desktop.

Having your to-do lists and timetable in check is all fine and good, but for you to perform at your peak your desk should also be in order. With an orderly workplace, your thoughts will be more well-structured too which means lesser amounts of stress. And if everything has its rightful place it’ll always be readily accessible instead of rummaging through cluttered drawers or heaps of paper just to find what you need. Include in your weekly agenda a slot for desk reorganization—probably on less bustling Fridays so you can begin the week fresh, literally.

• Do not interrupt.

If you’re facing a big deadline or need privacy while working, don’t hesitate to put up a “Do Not Disturb” sign. To ensure I stay focused and give full attention to my colleagues, I arrange for meetings at times that work for both of us.

• Refuse any offers that you don’t want to accept.

We all feel the pull to be dutiful, but often times being consummately cooperative can leave one feelings burdened. It is simply not an option to state ‘yes’ in response to everything. To handle your time efficiently, it is occasionally necessary to say no. Decide which errands are most vital and will bring forth the greatest effect on you and your work, then affirm those; refuse the rest. You can refute propositions politely or kindly defer them for a future occasion. If there is a profusion of items that you absolutely must do, try delegating some tasks.

• Don’t be scared to assign tasks to others.

To properly delegate, speaking with the members of your team in a civil fashion and elucidating how you are feeling is the best approach. This is often more successful compared to merely telling someone “You need to support me on this.” If you take the time to explain why you call for their help and what influence they hold, they will likely be pleased to pitch in. When asking for assistance, however, one ought to believe that others can accomplish the task given. If it feels as if oversight is essential because of its significance, maybe delegating isn’t recommended at all.

• Think deeply about the situation.

As you end the day and wrap up each project, take time to ponder on what was achieved. Determine which parts went well and which didn’t? Were the deadlines feasible or should they be modified for the next task? Did you finally accomplish your objective? By reassessing, resetting your timeline and strategizing, you will be better positioned for success in the future. Notably, as you reflect make sure to stay open-minded as life is a learning journey where some errors are allowed. As long as you keep growing and educating yourself, you will become better every step of the way.

Concluding remarks

Are you familiar with effective time management? Take this test to assess your prioritization, goal setting, scheduling and other skills. Furthermore, you can use the results of the quiz to enhance your career by improving any weak areas.