FIVE WAYS TO BE MORE PRODUCTIVE

Did you know most people waste six weeks out of every year's worth of labor looking for things? Add that to the chat sessions at the water-cooler and the extra ten minutes you take at lunch, and you're looking at a significant amount of time lost annually. I’m not going to even touch your lunch “hour,” I’m here to reduce your stress at work by giving you back those lost six weeks.

STRESS
You have stress when your expectations and reality falls short creating disappointments. For example, let’s say you drove to work today and after work, you expect to find your car where you left it this morning. Let’s imagine your car is stolen. Will you experience stress? Absolutely! That's because your expectation and reality are out of sync. Let’s say, however, you find your car where you left it. There is no stress because expectation and reality match up.

The cause of most of our daily stresses are not by big disappointments but rather by all the little disappointments, things like work piling up and not getting to the things you want to do.

Well, you don't have to chain yourself to your desk to be more productive. Instead, try implementing some or all of these five strategies:

1. Plan in your action steps when you make up your daily to do list, to address the little things and bring your reality more in line with your expectations. You will get more done and reduce your stress level.

2. Get a better filing system. You file to retrieve, not to store. So create your system so that you can effortlessly retrieve what you file. Take moment to think about how YOU think about these subjects and file them in a way that is easy for YOU to find. Alphabetical may work for Alan, and by subject may work for Zoe. What works for you? Make sure you can effortlessly file your things away, and that you can also effortlessly retrieve them. Remember: if it isn’t easy to use, you won't use it. The point is to reduce the clutter on your desk and in your email, while simultaneously reducing the time that you spend looking for things.

Bonus Tip: Set up your folders (paper and electronic) as soon as you have decided on a system that you think will work for you. Then begin filing all the new stuff as it comes in your email and across your desk. Then do the catch up filing of all the old stuff later on, in batches. This will convert you to your new system much more quickly and efficiently. You will work out the “bugs” as you go. That way, that mountain of old stuff can be tackled much more effectively. As you go through stuff, you may find a bunch that can just be shredded or recycled.

3. Take breaks. That's right. A ten-minute break for coffee or a snack is in order every three hours. These set distractions will make you more productive when you are at your desk. The important part is to take only a ten-minute break, and to leave your desk when you do it.

4. Leave your desk for lunch. Studies have shown that employees, who leave the office for lunch, even if only for a walk around the block, are more productive than those who cram down a quick lunch at their desk. You'll return to your desk mentally refreshed and ready to tackle the most difficult of projects.

5. Work with your nature. Do you ever feel completely unwilling to tackle a project? Then don't attempt to do it just then. Do it when you're more in the mood for it. Your body is best at different things at different times of the day. If you're energized in the morning, work on your most important tasks then. If you're a bit sluggish after lunch, use that time to return emails and telephone calls, or to do any clerical work that has amassed (see Bonus Tip above). Don’t fight with yourself by working against your nature. If you are slow to get started in the morning, do your emails and phone calls then. Then when you get your energy spurt in the afternoon, tackle that big project then.

Increased productivity is just a day away. Notice two of the tips are all about taking a break from work. When you truly take a break from work, you will come back refreshed and will work more effectively. Planning in the action steps just is better planning. Plan the work and work the plan, as the saying goes.

Most people use filing to store information. These are the same people who have lots of piles on their desk. Because they file-to-store, they can’t find what they need. So, they keep all that stuff “handy.” Is this you? File-to-retrieve will be a revelation for you. You’ll be so much neater and things won’t get lost in the piles. Keep a section in the file cabinet near your desk of current projects. When the project is “done,” then file it in your system.

By using these tips and minimizing the time you spend looking for the things you need, you will add significantly more productivity to your workday. You might even get a promotion out of it.

This Week’s Coaching
Add one of these tips to your workday each day this week. Stay with them for a couple of weeks. Give them a chance. Which ones make you more productive? What will your filing system look like? Is it an improvement? If you can’t afford to lunch out, take a walk during your lunch break. It will clear your head just as well, maybe better.

A dream with a plan is a goal. A goal without a plan is just a dream.

All things are possible,
Elisabeth

Elisabeth Adler-Lund
Executive and Life Coaching
Telephone: 916 • 803•1494
E-mail: eal@EALCoaching.com