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Articles to Help You Be More Productive

Enjoy these articles? There are many more available:
  • Time Management Article Collection
  • Microsoft Outlook and Email Article Collection
  • Managing Paper Article Collection
  • Computer Tips Article Collection
  • Less-Paper Office Article Collection
  • Computer & Email
  • Get the Most from Microsoft Outlook

  • Beware the Empty Inbox

  • Get the Most from Your Handheld

  • Do Digital Organizers Save Time - Or Waste It?

  • Efficient E-mail Habits

  • Transitioning from Paper to Digital Information Storage

  • Faxing Without a Fax Machine

  • Getting Your Files When You're On The Go


  • Business & the Office
  • Time Tactics for the Office

  • Keeping Track of Delegated Tasks

  • Controlling Interruptions

  • Keeping Track of Your Customers & Prospects

  • Do Your Employees Really Need Customer Service Training?


  • Paper Management
  • Action Files Prevent Desk Clutter

  • Reclaim Your Desktop with a Tickler File

  • What To Do With All Those Business Cards?

  • Managing Project Folders - A Surprising Tip that Works


  • Time Management & Organizing
  • The Power of Planning Ahead

  • Words of Wisdom You Should Ignore

  • Coping with Information Overload

  • Thirteen No-Tech Time Management Tips


  • Time Tactics for the Office
    © Jan Jasper; 2001-2012
    Compile Best Practices

    Upon completing a project, think over what you learned and how you could make it easier the next time. Don't just hope you'll remember - make notes, and preferably in a computer file, not on paper where the notes could get lost. For example, if you run training sessions and the materials often arrive at the last minute, analyze why -- are they compiled at the last minute? Is your printer unreliable? Decide how you can prevent a recurrence, make a note of your decision and file it conspicuously in the front of your training file.

    Meetings

    Rather than listening to everyone complain about meetings, enlist their help in improving them! At the end of each meeting, discuss what was good and bad about the meeting and how future meetings can be improved.

    Telephone

    Leave your voice mail or answering machine on, then return calls all in a row.

    Waiting Time

    Keep note cards in your briefcase so you can use waiting time to send thank-you notes to people who've helped you. People are pretty tired of email by now, so receiving a card by postal mail is refreshing and appreciated. Or drop the newsletters and magazines you've been meaning to read into your briefcase -- you can even read while waiting on line at the post office.

    Appointments

    If someone repeatedly cancels appointments at the last minute, try to avoid dealing with that person. Unless they're crucially important, drop them. If it's a client, ask yourself if your time wouldn't be better spent courting new clients. If they waste enough of your time that it interferes with your ability to develop new business, where will you be if this client dries up?

    If you meet with people outside your office, leave if they keep you waiting more than 10 minutes. You can do this with just about everyone besides your boss. Or a less drastic approach is to meet them in your office instead of off-site, so if you're kept waiting you can work while you wait. Better yet, see how many of your meetings can be held on the phone instead of in person.

    Private Work Sessions

    Schedule hunks of time to tackle work that requires concentration. Treat it like a real appointment - if anyone wants to schedule something for that time, say politely "I'm already booked, sorry." During your work session, let voice mail pick up your calls and resist the temptation to check your e-mail every 15 minutes. Unplug the internet cable, or turn off the wireless card, if necessary.

    E-mail

    Put specific subject headers in all the e-mail you send; when recipients reply your header will carry over. The result: your archived e-mails will have useful, specific subject lines such as "Agenda for April 3 staff meeting" and "Question about deadline on Smith account" rather than vague, useless headers such as "Agenda" and "Question." Some e-mail programs (including Microsoft Outlook*) permit you to change headers on mail already sent to you, so if you get a message with an ambiguous subject line, you can change it.

    Mail

    Your secretary, if you have one, should process your email and postal mail. Not only does it save you time, it also helps your secretary become familiar with your work.

    Alarms

    If you're afraid you'll forget that 2:00 p.m. phone call, set an alarm in your computer to sound a few minutes before 2:00 pm. This will free up your mental energy.

    Do It Now

    Whenever possible, dispatch routine tasks and requests immediately. Anything that'll take two minutes, do it right then. Be careful, though, to not use this tactic to check lots of easy, low-priority tasks off your list - while you avoid the more difficult work that's actually more important.

    Prepare

    Keep your briefcase open beside your desk, ready to receive any papers you need to take with you to work off-site, whether at home in evenings or on an upcoming business trip.

    Make notes

    When quitting for the day, or if you have to leave for a meeting, jot a few notes about where you left off and what your next step is. This will make it easier to get your momentum back quickly at the next work session.

    Completions

    Avoid the temptation to shift from one half-finished task to another. Try to complete things before moving on to the next task.

    Use Your Planning Tools to Empty Your Head

    Jot down tasks and reminders in your task list to empty your head. Then, when you sit down to plan, schedule these actions into open time slots on your calendar. You'll prevent many crises by planning ahead.

    Take Care of You

    If you don't take care of your health, you'll lose far more time in the long run than you'll save in the short run by skimping on eating well, exercising, or getting adequate sleep. Especially when you're pressured at work, schedule healthful activities (aerobics class, night out with your spouse, etc.) just like you would schedule business meetings.

    Post-Vacation Slam

    Many people, upon returning from vacation, are so overwhelmed with emails and phone messages that before long they're stressed out like they never had a vacation. You can't do everything all at once; so make a list, set priorities, and do the most important tasks first. Some people prefer to return home a day early from a two week trip so they can get unpacked, do the laundry, and stock the house with groceries. Consider if you're better off checking email occasionally while on vacation - it may be worth it if it spares you from returning home to hundreds or thousands of messages. But this doesn't mean you should spend half of your vacation checking email.
    _________________________________________________________
    This article is available for a one-time reprint or internet posting if you include my copyright notice, provide a link to www.janjasper.com and identify me as follows: "Jan Jasper, a productivity expert in the New York City area, is the author of Take Back Your Time: How to Regain Control of Work, Information, & Technology (St. Martin's Press)." Read Terms and Conditions for details.
    Learn how the right technology can save you
    tons of time!

    About the Author:
    Productivity coach Jan Jasper has been helping busy people work smarter, not harder since 1988. Her customized approach guides clients to manage time, tasks, and information more effectively. She also provides Microsoft Outlook customization for clients. Jan is the author of Take Back Your Time: How to Regain Control of Work, Information, & Technology (St. Martin's Press). She recently completed a North American media tour as the national efficiency spokesperson for IKON Office Solutions, Inc. She has appeared on radio and TV all over North America and is quoted regularly in print. Jan is an adjunct instructor at New York University.


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