What can you do before 4pm to end your workday on a solid note?
Here’s a familiar scenario: it’s the last hour of the workday and you’re scrambling around, trying to submit deadlines, respond to timely emails—all with one foot out the door.
Or, you’re just about to head out the door, excited to get a headstart on your evening commute, when a colleague rushes over to you with a last minute request.
The last hour of the workday doesn’t always have to be so chaotic and stressful. There are things we can do throughout the day to manage our time better and to ensure that we’re not saving all of our important work until the end.
And while we can’t always predict last minute requests, we can make an effort to plan ahead. This way, we can be flexible when emergencies inevitably arise.
Here are four things you can do before 4pm to make the last hour of your work day a productive and stress-free one.
Define your top 3 priorities for the day
It’s 9am and your inbox is already flooded with emails and you’re getting pulled in a million different directions.
Your boss wants a status update. Your coworker needs your help with a project. Your colleague in another department wants to pick your brain. You’re trying to meet all of their needs while also managing the work on your own plate.
To stay on the front foot of your day, make sure to define your top 3 priorities before you even enter the office.
- What do you need to accomplish today?
- What would you love to get a headstart on?
- What could really use your attention?
By identifying your top priorities, you’ll know exactly what you need to do and what you can postpone or delegate. And you won’t spend your entire day meeting other people’s priorities.
So, before you even check your work email in the morning, write down the top 3 things that you want to spend your time and energy on. For example, maybe you really want to finish a draft of a report. Or you want to have a one-on-one with your boss. Or you want to meet with a colleague to hammer out details for an event.
Now you’ll have a framework for the day ahead. Stick to the work that aligns with your priorities and filter out the rest.
Obviously, priorities shift, and people will need your time and attention. But, by defining your priorities, and working on them throughout the day, you’ll have the flexibility to accommodate other requests.
Send important emails in the first half of the day
You have an important email that requires a response from your boss or colleagues.
- You need to get your manager’s feedback on a report before circulating to the entire office.
- You need to submit an invoice to the accounts team to ensure a vendor gets paid.
- You need important information from a colleague in order to move forward on a project.
If you want people to respond to your emails, you need to think about the timing of your messages. In other words, when you send your emails is just as important as what you write in them.
Think about it: if you’re sending messages late in the day, you might not hear from the other person until the following day or even later in the week. And if your work depends on the recipient’s response, you need to make sure that they see your emails on time. You don’t want to be sending urgent emails at 4pm when people are busy trying to tie up their own loose ends and eager to head out the door.
To make your emails more effective, send important emails before noon so that the recipient has had time to go through their inbox, absorb the information in your message, and do the necessary action.
Obviously, not all emails can be sent at a specific time. But if you know that you need someone to look at a report or approve a contract, and if your boss has limited time, then send those important emails earlier in the day.
Disconnect from work
We all know how important it is to leave the office and get some fresh air. But, when you’re stressed, you’re more likely to ignore what’s good for you, and work through the day.
Don’t wait until 4pm to finally get up from your desk. If you actually want to do good work and protect your well-being, leave your desk throughout the day. Go out for a tea break with your coworker. Eat lunch outside with your coworkers. Walk outside for 10 or 15 minutes.
And if you’re worried about being behind on your work, remember: taking breaks is good for you. You’ll think much more clearly and effectively once you’ve given your mind and body a break.
Create a game plan for tomorrow
In the late afternoon, you’ll want to start thinking about your game plan for tomorrow. This way, you can get all your ducks in a row and get a headstart.
Go through your current to-do list. What did you get done? What did you not get around to doing? What to-dos are still pending?
Then, start thinking about any new assignments, tasks, deadlines that have come in.
Which of these items require your time and action the next day? Which can wait for the day after or later on in the week?
Next, start thinking about the projects and deadlines that are coming up on the horizon. Any big reports that are due at the end of the month? Any events that need planning? Or meetings that require preparation? Write down a list of things you can do tomorrow to help you take a bite out of those big, long-term projects.
What you do before 4pm can help you end the day with a big sense of accomplishment and set you up for success the next day.
