Today I want to share with you the single thing I do that has the biggest impact on my work efficiency. This may not be the best tip for you, it may not even work for you, but this is what I have found to be the biggest determination of whether or not I feel efficient and productive at work. The best part is, it’s pretty simple, all you have to do is plan.

What I mean by plan is that I have found that when I come into work with a plan for what I want to accomplish that day, I find that I am dramatically more efficient then if I don’t have a plan. For me, planning simply means looking at my task list at the end of the day before, or my calendar, and seeing whats coming up, then picking one or two large items that I want to knock out the next day, knowing that when I come in in the morning, those are going to be my focus. It sounds incredibly simple, but for some reason I find that this has a dramatic impact on my productivity.

The most interesting part about this to me, is that even on days when I don’t necessarily follow my plan, i.e. something comes up in the morning and I have to spend all day dealing with it, if I came into the day with a plan, I am still more efficient then if I didn’t. I think it all ties back to mindset. Coming to work with a plan for what you are going to work on, even if you don’t wind up working on it, puts you in the work mindset from the very beginning. If you don’t have a plan for the day, its easy to get caught up in distractions and generally not be as productive as you could be simply because you never got fully into your work mindset.

I encourage you all to try it out for a week. Start on Monday by figuring out either Friday afternoon or Sunday evening what you plan to work on on Monday, and come in Monday morning ready to get it done. Then keep it up for the rest of the week figuring out the day before what you will work on the next morning; finally, come back next week and leave your comments about whether or not you found that this helped your productivity.  I am interested to see if other people see the dramatic difference I did…

I’m a big keyboard shortcut fan.  I am a touch typist, and therefore can key in pretty quickly what I want to do.  By using keyboard shortcuts, I can keep my hands here rather than moving over to a mouse to do the same thing, distracting me from what I’m working on.

Here are some of my favorite keyboard shortcuts:

If you’re a mouser rather than a keyboarder, you may not agree that this method is any faster than using your mouse; however, if you are a touch typist, I encourage you to try some of these and see if your speed doesn’t increase…

How’d you do?  Let me know!

The web is a wonderful tool.  It provides us with useful information (as well as whimsical, amusing, and outright weird).  One of the best ‘inventions’ in recent years is information aggregator sites.  The most common aggregators are those that will search for a string and show websites that may be related.  There are several websites out there that will do this; I’m a fan of Google, but know others who are fans of other aggregators.  Aggregators are also industry-specific – the most common/well-known ones are probably travel sites.

Oftentimes, in the not-so-distant past, when a traveler wanted to find out the rates for a car, hotel, or airline, they would visit each site (or call a travel agent).  Now, most travelers will visit a site like kayak, expedia, travelocity, hotwire, Priceline, etc. to shop for several fares simultaneously – and will book through these sites, or may do additional research based on the results.

What other aggregator sites are you a fan of?

In our last post, we talked about doing tasks right away rather than adding them to the to-do list for later.  Here’s a corollary:  keep a scratch pad next to the phone or computer to jot things down quickly.  If you keep your to-do list on the computer, you can sometimes minimize the window or task pane, and jot it down on that list as easily; but if you don’t, it’s sometimes helpful to jot things down to remember later.

If I’m writing an article for a magazine, I may want to remember to include an anecdote.  Rather than write a formal outline of the article, I’ll simply jot down “include story about xyz” to ensure that I don’t forget to include later on.  Is this something that needs to go on my to-do list?  Probably not, since I’m in the midst of writing now (although “write article by next Tues” may be on my list, subtopics under it most likely are not).  By use of this throw-away technique, you can ensure you are making the case in point while not cluttering up a more formal memory jogger instrument like a to-do list.

Makes sense?  What are your thoughts?

A perusal through time management books, efficiency books, etc. will show you the importance of to-do lists.  To-do lists definitely have their place – it’s one of the ways that we make sure that we don’t forget to do important (and not-so-important) things.  However, look at how long you are taking to work on your to-do list for the coming week or day – could you spend 30-50% more time, and actually DO the task?

Let me give you an example:  I remember that I need to set up a doctor’s appointment for Monday.  You can either write down “Call Dr for appt” or you can pick up the phone and actually make the appt.  [Of course, this presumes that you are writing this during business hours.]   It may take you 10 seconds to jot it down, or 2 mins to complete the call; however, there’s one less thing for you to do.

Try keeping your to-do lists for things that take 5 minutes or more – and take care of the smaller things as you think of them.  We’ve implemented this methodology in our staff meetings, and so end up with a shorter list of actionable, but longer implementation time, items rather than a long laundry list of things that will take 2-3 mins to do each.  It’s improved our internal system considerably; give it a try and let us know how they work for you!

How many times have you been steadily working on something when “oops” all of a sudden you accidentally close the window, or hit the back button, or a power failure causes you to lose your work? It’s happened to me 3 times this week! Many programs are getting better at incorporating auto save but many, especially web-based applications do not have this obviously useful feature yet.

Most recently I was working on our company newsletter using the web-based newsletter creation tool, and accidentally hit the “go back” browser button rather than the “Undo” button within the newsletter application. Errrgh!

To make it more frustrating, even though the application says “be sure to save your work at regular intervals”,  doing so,  by clicking the save button (always at the bottom of the page…) takes you off your editing screen and asks if you want to test the newsletter now. Then you have to go through two screens to get back to the editing screen! How inefficient is that?

What can be done about this poor programming? Unfortunately very little, unless you design your own app, or shop around specifically for this feature next time. We can learn from it though. After all, what’s there to do but go back and start over?

Yes, it can feel like starting over is a huge loss, but what you do differently the second time around can make it better than before. You might catch mistakes you overlooked the first time, you may find an easier way to complete the task, or you may even have a creative moment that didn’t happen the first time around. You never know! It’s definatly not the end of the world, and if you don’t look at it as wasted time, then it won’t be.

How has being forced to start over made your work better?

Aah February… it always comes as a surprise that the new year is so quickly progressing. Then before you know it February is over!

But, before it is over, we have the sweet holiday of Valentines Day. In the spirit of Valentine’s Day, We’re dedicating our next two posts to relationship building.  The article below offers some excellent advice on the subject. We hope you take the tips to heart and not only start building some new relationships, but strengthen some existing ones.

Tips For Building Relationships

By: Louise Yates

If you’re starting up a new business, one of the key skills that you have to learn is about selling yourself and your services but to most people this doesn’t come naturally.

Many folks feel uncomfortable in these situations especially when dealing with strangers and it gets to the point where you are continually looking to find the next line to keep the conversation going rather than focusing on the subject matter of the conversation.

Wouldn’t it be great if you could sell to people that you already know, and even better if these people not only understood your business but were also able to recommend it to their friends and associates?

This is the principle behind business networking – a low cost method of promoting your business in a way that also embodies a relaxed and friendly environment.

But before you start “selling” the key is to build relationships and this starts with getting to know, like and trust people. So try these business networking tips and market your business in a way that makes you feel comfortable.

How To Get to Know People?

You’ve got to be able to concisely describe yourself, the service that you offer and of course it’s benefits. Let’s face it, if you can’t describe them, then how can you expect others to recommend you?

Try to be clear about what you want – what is your target market and who do you want referrals to?

Think about how someone can recognize that other businesses may need your service? This is critical for getting others to recommend your business in the right moment.

Prepare promotional material that clearly and accurately states what your business is about. Take your business cards for example and ask yourself whether they pass the “Ronseal” test – do they do what it says on the tin?

How Do You Get Others To Like You?

Rules 1, 2, 3 & 4 are all the same. Give, give, give and give.

1. Always try to help others before asking for help yourself.

2. Never criticize anyone.

3. Give written or verbal testimonials about the services of others whenever you can.

4. Always be supportive to others when they need it.

How Do You Build Trust?

Follow these three simple guiding principles and the trust will come:-

Firstly just be yourself, don’t try to be someone you are not. It’s you that people want to get to know, if you put on an act you won’t be able to keep it up and people will see through it.

Secondly, if you commit to do something for someone then do it! If you can, do it faster than you promised and exceed expectations.

Thirdly, pay people on time. You’re in business and your word is your bond. If you want a reputation for not being trustworthy, telling others that “the cheque is in the post” is the fastest way to building a bad reputation.

Summary

Apply these business networking techniques and you stand a real chance of developing your business in a way that you feel comfortable; in fact, you might even start to enjoy it!

About the Author

Louise Yates shares business networking information and business networking tips for word of mouth marketing, generating referrals and free sales leads together with performance business coaching for your work, life and career development.

(ArticlesBase SC #417642)

Article Source: http://www.articlesbase.com/ – Tips For Building Relationships

Here’s an interesting post by my friend Cristina Favreau – we had the opportunity to visit in person recently when I was in Montreal, and I find this topic to be a bit fascinating, as I’ve used this technique many times without really considering it time management – which just shows that we can ALL learn something, no matter how skilled we are, in our passion/field!

http://blog.cristinafavreau.com/2009/12/time-management-while-you-sleep/

Today we’ve got some things for you to think about before you blast out that next email with urgent and important information. If you want to only say it once, spend a little more time thinking out what you want to communicate and be sure your point gets across! Here’s how:

Plan Your Message – Think about what you want to say before you say it!

• What is your objective? Why are you communicating?
• Who is your audience? Who needs to know? What do they need to know?
• Plan what you want to say, and how you’ll send the message.
  • Remember KISS, Keep it simple and straightforward.
• Seek feedback on how well your message was received.

Make your message Clear and Concise

• Understand what you truly need and want to say.
• Anticipate the other person’s reaction to your message.
• Choose words and body language that allow the other person to really hear what you’re saying. How would they deliver the same message to you? NLP suggests that by mimicking a person’s mannerisms, we are more effective in communicating.

Deliver your message the right way – by phone, in person, or email – Consider the following:

• The sensitivity and emotional content of the subject.
• How much detail do you need to convey
• How does the receiver prefer to communicate – how do they usually “talk” to you
• How time sensitive is the message, and how long do you have to deliver it
• The need to ask and answer questions, will written correspondence make the task easier if questions arise later?

Communication works both ways (for face-to-face) – to ensure understanding, you have to “read” the person with whom you are communicating, and check for understanding. Don’t assume that because you have perfectly crafted your message beforehand the other person will instantly “get” it.

• Look at the person you are talking with, remember a conversation is an interaction between two people and not a one-way directive
• Pay attention to his or her body language, by observing expressions and body language you can spot potential issues such as: whether or not they believe what you are saying (confidence level), if they understand, if they are in agreement, if they are interested, and any emotions they are feeling.
• Allow the person to speak, without thinking about what you’ll say next.
• Don’t interrupt if they need clarification
• Avoid distractions, try to pick an appropriate time and place to communicate

Seek Feedback (especially for written communication)

Ask people you talk to or write to regularly if they find your communication style effective. Other people may have noticed bad habits you’ve developed without even knowing it. Including the bad habit of not following up to check for understanding!

Working in a remote office or working from home (telecommuting) can have its ups and downs. On one hand, it is much more comfortable to be at home: you can dress down, you don’t have people moving around your workstation all the time, and you don’t have to worry about your co-workers stealing your food from the fridge. On the other hand: you may feel left out of the big decisions, you don’t have an IT guy available to fix your computer, and you may find yourself wasting more time daydreaming.

Most telecommuter’s feel more productive working from home, have higher morale, and that they are better able to manage distractions. As someone who works from home, I agree. However, making the transition can be challenging, and both you and your employer need to address some potential problems in order to ensure a successful transition.

Common Problems

1. Not having a defined schedule – This is #1 because it is the basis for all the subsequent problems mentioned. Without a schedule, there are sure to be misunderstandings about expectations, you will undoubtedly be away from the computer or phone when your boss is checking in, creating mistrust and potentially putting an early end to your new work arrangement.
2. Distractions – You may think that working from home, you will have less distractions. The truth is that you will not have the same distractions, you never have complete control over your environment and as the saying goes, “if it can happen, it will”. Your home phone will ring, dogs will bark, your kids will bug you, and salesman will come to the door – not to mention everything that catches your eye through an open window.
3. Misunderstandings about expenses and expectations – At first, you may not realize the cost of working from home. You will be using electricity, internet, long distance, and in some cases your own computer and software. Paper, ink, tape, staples, pens, notepads, folders, file cabinet, and everything else you have at your fingertips at an office you will need to have at home.
4. Poor communication between coworkers – Having people pop in to your cubicle to pass on a message or to ask a question will be a thing of the past. All too often, you will find yourself out of the loop, and worse – doing unnecessary or duplicate work.
5. Office workers feel jilted, think it’s unfair – Not everyone is offered the opportunity to work from home. Some people simply don’t ask if they can, and others who have requested the option have been turned down. For people who have not worked from home in the past, it is easy for them to envision you on the couch in your PJ’s eating bon-bons.

Solutions

1. Create a schedule – Depending on your employer and their needs, this could be as simple as defined office hours, or as detailed as an itemized task list and what timeframe you will be working on each task. Either way, having a schedule will help you stay focused, and provide peace of mind to your boss.
2. Make sure your home work space is clear of distractions – This goes along with having a schedule, during work time you will need to minimize distractions. Close your office door – and yes, you do need to have a dedicated office area, turn off the TV, even if it’s in another room and turn on your home answering machine.
3. Create a Company Policy for working remotely – If your employer does not already have a policy for working remotely, volunteer to draft one up. It is important to set expectations and obligations for both ends. Even if you don’t anticipate misunderstandings, you need to have a documented policy to fall back on just in case you find, come tax time, or for insurance reasons that you and your employer have a financial or legal disagreement. Having a policy will protect both parties and ensure understanding of responsibilities.
4. Set Expectations for Follow-up and reporting status – Fairly basic, but you and your co-workers should have a system for communicating project status, including delays and obstacles. Covering up or hiding the fact that you were not able to finish your task, or admitting that you have forgotten to do something does not help you or your team. As a telecommuter, it is easy to take on additional responsibilities thinking that you have unlimited time to complete additional tasks. Reality is, in today’s workplace we have a tendency to pass tasks along and forget about it. Having a communication and status sharing plan will ensure tasks don’t slip through the cracks, and will allow others to pick up tasks that need to be done, but you don’t have time for.
5. Don’t try to justify your work arrangement to others – For some employers, it is easier to just say no to requests for flex-time and work from home schedules. They are afraid of the necessary office staff becoming less productive due to loss of morale and jealousy – but truthfully, there are many people who do not want to work from home. However, if you are getting the cold shoulder from office bound employees, it needs to be brought to your manager’s attention. Do not address the issue yourself – it will only lead to more hostility. It is management’s responsibility to make the decisions on work arrangements and their responsibility as well to ensure that the arrangements are fair and respected by the entire staff. As long as you are doing your job well and meeting expectations, it is unlikely that they will revoke the privilege.

Resources

1. How to make a case for working remotely
   1. http://webworkerdaily.com/2009/06/12/how-to-ask-the-boss-if-you-can-work-remotely/
   2. http://www.homewiththekids.com/propose-telecommuting.php
2. Tips on creating your work from home policy
   1. http://mobileoffice.about.com/od/getmobilized/a/remoteagree.htm
   2. http://mobileoffice.about.com/od/getmobilized/a/remotepolicy.htm
3. Staying in touch
   1. http://blogs.harvardbusiness.org/trapani/2009/06/master-the-art-of-working-with.html
4. Tips
   1. http://zenhabits.net/2008/01/top-30-tips-for-staying-productive-and-sane-while-working-from-home/
   2. http://www.lifehack.org/articles/lifehack/six-effective-tips-to-work-from-home.html
   3. EfficiencyDr website & blog (yes, this very site!)– for efficiency tips that will help you be effective and efficient no matter where you are working from!