Efficiency Solutions
“It doesn't matter which side of the fence
you get off on
sometimes.
What matters most is getting off. You cannot
make
progress without making decisions.”
~ Jim Rohn ~
Make A Decision
Decisions
are not always easy to make. You don’t know if it’s the right one until
it’s made, and there are no guarantees at the outset. Moving
forward requires making a decision.
Rather
than delaying the decision, gather as many facts as possible, weigh the
consequences as best you can, and make the decision. It may not
always be the right decision, but once made, you can amend it and customize it
to the facts as they occur.
Efficiency Solution No. 9
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“I don't believe in email. I'm an
old-fashioned girl.
I
prefer calling and hanging up.
”
~ Sarah Jessica Parker ~
Oops!
That is usually how I start my second email,
the one where I tell the person that I forgot to attach the document. To avoid this embarrassment, I now have a
more efficient way of sending emails.
· First - attach the document
· Second - write the note
· Third - address the email
‘Oops’ works in a lot of situations. It’s kind of a hat-in-hand apology. But I find it better to save that phrase for
more meaningful situations – like when I accidentally hang up on someone!
Efficiency Solution No. 8
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"A few strong instincts and a few plain rules suffice us."
~ Ralph Waldo Emerson ~
Rules are Rules
People are often distracted by their incoming emails, many of which
do not need immediate attention. To avoid this, set up a Rule in your
email program for mail that can be read at a later time.
For example, I set rules for the excellent blogs and newsletters I
receive. My rule automatically puts them into a folder which I
labeled 'reading material'. I can access this folder whenever I choose.
Rules can be set according to your priorities. They can be defined by sender or topic or specific words which you select. They can be categorized by business or personal matters.
Do a search on 'rules' in your email program and start setting them up. This gives you greater control over your time management, and is a more efficient way to manage your email.
Efficiency Solution No. 7
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“
… The fewer meetings the better.”
~ Peter F. Drucker ~
Keep It
Short
Next time you schedule a meeting, schedule
it for 45 minutes instead of the usual hour.
Advise your participants in advance of the start and end times.
Distribute your agenda prior to the meeting, and stick to that agenda.
This efficient routine saves you 15 minutes
multiplied by the number of meetings you conduct in a day, leaving you time to
focus on other priorities.
An efficiency bonus: if applicable, make
sure everyone leaves the meeting with an action item to report on at the next
45 minute meeting.
Efficiency Solution No. 6
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“Don’t
take tomorrow to bed with you.”
~ Norman Vincent Peale ~
Take
Ten …
Take ten minutes at the end of each day to
straighten your desk and plan your schedule for the following day. This simple exercise helps you end your day with
an uncluttered mind and a tidy workspace.
It also means you don’t take tomorrow to bed with you. As an added bonus, your subconscious has the
opportunity to work on your schedule while you are sleeping.
The next morning you begin your day with clarity,
purpose, and efficiency.
Efficiency Solution No. 5
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“Never
tell people how to do things. Tell them
what to do and they will surprise you with their ingenuity.”
~
General George S. Patton, Jr. ~
The Art
of Delegating
The art of delegating requires a hands-off
approach, otherwise you may as well do it yourself. A skillful delegator provides a complete
picture of the project including the importance of the project, who the project
is for, the deadline, the source of the particulars needed to complete the
project, and to whom to report the results.
In addition, the delegator must be
available for questions, check in with the delegatee to make sure everything is
clear and on schedule, act as a mentor when needed, not micro manage (remember
the hands-off approach), and give full credit to the person who completed the
assignment (this is a key relationship and trust builder).
Skillful
delegating positively affects the bottom line. It is an efficient means of
completing work, it is an important element in expanding your co-workers
knowledge and skill set, and it builds trust, teamwork and camaraderie.
Efficiency Solution No. 4
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“I’m
going to stop punishing my children by saying,
‘Never mind!
I’ll do it myself.’”
~
Erma Bombeck ~
Why
Delegate?
There are several key reasons to delegate:
· You can’t do it all
· Your time is more valuable to your business
when you focus on those tasks that are most efficiently and profitably handled
by you
· You challenge others’ skill levels and
afford them a learning experience when they do something outside their comfort
zone.
Skillful
delegating positively affects the bottom line. It is an efficient means of
completing work, an important element in expanding co-workers’ knowledge and
skill set, and it builds trust, teamwork and camaraderie.
Efficiency Solution No. 3
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“I get mail; therefore I am.”
~ Scott
Adams ~
Mail’s
Here!
It’s good practice to process your postal
mail every day. Follow these easy steps:
put junk mail into the recycle bin; quickly review and file routine bank or
investment-type statements that don’t need further attention; put bills in a
bill folder to process when required; create one folder for mail that needs
your attention when you have time. For
that I use a brightly-colored folder so it catches my eye. Keep that one folder handy so you can review
and process its contents whenever you have a few minutes. With this method you achieve three things:
you avoid piles of paper spread out over your desk; you avoid reprocessing the
same piles; you have an efficient method of dealing with matters that require
your time and attention.
February 2011 edition
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“To do two things at once – is to do neither.”
~ Roman philosopher
Publilius Syrus, 100 A.D. ~
Multi-tasking
– Don’t Do It
Studies show that doing several things
at once is neither productive nor efficient.
By addressing one item at a time, you give each your undivided
attention. This results in completing
the task more thoroughly and more quickly.
Your mind is then clear to move on to the next piece of business.
Try doing one thing at a time for the
next several days and see if you don’t feel more efficient and organized.
January 2011 edition
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For more information contact Robin Roscillo
203-451-9490
