This is Part II of Supercharged Productivity. The first part showed a list of common sense productivity guidelines that will help us get that first step.
Today we shall be discussing the things we can do in a business environment to charge up our productivity. All these minor things make the difference of going home early or staying late making up for unproductive hours during the day.
On our desk :
Shoot and shoot — I am fun of playing basketball. Every time I feel a non-confidential document will not be needed anymore I crumple and shoot them straight to the trash can.
Archive Files — I make sure I archive the files that would prove useful in the future. Most often I scan and keep them accessible for easy searching.
Vacuum them up — At the end of the day; I always clear my desk up. This simplifies the next day’s work activity.
Instant Access — Be sure to organize your things in a way that will give you immediate access to files needed. It’s embarrassing to have your boss in front of you waiting for a document while you look for a needle in the haystack.
Kick off sentimental Items — Don’t turn your office desk into a bedroom table. Avoid pictures or anything emotional to keep your eyes glued on them. One item may be placed for inspiration to boost you up. But again let your mind focus.
Utilize software programs — Look at your computer’s accessories or utilities section and see what you can use like — calculator, notepad, sticky notes, etc.
You have got mail — Avoid joining email distribution lists that does not concern you unless if it’s an office policy. They fill up your inbox and take a little of your item either reading or deleting.
On our relationship:
Manage expectation — Do not accept work or tasks that can jeopardize your timeline and deadlines.
Network — Know the important people that may help you in a day to day basis and add them in your messenger.
Perfection is expensive — Sometimes we need to deliver the minimum requirements to meet our goals. Pushing for perfection could lead to unnecessary time overhead.
Targeted email — Email people that are concerned in your message and not the entire room. The last things we need are unnecessary responses.
Straight talk — Avoid beating the bush. This wastes you and other’s time.
Listen, clarify and understand — Get it the first time around and avoid repetition of instructions.
Don’t be a saviors — Don’t be superman saving everyone in distress signal.
Teach people to solve their own problem — Give them food and they live for one day. Teach them to catch fish and they eat a lifetime.
Got a minute? means more time. — Don’t get caught with the minute thing. It means more than that.
Meet people at the door. — Visitors should be met outside instead of having them go inside. This saves a lot of time. And besides offices should not allow visitors in the working area.
Learn to cut conversations politely — Do not let people tell you their lives. Learn the art of ending conversations quickly and politely.
Location — If you could choose a desk that is away from aisle, doors, etc. the better.
Boss-Staff management — Conversations with the boss and staff should be planned ahead. Both parties should prepare all their questions to avoid distractions from time to time.
Avoid “Stop Signs” — Do not put pictures, food or anything that could have people stop by and have a chat with you.
Getting Organized: Learning How to Focus, Organize and Prioritize