Workplace Efficiency
Everyone has heard it before, "work smarter, not harder". If only we could only tell our brains to do this all the time, then I'd be more productive! There are many different things that technology can help with. Many of us usually jump in and say, "Why don't we just have a computer do that?". I like to take a step back and always ask if it is worth it. Do we really need the computer to do that task or process? The following are some things I try when I know time is of the essence and productivity must be at the maximum output, before looking to technology.
Forget Multi-Tasking!
We always get in a pinch and try to do things all at once. Multi-tasking is a myth and technically doesn't exist in a computing standpoint. Every time you switch from one task to another without finishing first, you are wasting time. Slow down and concentrate on one task at a time. Write down the tasks or things needing attention on a list for starters.
Prioritize
After concentrating on one task at a time, I prioritize the list of things needing work. I even make it impossible for me to move on to number two until number one is complete on the list. No skipping. No cheating. If a new task comes onto my plate, I evaluate where it should be placed and move tasks down the priority list if necessary.
A Thought on Cell Phones
We must always evaluate our needs as business progresses. Cell phones are a great asset when they are used correctly, but they can also cripple a business. How many times have you been trying to get something done, but the phone keeps ringing off the hook? Cell phones come with this notion that they must be answered immediately.
When you are working hard at typing a report, closing the books, checking an order status, or doing day to day activities; a five minute conversation could derail you from your job at hand. Studies also show that it can take up to 15 minutes to concentrate on your original task again! Talk about a quick conversation taking longer than expected.
Put the phone down and keep the nose to the grind-stone when push comes to shove. See if your cell phone can ring when supervisors call it and vibrate when a normal co-worker calls. I just silent it for an hour and check it at the top of the hour while customer calls are set to always ring through.
Email
Ever hear of 'Inbox-Zero'? It is when your inbox has no mail in it. I once thought this was impossible looking at the thousands of emails in my inbox. I literally spent two hours going through and deleting and sorting through the email waste-lands. I was not worried about clicking 'unsubscribe', just wading my way through to achieve this unsurmountable feat.
Phew! After all those clicks and talking to myself I did it. Oh-uh, I forgot one thing... they come back! I made it my goal to unsubscribe to things I don't even read or to setup a rule so they automatically go to a folder and I can read them.
Emails are dealt with as they come in, unless I am dealing with business. Emails are similar to the phone if other things are pressing, they are checked and dealt with at the top of the hour.
15 minutes prior to the end of the day I shut down everything else I am working on except for my email and sort out, delete and respond to important emails. It is a good closer and it keeps the mailbox clean.
In Closing
It is always easy to loose track of what is more important when it seems that all of your customers are calling looking for a quick fix. It is human nature to take the path of least resistance, but you cannot do everything on your own. If you constantly find yourself falling behind then it may be time to hire additional personnel... or an assistant!
What are some of the tools you use to keep your sanity during the work day?