Office Productivity Tips

We all benefit from working smarter. Being more productive means making more efficient use of time and resources, both in and out of the office. This week, we share ways to make time in the office more productive.

Manage Time

Work Longer Hours Early in the Week
Get a jump on the work week by putting in extra effort on Monday and Tuesday. You will power through Wednesday and cruise toward the weekend with energy and time to spare.

Use Instant Messaging Software
If your office policy allows, consider installing one of the readily-available Instant Messaging (IM) software products. You can then save your co-worker IM handles on your IM 'buddy list'. When questions come up, sending an instant message can quickly get answers. You can also copy to and from IM windows, making it easy to share URLs and text.

Ask in Real Time
If you need information from a co-worker, IM them, call them or walk over to their desk and ask them for it. Don't send an email, set up a meeting or ignore the missing data.

Budget Time for Small Projects
Even if that important shipment has production issues, you still need to complete your expense report. Spend an hour or so each day on the small tasks.

Organize

Evaluate and Act
Quick reviews of incoming material and immediate action will help keep your desk clutter-free. Quickly scan documents and decide upon next steps; either take immediate action, forward to the proper person, file for later, or toss into the recycle bin.

Write Effective Email
Get good at creating emails that tell whole stories. You can minimize the number of email roundtrips if ideas are more completely defined at each delivery.

Your Inbox Rules
Set up folders in your email inbox for the people from whom you receive email. Then you can create rules that forward their email to those folders. You're more likely to remember Who sent an important attachment than Where you saved it on the network.

Set Agendas
Certain work issues will require that you attend meetings. Do your best to ensure that meetings have agendas. Once in a meeting, stick to the agenda.

Do a To Do list
If you have a set of tasks to complete, write them down on a To Do list. Refer to it daily, and update as often as necessary to keep priorities in order.

Use Your Whiteboard
A whiteboard is a great tool for brainstorming, outlining problems, noting solutions, capturing the big picture, sketching workflows, noting To Do list items, and highlighting appointments.

Focus

Tune Out Television
Never watch television while you're working. TV is distracting by design and disrupts the concentration necessary to work productively.

No Notifications
Turn off audio and pop-up notifications in email and IM software. Noise alerts and popup windows will interrupt a train of thought.

Tune In Music
Listening to music is relaxing and can help you focus on work tasks. If your desk is in a cube farm or an open area, use headphones.

Be Healthy
Sit up straight, eat smart, indulge lightly, exercise and sleep well. If you feel healthy, you'll be better able to deliver the goods.