Thanks to modern digital technologies, we receive and process more and more information. This leads to a massive stream of data but does not always mean efficiency gains. Therefore, it is now very important to automate and optimize your work processes. This will allow you to manage your time without the stress and be more productive with less time and energy consumptions.
Don’t fall into the trap of procrastination
Almost all of us have a weak inner self that tempts us to put off unpleasant things over and over. Anyone who falls to this temptation, that is, constantly puts things off, is guaranteed to be ineffective. Many do this because they don’t know where to start. So instead of making a step-by-step plan of action, they spend their time making coffee, watering flowers, or arranging meetings that are due just next month.
It is much more useful to identify the next step after completing a task and then focus on completing it. If you tend to put things off until later, try to look inside yourself and find out why you are doing this. Maybe because of convenience? Or out of fear? Imagine that by putting off the hard stuff, you might finish the project at the last minute, or you might not get it done at all! Perhaps this will motivate you to get started right away and become a real incentive to be more productive and more efficient!
This problem is known to many: the table is all covered with papers, one meeting follows another, and there is practically no time left before the presentation. It often happens that in such situations, pauses are simply neglected. Bad idea! Because if you want to be effective, you definitely need to take breaks, make time for rest. Otherwise, there is a risk of overwork, which will make effective working methods impossible.
After a short walk, a favorite tea, a chat with colleagues, or a healthy light snack, your own energy and level of concentration will skyrocket again. Even a short 15-minute break will increase productivity, efficiency, and creativity in the long term. This is a fact established by scientists in various studies. Research has also shown that our brains work most efficiently at 90-minute intervals. After these intervals, it is recommended to take short breaks – like at school or university, where the schedule usually includes 90-minute study blocks followed by short breaks to allow the brain to rest and recover.
You want to devote yourself to an important cause, but you are always bothered. For example, colleagues constantly ask “short” questions. Or the phone keeps ringing, and emails appear every few minutes. Concentration is lost. To prevent this from happening, you can create an appropriate time frame for critical tasks, for example, using the InspectSystem program. You cannot afford to be distracted by colleagues, calls, or emails at a time like this.
The friendly “No, unfortunately, I don’t have time for this now, I’ll come back to you later” will not offend anyone. Turn on your autoresponder and exit your email program. As a result, you will become unavailable, but you will notice significant efficiency gains.
Monitor the work of the team
To be productive in a team requires a clear line and a specific distribution of tasks. Otherwise, tasks can quickly be performed twice or not at all because everyone will rely on a colleague. Then there can be no question of effective work. Internal agreements that define appropriate responsibilities and goals, well-prepared meetings stimulate efficiency gains in a team. There is no easier way to save time, money and energy!
Adapt your work to your biorhythm
Energy levels are usually higher in the morning than in the afternoon or late afternoon. For this reason, it is recommended to do the most critical tasks in the morning, and the less urgent or more complex tasks over to noon, when your “battery” is relatively low.
However, if you do not work very well in the morning but are very productive and effective in the afternoon, the proposed procedure certainly does not apply to you. Instead, you must devote yourself to the priority tasks in the day and work with concentration on them.
So, first, determine your biological type, and adapt your tasks to your ability to concentrate.
Schedule meetings purposefully
Many meetings take too long, so time is wasted! It will be more useful to make them shorter and invite only those who really care about the topic on the agenda because meetings with a small number of participants are more productive and more efficient.
Productive meetings are characterized by good preparation and structure. It also makes sense to appoint a moderator to lead the meeting.
If the workplace is in chaos, it can sometimes cost valuable work time to find documents and other things. If efficiency in your workflow is important to you, you should regularly tidy up your desk and get rid of stuff you no longer need.
By the way, the paperless office helps to put things in order – be sure to try!