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Easy Ways To Be More Productive
Savvy Miss: What is the most productive way to start the work day? Dr. Lois Frankel: With exercise. It will provide you with the focus and stamina you need to get through a long day. SM: How can people use e-mail more productively (and not let it take up so much of their day)? LF: Schedule times when you pick up e-mail and close the e-mail file in between. It's a distraction so you should only check e-mail at scheduled times. Also, prioritize using sub-files. For example, create an “FYI” file—these are e-mails you've been copied on— and an “Action Required” file—these are e-mails that will need you to do something but not right now. SM: What about instant messaging? Can it be a useful office tool or is it just a distraction? LF: I don't like instant messaging. It's for friends and family, not business. SM: What’s your advice for people to avoid distractions (phone, e-mail, gossiping co-workers)? LF: It may sound counterintuitive, but to some degree you want to engage in distractions. By listening to co-workers, chatting at the proverbial water cooler and taking a few minutes to let people get to know you, you are building relationships that are critical to your career. But I'm talking about 10-15 minutes per day. If it goes beyond that you can always say something like, “You know I really want to talk to you, but I'm in the middle of a tight deadline. Can we catch up over lunch?” In other words, schedule the distractions at a time that is convenient for you. SM: Should people skip lunch or breaks if they’re really busy? LF: People should not skip lunch or breaks for a few reasons. This break is needed [for you] to work for the rest of the day at maximum efficiency. Another reason is because you should be using the time to be with your co-workers and build relationships. And a third reason is because you might be able to use the time to run a personal errand or make a personal phone call that will enable you to relax more when you get off work. SM: Do you recommend to-do lists for managing time? What’s the best way to construct/utilize them? LF: To-do lists are great—but they have to [be] prioritized. You can use a simple numbering system, where "1" means it must be done today; "2" means it needs to be done within a few days; and "3" means you've got more than a week to do it. Also use your Outlook calendar to schedule due dates. I recommend using the 50/50 rule—you have half of the amount of time given to you to do the project, to coordinate it, and the other half to be actually completing it. That's the only way you know you won't miss a deadline. SM: How can people multitask successfully? Can they? LF: It's been shown that multitasking actually decreases productivity in the long run. I'm in favor of planning well, prioritizing and being fully present in each moment. SM: Some of us tend to do little, unimportant things first because they can be done quickly and because they pop up continuously. How can we get to the really big things we need to do? LF: Everything you do should be categorized as urgent/important. When things are of high urgency and/or high importance they get done first. When things are categorized as low urgency and/or importance they get done later. If people would think in these terms they would focus more on what really matters. SM: We don’t want to be careless, but we want to be speedy. How can we do this? Coffee? LF: You don't want to use artificial stimulants to work at a faster pace. It's not healthy and you wind up crashing in the long-run. Being speedy isn't really the goal. Being efficient is. If you plan your work carefully, ask for the help you need and work at a steady pace throughout the day (with breaks in between) you will be performing to your maximum capacity. If this isn't enough to get the job done there's something wrong. Either your boss is not being realistic about how much can be accomplished in a day or you may be spending too much time trying to do "perfect" work. Being in the wrong job may [also] cause drag in your efficiency. There are always times when a tight deadline forces you to speed it up, but that should be the exception not the rule. SM: What are your best ways for people to be more productive during the day? LF: Get a good night's rest. Do work that you love. Plan your work and work your plan. Take scheduled breaks. Don't spend unnecessary time trying to perfect perfection. Know when "good enough" is good enough. Build relationships before you need them so that when you do need help, people are willing. Routinize as much as possible. Let calls go into voicemail and close your e-mail when working on a tight deadline. Exercise regularly. Resist the urge to jump in and start projects before you've planned them out. Now, with your instant messenger turned off, your to-do list prioritized and your lunch plans confirmed, you should be on your way to a much more productive and less stressful day. Article Directory: http://www.articledashboard.com This article was originally published on www.savvymiss.com, a free website community dedicated to connecting, empowering and informing women everywhere. SavvyMiss.com features articles on dating, love, careers, fashion, health, beauty and important societal issues. Members also use message boards and blogs to build relationships with other members. |
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