Procrastination Tip #1 – Often we procrastinate because we’re overwhelmed, so the key is to reduce the size of the task. Break it down, over and over again, until it’s in actionable chunks. Then give those bite size chunks a date and a time on your calendar.
Today, checking your phone on a regular basis is the new norm. We need to be connected to our email, texts, social networks, and calls. So, as a society, we carry our smart phones from the time we wake to the time we lay them on our bedside tables.
Where in the past telephones were accessible at your office desk and hung on your kitchen walls, they are now part of your day-to-day routine, making their way into board rooms, onto the golf course, and out to client dinners. Don’t get me wrong; I think the smart phone and cell phone can be fantastic productivity tools, but as they have taken increased prominence in peoples’ lives, it is imperative that a successful professional understand how to use the tool politely, as well as effectively.
Towards that end, I offer you the following smart phone/cell phone etiquette tips:
Each of the above suggestions demonstrates to the other party that you value your business relationship, that their time and attention is important to you. So, I encourage each of you to review the ideas and start practicing them daily as you make and receive calls.
Keep it simple – Keep your to-do lists and planning simple, and don’t waste time playing with new tools, etc. There are always going to be shiny programs that promise to make your day faster and more efficient. Stick with one, and learn to rely on it.
Focus your attention on one thing at a time – Cutting out multitasking leaves you to focus more intently on one task and finish it to completion, rather than having many tasks started and nothing finished.
Write things down – Nobody’s memory is perfect. If you don’t take notes and setup to-do lists for yourself you will end up wasting minutes of time trying to remember things that would have taken you seconds to write down.
Use productive shortcuts. – People who claim that there are no productive shortcuts in life have been brainwashed. There are productive shortcuts for almost everything you do. Finding and using them can save you a few minutes here and there on a daily basis. On your computer, learn the keyboard shortcuts for the programs you use most often (In Word, Control C=Copy, Control X=Cut, Control V=Paste). If you can permanently delegate one of your regular tasks to someone else, do it. Is there a route to work with less traffic? I’d love to hear what your favorite shortcuts are!
Use magazine boxes for large envelopes, catalogs, and 3-ring binder dividers. Clear plastic boxes are good for extra rubber bands, staples, etc. Always label all containers.
Need more storage? If your desk doesn’t have a drawer for supplies, consider a rolling file that you can place under your desk when not needed. Get one with at least two supply drawers. You’ll get more supply storage and create a new surface space for project files, a printer, or your phone.
A single two-second distraction could cost you 15 minutes of your day! When your concentration is interrupted, it takes up to 15 minutes to get your focus back. One of the biggest productivity & time management thieves is being distracted by interruptions. Set clear boundaries and take back control of your time so you can get the important things done!
Whether you use a bulletin board, task list, or sticky notes on your computer screen, as a means of reminding yourself of upcoming tasks, spend a few minutes at the end of each day scanning through them. Remove anything outdated and arrange what is left so that you can easily see it without having to look behind other papers or notes. When you put a new item on your board or list, remove an old item.
