Strategies to Further Improve Your Work Productivity

 1. Undertake the most difficult thing first. As soon as you arrive at the office, you may be inclined to first check your emails, go through the day’s mail, or furrow through some easy admin activities. Instead, try doing the most challenging, trickiest (or least satisfying) action early in the day. You’ll be approaching it when your focus level is raised and your mind is sharp.

 2. Prepare for tomorrow at the close of today. Take 15 minutes at the end of every day to make tomorrow’s to-do list. This routine of preparing will give you the gift of focus, allowing you to get a jump-start the next morning. In a sense, you’re building a plan for the following day.

 3. Transfer all ideas, actions, and goals onto paper. Clear the muddle out of your brain by taking pen to paper (or fingers to keyboard) and make it possible for to-dos and brilliant ideas to become more tangible.

 4. Use your email proficiently. Avoid skimming emails and leaving them to act upon “later.” Instead, plan time just twice each day to check and handle emails. Go through each email message thoroughly, then act, file, delete, or forward.

 5. Enjoy a lunch break every day. You may not feel you have time for one, but schedule the time. Poor nutrition while at work is costing countries (and their businesses) up to 20% in lost work productivity! 

6. Become a proficient time estimator. Most undesirable activities don’t take as long as you think they will. And most enjoyable things tend to draw out a bit longer than you'd think. Have a timer to get an accurate measure of the exact time it takes to finish several different everyday tasks.

 7. Setup an effective work space. The standard office person spends 2,000 hours per year at her workspace. Make sure that space is easy to work by simply gathering things you use most often and housing them within effortless reach of your usual seatedea.

 8. Tackle paper effortlessly. Resolve to deal with your papers on a scheduled cycle. Whether first thing in the morning, at the end of the day, or somewhere in between, set aside 30 minutes each day so you don't end up with overwhelming piles.

 9. Be more efficient by avoiding distractions. Try using lower-energy hours as your open office hours so you don’t squander peak work productivity with distractions.

 10. Understand the many benefits of staying organized. Getting organized goes way beyond having a orderly and uncluttered space. By becoming more organized, you’ll not only help your business run more effective, but you’ll enjoy many personal benefits as well.

 11. Stop procrastinating. Break activities down into realistic-sized parts and write these down Each day’s achievements can give the motivation so you can keep going.

 12. Master how to say “no” and delegate. Take control of your schedule and tasks by creating a list of all your commitments, both daily and special undertakings. Even if it takes a little more effort on the front end to teach someone else, it may pay off by providing you increased time and energy to focus your attention on more substantive responsibilities.

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Tips How to Maximize Productivity

As you think about getting organized in your office, here are some tips to get you going. 


1.        Do the hardest thing first.  When you arrive at the office, you may be tempted to first check your messages, rifle through the day’s mail, or plow through some easy administrative tasks. Instead, try doing the hardest, most challenging (or least enjoyable) thing earlier in the day. You’ll be attacking it when your energy level is high and your mind is clear.

2.       Plan for tomorrow at the end of today. Take 15 minutes at the end of every day to create tomorrow’s to-do list. This habit of planning will give you the gift of focus, allowing you to get a jump-start the next morning. In a sense, you’re creating a map for the following day.

3.        Download all ideas, actions, and goals onto paper.  Clear the clutter out of your brain by taking pen to paper (or fingers to keyboard) and allow to-dos and brilliant ideas to become more concrete.

4.        Use your email effectively. Stop scanning emails and leaving them to deal with “later.” Instead, schedule time just twice each day to check and manage emails. Read each email message thoroughly, then act, file, delete, or pass along.

5.        Take a lunch break every day. You may not think you have time for one, but make the time. Poor diet on the job is costing countries (and their businesses) up to 20% in lost productivity!

6.        Become an expert time estimator. Most unpleasant tasks don’t take as long as you think they will. And most pleasant things tend to drag out a bit longer than you'd expect. Use a timer to get an accurate gauge of the real time it takes to accomplish a variety of routine responsibilities.

7.        Create an effective work area. The average office worker spends 2,000 hours per year at her desk. Make that space easy to use by gathering items that you use most frequently and storing them within easy reach of your usual seated position.

8.         Manage paper effectively. Resolve to deal with your papers on a regular basis. Whether first thing in the morning, at the end of the day, or somewhere in between, set aside 30 minutes each day so you don't end up with overwhelming piles.

9.         Be more productive by avoiding interruptions. Use your lower-energy hours as your open office hours so you don’t waste peak productivity periods with interruptions.

10.     Know the benefits of being organized. Getting organized goes way beyond having a neat and tidy space. By becoming more organized, you’ll not only help your business run better, but you’ll reap multiple personal rewards as well.

11.     Stop procrastinating.  Break tasks down into realistic-sized chunks and jot them. Each day’s successes will give you the drive to keep going.

12.     Learn to say “no” and delegate. Take control of your time and tasks by making a list of all your responsibilities, both daily and special projects. Even if it takes a little more time on the front end to train someone else, it may pay off by giving you more time to focus on larger responsibilities. 

My Source:

Anne McGurty
www.AnneMcGurty.com
Strategize & Organize
10401 North 52nd Street, #114
Paradise Valley, AZ  85253
(480) 442-2014

Anne is available as a consultant to help you improve your efficiencies in your office whether it is a home office or in a commercial environment.  She is also available virtually on Skype for coaching sessions.  If your human resources department is looking to implement an employee training program, Anne can customize a program for your organization.

Learn the Process How to Get Organized

I learned a long time ago that there has to be a system for working with each client. I have several areas we address, and not all clients need to address all areas. We focus on what makes sense to their situation. That being said, it’s kind of simple. As I ask in my keynote address, I pose the question, “What’s going on here?” What is happening is not always as obvious as they think it might be. In posing the question, we begin to dig deeper to ultimately identify root causes. The question registers in their mind that something’s not working.

Then we go about “checking in” by using assessment tools. Once they check in with themselves, we are able to identify the problem or problems. In my book Lost In Your Own Office, I give tips for focusing on some main areas common to most of my clients:

·         Space

An inefficient work-space can significantly impact your productivity. Studies show that each year 1.8 million workers develop injuries related to ergonomic factors. That translates into an annual productivity cost of more than $60 billion. 

·         Paper and files

o    Pilers and filers

Everyone has their own work style, and these work styles have now expanded to virtual workspaces. Creating systems to store information—paper and electronic—and make it easily accessible are an ever-increasing demand for all businesses. As I mentioned previously, the average person spends 150 hours retrieving or redoing misplaced information. 

o    Contact information

When I wrote my book, social media hadn’t really been in everyday conversations, so I focused primarily on managing business cards and creating systems to maintain relationships. Today, however, contacts and depositories for their data are multiplying. People not only have business cards, customer databases, such as Outlook, they also have LinkedIn profiles, Facebook, Twitter, and now Google+.  Managing relationships is probably one of the most critical parts of running a business. So, having systems to manage contacts is part of being well organized.

·         Time management

This area is more about priorities. We all have the same amount of time, so it really can’t be managed. Most clients can benefit by evaluating their life passions and looking at what they really want out of life. I can then help them address their commitment to focus their time on what really matters.

·         The stuff

This means clearing the clutter. “Containerizing” what is essential along with simplifying or eliminating what’s not necessary.

·         Email

This pertains to synchronization to a central location, such as your smart phones. It also involves making decisions on how and when to address email along with learning how to use email as a tool rather than the driver of your daily business.

·         Maintenance

How are you going to do your business and your life differently so that you can stay on the path of organization and improved personal productivity? My coaching programs may kick in at this point to set up a long-term relationship of accountability and address new goals as my client’s life priorities and interests change.

My experience with clients is that each of these areas are common denominators and once we assess them, then we get the right key (tool or process) to improve that area of inefficiency. Hotel keys come in all sizes and styles—some are simple manual keys, some are more sophisticated electronic card keys. It’s the same with organization and productivity solutions. Depending on the sophistication or style of your environment, you’ll need a key that is best for you. 

Once my clients have the right key, then they can freely open the door to the opportunity for relaxation (or at the very least, the opportunity for better efficiency). Finding the right solution for each of the main areas allows the client to move forward and get the relief they need so they can check out at times. In the business sense, it means checking out of the office for a break. 

This article is an excerpt from my book, Concrete Jungle, co-authored by Bob Proctor.

Visit www.strategizeandorganize.com to learn more about consulting services or to book Anne as a speaker.

What Do You Need to Get from Point A to Point B

In an interview, I was asked, "Once you get the client to understand that they are losing money through lack of productivity, how do you address their problems?"  You may be thinking the same thing and wonder how it applies to your business.  You may think each scenario would be different, because each industry or business has their proprietary ways of doing things. 

Ironically there’s a common thread to the majority, if not all, work environments. There are generic checklists for general areas to address, no matter what industry or size. Very quickly, we are able to identify where there are missing links. We then refine the checklists to address their specifics.

I heard a story that I incorporate into my basic “getting organized” training. If you have a car sitting in the garage and it has three flat tires, a dead battery, and expired plates, chances are you’re not going to be using it. People often have stuff in their office, or even staff in their office, that are just taking space and not being fully utilized. They throw ideas at the employee to get them motivated, hoping they’ll be more productive, and they are surprised when it doesn't help. If you compare that scenario to the stranded car in the garage, it would be the equivalent of getting a new battery. Sure, the car will start and sound alive. The question is, how far will it go when the tires are still flat? And what other problems would you encounter with those expired plates? The key is to continually look at the big picture while working with a client. Understanding and assessing where they want to go and what resources they have to get there gives you a foundation to start. This holds true for all businesses and industries.

This blogpost is an excerpt from my book, Concrete Jungle, Survival Secrets for the Real World.  Co-authored by Bob Proctor.

Order it today at http://www.annemcgurty.com/annes-tip-booklet.htm

http://www.strategizeandorganize.com
(303) 881-0174
(480) 442-2014