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There are a lot of things that can distract you or your employees from actually getting work done... This is usually considered a bad thing. Some common time-wasters include disorganization, interruptions by others, and procrastination. Other things that can take up time are emails, phone calls, paperwork, and surfing the internet.
Some of these things you'll recognize as definite trouble spots. Others are less obvious -- of course you have to handle emails, paperwork, and phone calls for business, and some businesses require researching online. But back to the first item I mentioned, disorganization... If you don't have an organized approach to emails, phone calls, and internet usage, they can be some of the worst time-wasters of all.
Get Organized!
• Make a list of action items for the day. Prioritize it. If necessary, break each action item into smaller tasks.
• Only handle documents ONCE if possible. This includes emails. If an item requires action, add it to your list, along with relevant details for accomplishing the task. Then file the document.
• Your inbox is NOT a filing cabinet. Valuable time can be wasted searching through hundreds of emails to find the information you need. Clean it up! Sort emails into folders either according to category or sender. This can also apply to your Sent folder -- keep related emails together, and you'll spend far less time searching for that email you sent to so-and-so, and what they replied.
• Keep your desk organized. This doesn't mean anyone else has to understand your organization, but you should be able to know where anything on your desk is at a given moment, without hunting through stacks of memos or digging through drawers. And you should be able to tell someone else where to find a document if you're away. De-clutter it.
• File it or toss it! Is it something you may need to reference in the future? File it as soon as you've finished any actions related to the document. Otherwise, get rid of it.
Prepare for and Schedule Phone Calls.
One of the worst time-wasters with phone calls is having to call someone back because you forgot something. Playing phone tag wastes a lot of time, and can delay projects. Use these tips to help you be more productive on the phone.
• Know what exactly it is that you need to accomplish with the call. Do you need more info? Are you providing info?
• Have a bullet-point list of the information you need to find out or impart. Use your list of action items for reference.
• Take notes on the conversation. File these appropriately once you've taken the necessary action.
• Know the hours that the person you are calling is likely to be available.
• Make an appointment to call someone back if possible. This way, they'll be available and expecting your call.
Curb the Interruptions!
Interruptions by others can be distracting, can cause you to lose a train of thought, and can stop you from doing the work you need to finish.
• If possible, ask others to drop you a note or email with the information or question, so that you can appropriately gather the information you will need and respond.
• If it's a social interruption, politely let them know that you are in the middle of such-and-such a task at the moment, but you'll be happy to discuss it with them on their lunch/break/after work.
Stop Procrastinating!
There are varying reasons that we procrastinate. Some of us feel we work better under pressure. Sometimes we have other priorities that are more urgent. Sometimes we are overwhelmed or just don't know where to start.
• Be organized. Know what needs to be done, what tasks are involved, and what priority is set on it.
• If you work better under pressure, then set yourself new goals or deadlines. This is a great idea anyways, as it gives you time to go back over it to make sure it is complete and accurate.
• Learn how to say NO. If you already have several things on your plate, you may need to turn down additional projects until at least some of your existing projects are completed.
• Learn to delegate. If you can focus on certain tasks of a project while having someone else focus on other tasks, it can become that much more manageable. Know when to delegate.
Watch the Internet Usage...
Being organized can help with this, because you'll already know what you need to accomplish. Some other helpful tips are to set a time limit on how long you'll spend looking for certain information, and to have a list you can check off when you've found each item. Avoid getting distracted by unrelated articles.
Learn When to Take a Break!
Especially if you're one of those who works through their breaks and lunches....
• Your body needs to get up and move around -- it improves circulation and alertness, and stretches tired muscles.
• Your mind needs time to refresh itself. Taking a break can help you be more focused when you return to the task at hand. Let your mind process in the background for a few minutes, while you meditate, listen to music, talk to a friend. • Stimulate your brain -- brainstorm, do a quiz or a puzzle. These can help you break through mental blocks.
Need help with getting organized?
Not sure how to set up your filing system or Inbox?
Have too much to do, and not enough time to do it?
I can help!
I provide many services to small businesses and individuals to assist them in getting their day-to-day business done. Check out what I offer on my website: http://www.grayceworks.com or email me for more information: grayce@grayceworks.com
(this article is copyright (c) 2008 grayCe WORKS small business solutions(TM). All rights reserved. for republishing information or how to get content for your website or newsletter, contact grayce@grayceworks.com)
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