Focus

What is “Productivity Training?”

Someone recently posed this question to me and as I answered it I realized that the answer would greatly benefit others who may also want an explanation. While organizing is one of the services offered by Focus Consulting, it’s the productivity training that really benefits clients the most in my opinion. It ties everything together after cleaning out, organizing and setting up new systems. Your productivity is really all about the intangibles: decision making skills and prioritizing, plus learning skills for managing and maintaining your systems for paper, computer folders, email, desk space, etc. These are all part of the training for how to be more productive with your day and effective with your time. Let me explain…

The productivity training starts after the physical space of the office and the organization of computer files is complete. That means the paper and computer filing systems have been completely overhauled and a client can find or file anything within seconds. Now all that’s left to be addressed are the more active files and papers on the desk (including random post-it notes, slips of paper and files that haven’t been addressed yet) and email.

The productivity training starts with setting up a task management system, typically in Outlook, because that’s where most folks get their email and it’s a great tool to use. (We use Outlook, not Outlook Express, which doesn’t have as many features as Outlook.) We take all of the random post-it notes, slips of paper, regular paper and files and capture all of the ‘to-dos’ that are associated with each of these documents. We include all things that you need to do, have to do, want to do and dream of doing — all in one system that is comprehensive and trusted, whether there’s a piece of paper to represent it or not. Later we incorporate action items from email into this system as well.

While we go through this process, we work on better information management skills as well. If a post-it note has appointment information on it, it goes into the Outlook ‘Calendar.’ If it has contact information on it from the last person you met at a meeting, then we start entering some of these into Outlook ‘Contacts.’ I train clients on how to do each of these types of entries and maximize the power that Outlook has to offer. If the bits of paper can then be tossed, we toss it. Documents that are meant to be kept may go in a variety of places.

The bottom line is this: when all this information and all of your “to-dos” are spread out around your office, how do you prioritize all that? Answer: you can’t. So being able to capture, manage and prioritize tasks is key to your productivity. Instead of having your day drag you around by the earlobe, you can take control and be more proactive and less reactive throughout your day. This is not to say that you won’t have to respond to emergencies or situations as they arise, or that the task list won’t grow, but the truth is, when you have all you want to do captured in one system, then you can deal with those emergencies much more effectively and with greater peace of mind. You are not only aware of what you need to do, but you are also aware of what you are not doing. You’re choosing what not to do at this moment and you’re not going to be distracted by everything else. You won’t wonder what you’re letting slide, you’ll already know and as a result you’ll be more focused on the task at hand. Many people take care of those emergencies without knowing what tasks are being forgotten or left behind, which in turn causes other emergencies down the road.

Managing tasks in the computer is much more efficient than using paper, so work towards a computerized task management system, one that you like and that you will use. No matter what system you ultimately decide to use, nothing gets lost or forgotten unless you stop using the system. A system is only good if you add to it, delete from it and change it. You will prioritize and re-prioritize according to your ever-changing day. So as you reflect on your office and how you manage your day think about these points and see if you can take greater charge of your information, your time and your tasks. Then you can look forward to more pro-activity, increased productivity and greater peace of mind.

Stop the Time Bandits!

Pay close attention to the 5, 10 or 15 minute windows of time that appear throughout your day. We frequently lose this time because of not being prepared to use them productively. Instead we could find ourselves engaging in idle office chatter by the water cooler. While some office conversation can be beneficial for improving office rapport and team building, this could be one of the largest time bandits of all. If we easily waste these bits of time, it could be because we’re not keeping track of all that we need to do, especially the priorities. They may have been confused in the shuffle of papers and to do lists on the desk.

Start by identifying those things which are easily completed in the 5 or 10 minutes in between meetings or before lunch. You could send a fax, leave a voice mail for someone, respond to an email or two, or file some papers. You could also review your task list for the day: re-prioritizing, adding to the list, or crossing things off. Sometimes you can take a small step in a larger project if you have outlined the steps of the project.

So don’t let time slip away — fight the time bandits! You may not always win, but you can give it a good fight and in doing so you could stand to gain more time in your day, get more accomplished and positively impact your overall productivity.

Someday Starts Today

This section offers you a quarterly tip to help you on your path toward better organization or greater heights of productivity. Each new tip may be a new way of thinking or doing and may take a little while to get used to. Only good things can come from these tips if you try them and follow through with them. You can achieve the goals you set for your future by beginning with little steps. Always remember that someday starts today…

Learn to say “no”… politely. Your personal productivity depends on it. So does your stress level and your peace of mind. No matter how stimulating it is to be busy, don’t forget that over-committing can be stressful and unhealthy. Deciding which responsibilities and invitations you accept will have great impact on your day-to-day responsibilities. If you struggle with getting things done throughout your days or weeks, this is the possible consequence of spreading yourself too thin. Identify how much time it will take to get your priorities accomplished while still having enough time to sleep, eat and play. Then consider extracurricular involvement in associations, clubs or committees. If you have a choice, take the opportunity to spend quality time on those things you value the most.

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