Productivity is all about efficiency – doing more, faster and with less. And with increasing demands from today’s anytime, anywhere workplace, it is has never been more important.
To get the most out of your day, you need to focus on these three segments of your life:
Humans are notoriously poor multi-taskers, so managing your time is critical to improving productivity. The biggest time suck is unexpected (and usually unimportant) tasks. We all know that urge to read the email that just came in or to peek at the latest notification to pop up – an inclination psychologist Daniel Levitan, author of The Organized Mind, calls the novelty bias.
This unintentional task-switching eats up more time than you might think. University of California information scientist Gloria Mark found that it takes an average of 26 minutes to recover from trivial interruptions.
To avoid this, plan out your day and compartmentalise unexpected interruptions:
1. Start the day with structured ‘me time’: Go through email and social media updates that have piled up overnight and triage the backlog. Knock out quick responses and referrals, so other people can start working on tasks. Schedule the bigger tasks. And delete the stuff that is informational or not important.
2. Use commute time to complete co-ordination tasks: It’s crazy not to use commute time to winnow out time-intensive tasks. During my morning commute, I do a roundup of my external consultants – getting an update on open projects and finding out if they need assistance. By the time I arrive at the office, I have an accurate picture of my projects’ status.
3. Reduce all meeting times by 25 percent: You will get the same amount of work done, because so much time is wasted dealing with conference call setup and useless banter. (See this humorous video for a demonstration.) If you cut one five-person meeting per day from one hour down to 45 minutes, you will gain back 25 hours a month of work time. That’s roughly 300 hours a year – almost two months of work!
4. Schedule regular breaks during the day: Running from back-to-back meetings is not productive, because you get tired and lose focus. Block off time in your calendar and take breaks. Making these breaks a routine increases predictability, creating a regular schedule to keep your mind organised. If you can afford it, take a 10- to 20-minute power nap after lunch, too.
“Space” refers to your environment – your office locale as well as to your virtual space. Workspace may not be the final frontier, but it is an important element for increasing work productivity.
Here are a few space-related tips:
5. Work ‘offsite’ when it makes sense: When you need to write a document or research a topic, the absence of office interruptions will improve concentration. Some companies are finding that letting employees work from home has other advantages including reduced commute time, shorter lunch times and fewer sick days. See how you can apply documented strategies from Chinese travel site Ctrip, the AIIM and WordPress to your own work environment.
6. Consolidate the number of places you need to go for information: There are too many apps to navigate – email, microblogging tools like Yammer, chat tools like Lync, social media utilities like Twitter and LinkedIn and operational systems like SAP, Oracle and Salesforce. Make notifications from each application appear in one place.
7. Switch off pop-up notifications on mobile devices and on desktop: Don’t let applications interrupt your concentration with annoying popup messages. Shut them off. Now. And limit checking your email to set times during the day. You won’t regret it.
Put yourself in a position where you can focus on doing the right task for the moment:
8. Converse, don’t email: Pick up the phone or walk down the hall and talk directly to colleagues. For geographically remote folks, use chat. You can give precise direction and clear up misunderstandings quickly. The amount of time wasted perpetuating endless email threads is mindboggling – and the pointless mistakes generated.
9. Chop up big problems into smaller chunks: This will reduce the feeling of overload and the procrastination associated with taking on big jobs. One practical way to do this is to adopt Agile techniques for managing your work tasks. Born in the software development world, Agile’s big contribution to task management is breaking big jobs down into short sprints. Having a solution in hand throughout the process reduces the anxiety of tackling big jobs.
10. Use checklists for repetitive tasks to reduce errors: Particularly when you are overworked or are operating under time constraints, checklists keep you on track. For an excellent guide for using checklists, take a look at Atul Gawande’s The Checklist Manifesto.
This article was originally posted here on Entrepreneur.com.
(Infographic) 9 Productivity Mistakes You’re Making In The First 10 Minutes Of Your Day
From setting goals to drinking coffee, these bad morning habits might surprise you.
There are a number of things you’re probably doing every morning that are actually hindering your productivity.
If you’re an avid coffee drinker, you might be surprised to find out that drinking coffee between 8 and 10 a.m can make you more stressed throughout the day. That’s because caffeine early in the morning interferes with the time that the stress hormone, cortisol, is peaking in your body. It’s best to get your fix between 10 a.m. and 2 p.m.
When you get into the office and try to jump right into the top of your to-do list, you might find yourself confused and not very productive. When you don’t let your brain empty and refresh before starting a project or task, it loses a sense of control, becomes overwhelmed and ultimately, makes you less productive. Something else to avoid is checking email or social media right when you wake up. Typically, after checking your inbox, it takes a person at least 25 minutes to get back into a productive state. If you start your day off reading and responding to email after email, it will take you a long time to get back on track.
Another surprising mistake is setting self-imposed goals. Setting goals and deadlines for yourself might seem like an obvious productivity hack, but it turns out, that’s not the case. Instead, share your deadlines with others and you’ll feel more pressure and responsibility to get things done.
Check out resume.io’s infographic below for more productivity mistakes you’re likely making in the first 10 minutes of your day.
This article was originally posted here on Entrepreneur.com.
Workflow And Business Efficiency – 5 Strategies You Ignore At Your Peril
Emails alone don’t cut it as an efficient way to communicate with team members. You’re not still depending on email, are you?
An inefficient business can cost you a lot more than just growth – it can affect your revenue, too. According to a report by IDC, your business runs the risk of losing 20 to 30 percent of your revenue due to inefficient systems.
Unfortunately, many companies still struggle to implement the right systems to improve their workflow. Others have it worse, because they have no systems. In those situations, projects take ages to be completed, more time is spent on menial tasks and teams never seem to get enough done during work hours.
If that describes your company, your company’s profits may start to plummet, too.
Every successful business, then, has clearly defined systems to help the business run like clockwork. Improved workflow, better management and business efficiency save time, increase the bottom line and ensure a higher profit margin.
In fact, in an article on ContractZen, Tim Cummins, president of the International Association for Contract & Commercial Management, wrote that, “The average corporation could boost its bottom line by almost 10 percent if it invested in improving the quality of contracting.
For many companies – especially those in more complex, project-based industries – the prize could be much higher – perhaps as much as 15 percent.”
Related: Become A Life-Hacker
Unfortunately, some companies fail to provide systems that put users first, taking a negative toll on those companies’ workflow and efficiency. The good news is that they’re only five strategies away from turning this around:
1. Automate all you can
From email lists, bookkeeping, invoicing and contract management, to social media posts and payrolls, almost everything can be automated. For a business that aims to be more efficient, automation is a must.
Automation doesn’t just save you time, it can be the one strategy that can guarantee explosive growth and higher conversion rates. According to this Lead Generation Marketing Effectiveness study, 63 percent of companies polled that were outgrowing their competitors said they had automated their marketing.
Automating monotonous tasks that have to be repeated several times during the day helps you be more productive in tasks that require your personal attention.
2. Invest in customer-relationship management software
It’s not uncommon to find businesses that are barely able to keep up with their leads. Some waste hours hunting the low-quality leads instead of focusing their energy on those ready to buy. Here, a customer relationship management (CRM) solution linked to these businesspeople’s network phone system is a great way to enhance customer communications.
Customers value businesses that provide excellent customer service. A CRM solution increases the ability to keep track of customer information, monitor leads and provide efficient delivery. Businesses can provide for their customers’ needs faster and make effective business decisions. With CRM, businesses can also keep their focus on quality leads that will drastically improve conversion rates.
3. Set up a task-management system
Emails alone don’t cut it as an efficient way to communicate with team members. Email makes it difficult to carry everyone along. However, setting up task-management software like Slack, Trello or Asana makes it much easier to have everyone’s tasks in one place and ensure that everyone is carried along in the project.
Task-management software helps members of a team track their progress and ensure that everyone is working on their tasks.
4. Sync your calendar with that of everyone else on your team
How many times have you had to reschedule appointments because you didn’t know you had other meetings lined up for the day?
Aside from leaving negative impression in clients’ mind, this error makes you less productive. Having to go back and forth until you have settled on an appropriate date can be cumbersome especially when different time zones are involved. So, do this instead: Sync your personal calendar with your work calendar, and make sure that everyone in your team is synced to the latter, too.
This will ensure sure that everybody is “on the same page” in terms of appointments and deadlines. Google Calendar can help you do just that. Once everyone is synced up, any change in the calendar will be seen by everyone so they can manage their own appointments.
5. Block out chunks of time
Constant interruptions hamper your workflow. Imagine having to deal with turning over a project on a deadline while you’re stuck in a series of meetings throughout the day. It can get very difficult to focus on completing your most urgent tasks.
Block out chunks of time on your calendar for uninterrupted work. It’s better to schedule a series of meetings in one day than to spread them throughout the week.
If you’re creating content, block out one day to create all the content you’ll use for the week. That way your business will run more efficiently.
Related: 3 Reasons You Should Embrace Change
Wrapping it up
With the right strategies, you can turn your business around to make it efficient and lucrative. Automating your processes, setting up the right software and remaining focused on the tasks at hand will go a long way to help you do this. But just as with every good strategy, you need to remain consistent and give it time to do its magic.
This article was originally posted here on Entrepreneur.com.
How To Multitask Like Tim Ferriss, Randi Zuckerberg And Other Very Busy People
Nine entrepreneurs tell us how they get it all done.
Think you’re busy? Take a look at Guy Fieri‘s calendar. Or a U.S. Army general’s. Or an in-demand teenage actor’s. Or the CEO of a globally recognised company’s.
Some of the busiest people on the planet took time out of their days to tell us how they get it all done. Take note!
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