Organizing for an Effective Work Day
To Make the Best Use of Time, It Pays to Organize While at Work
Jun 9, 2009
For many business people, the day is extremely hectic and there never seems to be enough time to accomplish everything that needs to be completed. Many times, if the individual took time to review their organizational level, they would find many time wasters.
Organizing E-Mail
Many people have their e-mail programs set to beep or notify them the moment a new e-mail comes in. Most people see this as being extremely responsive to the latest e-mailed information. However, this can prove to be a time waster. For example, while working on an important report, a person may hear the familiar ding that accompanies a newly-received message. Clicking to the e-mail program takes time away from your report. More importantly, the person loses his or her thought process and needs to work several minutes just to gain that back. It is much more effective to set allotted times throughout the day to check and respond to e-mail.
Paperwork Techniques
With the abundance of mail received at each business, it’s not wonder that individuals feel overwhelmed with the amount of paperwork that accumulates on desks. By implementing a three-step process, paperwork can be greatly reduced.
When a new piece of paperwork arrives on a desk, the person should make one of three decisions. Read the item immediately; decide it can be thrown away or recycled. If the item requires action, simply place it in the to-do basket. If the paperwork will be used in the future, file it accordingly. This means there are only three alternatives to each piece of paper that touches the desk. Implementing this method means no piles of paperwork and no overwhelming feeling.
Planning Phone Calls
Salespeople and other business professionals spend a great deal of time talking on the telephone. Prior to calling a business acquaintance or client, a mini-agenda should be made. For example, calling a client three different times in one day wastes the caller’s time, as well as the client’s time. Organizing information prior to a phone call also gives the appearance of someone that is extremely professional.
Preparing for Internal Meetings
Meetings within a company are just as important as client meetings. Prior to going to an internal meeting, requesting an agenda can lead to better organization. Organized people review the agenda beforehand and bring any necessary information with them to the meeting. For example, a salesperson that needs to report on the effectiveness of a new sales technique will want to bring up-to-date sales figures.
Many employees feel they have too many tasks and not enough time during the work day. However, by implementing a few simple steps, an employee may be able to create a more organized and productive day.
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