We are all seeking ways to improve the productivity of our work forces. We recognize that increased productivity means increased profits. But how many of us are looking to increase our own personal productivity. Sometimes we get too focused on our work force and fail to realize that we can have a bigger impact on our company or department’s productivity by improving our personal productivity.
There never seems to be enough time to get everything done at work, or at home. I’ve found that there are several good work habits that you can employ to make yourself more efficient and stay on task. Numerous time management experts have identified a wide variety of work habits that can help you become more productive. This article is the first of a two part series listing the main habits that I have found to help me improve my efficiency.
- Never touch things twice: If you can’t fix it right away, set it aside in a designated file and schedule time to address it. This tip encourages you to have files for projects or tasks that you have to complete. It allows you to clear your desk from those stacks of half completed work that always seem to get in the way. This practice also encourages you to schedule your tasks and to prioritize them or re-prioritize them regularly.
- Get ready for Tomorrow before you leave the office: Look at tomorrow’s tasks and prioritize them before you leave. You will come to work ready to start with a list of things to address. This tip will allow you to put in perspective the work that comes to you that day. It will help you to avoid seeing those jobs immediately in front of you as the “crisis du jour”.
- Stick to the Schedule during meetings; Have a meeting agenda in advance and make sure everyone sees this agenda. When people start to drift off the meeting topic it gives you a reason to redirect them to the task at hand. I could write an entire article on meetings and meeting control!
- Only check e-mail at Designated times; Schedule time to read and reply to e-mails: Some managers use the “Dr. Pepper” schedule and read their e-mails at 10 AM, 2 PM and 4 PM. Nobody can complain that you aren’t replying fast enough with this schedule. Sometimes you may want to read an e-mail but delay your reply for another day. This will allow you to compose your reply without emotion or to fully research your reply.
- Restrict replies only to those who need to know. You should avoid as much as possible the “Reply to All” button. Sending your reply to a select few people who need to know will reduce inter-office conflicts.
- E-mail etiquette criteria: Every e-mail you write should have 3 criteria: It should be true; it should be necessary; and it should be polite. If it doesn’t fit these criteria wait a day to re-write it and then send it.
- You may also set up a specific time to respond to e-mails. Deal with these e-mails in one batch each day.
5. Weed out distractions: such as Social Media tools; Look at social media on your own time. It is the main distraction of your work time. If you are finding yourself falling behind in your work, uninstall your Facebook or other social media app. This will be a reminder that social networking is not crucial at this time.
6. Set Goals for yourself: Goals should be specific and should be written down. Set a deadline for these goals. If they are important enough to be written goals they should have a completion date. Keep this list of goals and deadlines where you can see it and refer to it regularly during the day. When you have completed a goal give yourself a reward. It doesn’t have to be big, just a positive reminder that you have succeeded in your task.
7. Get enough sleep: Ben Franklin’s Poor Richard wasn’t kidding when he said “Early to bed and early to rise makes a man healthy, wealthy and wise.” It has been proven time and again in numerous studies that a lack of sleep will severely reduce your productivity and the quality of your work.
This topic will continue in next month’s e-bulletin. But if you try some of these suggestions and find that they work, let me know. If you have questions or problems you can also contact me at jptate@cogentmr.com.
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