7 secrets to enhancing its efficiency
We all need more time. But where can I get it? The answer is to prove its effectiveness to the limit. Let’s face it: one of the most valuable commodities in the life of any busy person is time. No matter how we would like to include additional hours on the day modern science has not yet learned. Therefore, the myth of the 25-hour day in the foreseeable future will remain a myth. So how can we stretch the time despite the fact that the total number of hours is the same for everyone? Efficiency. In short, we can’t create extra time, but we will be able to improve the efficiency of the limited time we have available.
Here’s how to do it:
1. Set yourself goals for each day
One of the best ways to increase your efficiency is to set daily goals for yourself. Every morning before starting work make a list of tasks you would like or have to perform during working hours. Arrange them in order of priority. Depending on how much you take each task on your list may contain two tasks and ten. After compiling, use the list as a reference guide to help you to concentrate during the day, moving to fulfill their tasks. Keep the list in sight and easily accessible on your desktop as a constant reminder of the tasks you want to accomplish for each day. As it reaches each of its predetermined goals and expunged them from the list. If you fail to achieve a certain goal, move it the next day. Such a simple set up and monitoring daily tasks are incredibly efficient to enhance your performance.
If your state allows you to delegate responsibility, so you do. Too often we are bound by the belief that only we are able to perform a certain task or to execute it successfully. Throughout my career, I especially suffered from this false belief. At some stage I self-published all his letters, despite the fact that I had a Secretary whose job was to do that for me. Then I thought it would take me more time to explain to her what must be included in the letter than it is to write it as I did.
The art of delegation of authority comes with time, but you should try to consider everyone. The consciousness that the task cannot be delegated to another person to talk more about the desire to keep everything under control, than about the actual impossibility of delegation. Why waste two hours of work if you can for ten minutes to make detailed instructions and to transfer the project to fulfill another person? Accordingly, if you have an employee to whom you can delegate part of their duties, learn how to do it and bring this skill to perfection.
3. Let the phone ring. Leave emails unanswered
You are immersed in the solution of problems associated with the implementation of one of the assigned to date task. The phone rings. You are responsible. On the opposite side your partner wants to discuss an important issue, but not related to the issue under consideration. The conversation lasts only three minutes and is terminated. However, when you return to the interrupted work, you need to get my thoughts in order, to remember what you have done, and finally return to his business.
Don’t think that this quick telephone conversation cost you only three minutes of abstract attention. It cost you a loss of concentration, three minutes and, finally, the time you spent remembering what you have done, and pererastayut for a specific project that you were doing before you interrupted. In General, this three-minute call, depending on the complexity raised in this issues could cost you six, seven, even ten minutes!
If your work allows it, keep your concentration. Turn off your phone or lower the ringer volume so you are not distracted, or simply do not answer the phone if the caller’s name on the caller ID is not associated with term problems. You will be surprised how you can improve your efficiency, simply allowing callers to leave a voice message, and then responding to them all at the end of the day.
However, don’t stop there. The same policy can be applied to email. Emails that require urgent perusal and immediate response, can be counted on the fingers. So leave your mail unattended. Let her wait. She will not disappear while you are engaged in the work. As with calls, just make time during the day or two, if you want to reply to your email. Again, rejecting such permanent obstacles, you will substantially increase the efficiency of tasks from your list.
4. Close your doors
Phone calls and email are not the only obstacles in modern office life. Employees can also lose your effectiveness. In the past, when I worked at a large law firm in Washington, D.C., I always have to refer to one of the leading partners in his big corner office. Every time, almost without exception, when I walked into his office, he sighed, rolled his eyes and growled, «Yes, what do you want?» In the first year of working at this firm I blamed this fact on his quarrelsome nature and sadistic pleasure from the humiliation of others, in other words, his profession of lawyer. But once I stood in the hall opposite his office, and it dawned on me why he was annoyed. I was not the only employee who constantly demanded attention from the high authorities. As I stood in the hallway and talking with other lawyers, I have witnessed the real procession of the Junior partners, stumbles into his office to ask him a question or ask to make a decision. It is therefore not surprising that he was so upset every time I went to see him. Though I don’t know, two minutes before I had another visitor, as well as five minutes before. Probably, if he has used seven minutes in a row, when he could think over their Affairs, the poor man felt that the day went well.
Why I told this story? If you have the opportunity, sometimes you should simply close their doors. If your workplace is in an open space, hang the appropriate sign. Open door policy is great in theory, but it often leads to tragic undermining the effectiveness. Don’t hesitate to close their doors and politely let people know that the time you dedicate self-efficacy. If they need to talk to you, they can return at a later date; even better would be to install a pre-designated daily periods when you can give them your undivided attention. Eliminating the one obstacle, you will be able to stick to its task and, consequently, effective to move from one urgent task to another.
5. Facebook, Twitter and instant messaging
Secret killer time. Let’s say you spend on Facebook for 10 minutes a day. For most of us this is a very modest calculation. For example, you also use Twitter. Will take him another 10 minutes. By the way, did you send instant messages to your friends during the today’s working day? Come on, I know what I sent. Perhaps your husband or wife wanted to share a funny story, or Madonna just announced the dates of the last concerts, and everyone is talking about it. For another ten minutes. So how much time have you spent? Ten minutes? Twenty? Thirty? Here and there. This figure is closer to 130 hours. More than three 40-hour weeks.
Don’t believe? You probably can’t understand what I’m talking about.
It’s simple. If you spend 30 minutes a day on social networks and instant messaging, that’s a total of two and a half hours a week. A year has 52 weeks. Fifty-two multiplied by two and a half is 130 hours. One hundred and thirty hours is more than three 40-hour weeks that you spend on social networks and chatter on the network annually. It’s just like another vacation.
I think I’m overly dramatic? It may be so. But you should be aware of how visiting such sites affects your productivity. Thirty minutes a day on average, the equivalent of losing more than three weeks of working time per year. And even if you will conduct the same exercises for only 10 minutes a day is still a weeks work in the year. Wow.
I do not forbid you these classes. I’m just asking you to calculate the final figures. When you do, you will be able to improve its efficiency, transferring of social chatter on a dedicated time during the day when you rest from work. Believe me, the cool witty comment that you would like to post on Facebook, can wait.
6. Build a schedule in mind
Those of you who wants to speak intelligently (Yes, I have heard that there are), use this expression often. Why? I took it to myself. What does it mean? In two words: know thyself, know its effectiveness.
Long ago I realized that the issues that require more detailed thought process, I decide as efficiently as possible in the morning. They include complicated legal briefs, legal research, review of complex contracts and the like. After lunch, I prefer to solve problems that require a little less concentration, but the volume is much greater, for example, the answer to the question by e-mail or an analysis of phone calls.
The bottom line is that you should know the peak of its performance in relation to the tasks you have set yourself today. Then you will be able to schedule urgent tasks for the day based on their strengths or weaknesses. The mind.
7. Concentrate. Not enough for several cases
Finally, we often hear about people who can successfully perform multiple tasks simultaneously. Brothers from the three other things. But we are increasingly coming to the conclusion that the execution of several tasks at the same time kills performance. In short, if you are doing several things at once, your attention is divided between multiple targets. This undermines the rationality with which you would be able to finish any of them separately. You don’t believe me?
Swipe a simple test. Dig in your schedule several tasks that you perform to the day. Perhaps in the beginning of the day do you take phone messages and check email to see which emails need immediate response and which can wait. Watch how long it takes each task performed separately. Now, do something. Check out one sheet and stop. Check out the one message and stop. Go back and check the next letter, and then will stop again. Go back and check next voice message, and then stop, and so on and so forth. What took you longer? Performing two separate tasks themselves, or run both of them at the same time? I’m willing to bet that it was a faster when you are focused on one thing.
But it was just an example. Focusing on one thing at a time, you will usually be able to reach your goals faster than if you had two or three cases at a time. Focus on one goal, achieve it and move on to the next goal in your daily list.