Organizing for efficiency and effectiveness
-
Upload
neat-as-a-pin-organizing-experts -
Category
Self Improvement
-
view
432 -
download
0
description
Transcript of Organizing for efficiency and effectiveness
ORGANIZING FOR EFFICIENCY AND EFFECTIVENESSBy Jennifer Snyder, Owner of Neat as a Pin Organizing Experts
Organizing a workload is the key to effective multitasking
Managing The Workload
Workload Management – Utilize Unique Thinking Styles
The very best way to work effectively is to utilize your individual learning style.
By accentuating your strengths, you can increase productivity and make it easier at the same time.
Workload Management - VisualsColor
Words
Pictures
Lines
Workload Management - Auditory
Record Meetings Read aloud Utilize telephone
conversations Record daily ToDo
list Record notes
after taking them
Workload Management – Kinesthetic
Post-It System for workload management
Each project is given a specific color
The board is separated by time
Keep “off the chart” post its in a spiral notebook
All projects are composed of tasks, properly managed tasks become a successfully completed project
Managing The Tasks
Task Management - Prioritizing
Store papers vertically
Sort by urgency Urgent Immediate Pending Review Complete
Use Inbox for items requiring action ONLY
Create relevant folders for all other items
Utilize flags to identify projects
Paper Email
Task Management - Prioritizing
Create a single notebook used for meeting notes
During a meeting mark all items requiring action with an arrow
Move from notes to Action List immediately after the meeting
Add phone calls to your Action List if requiring action
Return phone calls within 24-hours regardless of the urgency
Notes Telephone Calls
Task Management – Action List
Action List is the same as a ToDo List
Combine all mediums for creating Action List Phone Messages Email Meeting Notes Text Messages Project Tasks
Task Management – Action List
Must Do
Have To
Want To
o Hope To
Task Management – Action List
□ □ □ □ □ □
Task Management – Action List
□
Task Management – Being Prepared
Designate a system to manage your Action List Post It notes Note cards Business journal
Take this system with you wherever you go for ideas and new additions
An organized workspace facilitates logical workflow and avoids cracks in the process
Managing The Space
Workspace Management - Benefits
Better focus / fewer visual distractions
More usable desk space
Cleaner & more hygienic
More professional appearance
Increased trust by clients and managers
Workspace Management
Stop it at the source
Opt for higher end publications
Keep what you need
Use RSS Use a bookshelf
Ask yourself “why?” Is the space laid out
for effective filing? Are the papers
necessary? Set aside filing time Be mindful of your
habits
Reading Materials Filing
Workspace Management
All items on the desk should fit into one of the categories discussed previously Urgent Immediate Pending Review
Schwag Tools Personal items Food Printouts Gifts
Action Items Homeless Items
Workspace Management - Tips Limit personal items Reorganize at the
end of the day If a pen doesn’t
work – throw it out Move staplers, tape
dispensers and calculators to a drawer or doored cabinet
Use empty paper boxes for papers to be recycled and shred
Limit guest seating Keep all supplies in
one drawer Color-code projects Never ever lay
anything flat
Workspaces – Cold Hard Facts 75% of office workers
eat lunch at their desks 2 or 3 times a week.
50% do so every day. 24% of workers clean
their desk before eating…20% never clean their desk at all
Statistics from Customer Service Council of Canada
The typical desk contains 400x as much bacteria as a toilet. 20,961 germs per square inch on a desk versus 49 germs per square inch on a toilet seat.
Women’s desks have, on average, 3x the number of germs as a man’s.
Workspaces – Still want to eat there?
Use a disposable placemat
Turn away from your desk when you cough or sneeze
Declutter Utilize hand
sanitizer and sanitizing wipes
Each day we are given 1440 minutes…how we use them is up to us
In today's workplace, you can differentiate yourself by your ability to handle information and manage your time. "Careers are made or broken by the soft skills that make you able to handle a very large workload," says Merlin Mann, editor of the productivity blog 43 Folders.
Managing The Time
Managing Time Take action on an
email as soon as you read it.
Admit multitasking decreases everyone productivity.
Do the most important things first.
Check email on a schedule.
Know when you work best.
Be mindful of keystrokes.
Prepare tomorrows Action List today.
Only schedule 50% of your day – leaving the other 50% open for unexpected emergencies.
Managing Time Use the first 30
minutes of your day to plan the entire day.
Keep a time journal to see where your day is actually spent.
Know your roles. Know your goals.
Managing Time - Waste Almost ¼ of the
workers surveyed reported wasting at least 2 hours per day
Employees 50 and over waste the least amount of time of all those surveyed
Managing Time - Waste
Reasons employees waste time
Managing Time - Waste
Work related waste
www.neatasapin.net