Office TimesaversHow to Increase

Productivity

We can begin our day by saving time and stress BEFORE we arrive at the office

Prepare in advanceThe 6 Ps: Proper Prior Preparation Prevents Poor PerformancePrepare your clothing the night

beforeGet plenty of sleepWake early and sit, think, planHave a healthy breakfast at home

Cut your commute time in halfCut your commute time in half by shifting your workday by 15 or 30 minutes

Don’t wait for thingsWhile your computer is booting up• Make use of that time by reviewing

your daily schedule• Go around and turn on other office

machines like the copier/fax, check paper and toner levels

• Pick up and distribute any faxes• Make the coffee

Pare down to essentials on your desk

Only keep out what you NEEDEquipment

ComputerIn boxOut BoxPhoneLamp

Supplies1 Pen1 Scratch padTo Do List

DecorationsSomething uplifting such as flowers or family pictures

ReferenceCalendar at a glance 51 out of 52 CEOs polled on Wall Street agreed that

productivity = MONEY $$$

Set up your desk to Work From Left to Right

• Typically the computer is centrally located• Leave a blank space on the left, and a blank space on the

right• Follow a left to right pattern when you work• Start work on the left, finished work on the right• The Inbox should be on the left, the Outbox should be on the

right

Don’t skip lunchYou’ll be more productive it you take that break

Batch Tasks• Group tasks that require the same level of concentration

• Example: If you have two tasks that require a good deal of concentration, tackle those when you’re least likely to be interrupted

• If you have questions for your boss, wait until you have several questions to ask at the same time if possible

• Group like work together so you’re working within the same mode for blocks of time• If possible, have specific times to read and reply to emails• If possible, schedule phone calls instead of answering the phone every time it rings

Understand your tools• Learn as many of the shortcuts, features, and functions that Microsoft

Office applications offer. These can save you time.

1) Turn your emails into tasks with Outlook

2) Use Tasks to track delegations and deliverables

3) Use Recurring TASKS

4) Know your calendar views and options

5) Use Calendar Recurrences and Alarms

6) Block Calendar Times for Key Projects/Assignments

Color code your filing system• RED for Immediate Attention• GREEN for Financial Files• BLUE for Health Insurance

Purge unneeded files based on your company’s policy and any applicable legal requirementsThe Number 1 theft source is the trash!

Five reasons to shred: 1) Prevent ID Theft, 2) Protect Customers, 3) It’s the Law, 4) Protect Employees, and 5) Save space

Keep everything in its place. A messy desk implies that you are out of control.

How to Organize Papers on your Desk• Use Binders with labels in the spine, and store on a shelf• Use an A – Z Pendaflex Folder, and store it in a desk drawer• Use a 1 – 31 day Pendaflex Folder, also storing in a drawer• Use a graduated file holder, so that you can see file labels at a glance• Group like items together; invoices with invoices, correspondence with correspondence, etc.• Work on one item at a time, or one batch of items at a time

A Happy Worker is a Productive Worker

• Add your own personal touches to your office space to create a warm and inviting atmosphere

• Accessorize in bright cheerful colors, or inYour favorite color or pattern

• Add a small rug or a decorative lamp • Highlight your inspiration

• Display pictures of your children, pets, family• Of course you will want to receive the approval of your boss and

consider any safety concerns before making any drastic changes

Don’t stay sitting

• Read standing up sometimes• Walk to the copier or fax when the work is generated

versus waiting for a stack of items to be copied or faxed

Identify and Eliminate Bottlenecks• Typing statistical reports can be time consuming. You

may want to practice tying numbers. It may help to have a keyboard with a 10-key.

If you find that you are constantly having to stop and ask your boss how to handle situations, make a chart that shows how he or she has told you to handle them in the past, and ask if you can use that chart for the routine issues.

Take Care of Your Body• Sitting for long periods is not good for

your body• Some people use stability balls• You may want to upgrade to an Up-Lift Desk

• Walk around every hour or so, even if it’s a trip to the restroom or for a drink of water

• Look away from your computer screen every 30 minutes

Use a Timer if Necessary• Decide priorities• Chunk tasks

• Batch related tasks like emails and phone calls into a single chunk. Finish them in one single session.

• Decide timer intervals

Chunk, Block, Tackle Break large projects into specific tasks that can

be completed in 15 minutes or less Block out set times to complete specific chunks

as early in the day as possible Tackle the specific task, focusing only on this task

rather than the project as a whole

Use your environment and body language to control the length of conversations with chatty co-workers.

• Remove the guest chair from your office• Change your body posture, returning to the position you

were working in before being interrupted is a good way to tactfully signal that chit-chat time is over.

Air Travel Productivity

• When it is necessary for you to travel for business, consider whether it would be more cost-effective to pay for a seat in first class versus coach. Many can be more productive in one hour of uninterrupted time while traveling than they can in three hours at the office.

Maintain a Well-Organized Supply Room to Promote Productivity

• Having a neat and well-maintained supply room is essential for productivity• Store paper products in one

section• Group like items together

(pens/pencils/markers), (Glue/tape)• Stack plastic bins to hold

items, making maximum use of spaceMaintaining your supply room will also reduce supply costs by avoiding unnecessary

purchases of duplicate items

5 Things Productive People do Daily• Avoid stress and be happy• Don’t rush to check email• Prioritize important tasks• Minimize distractions• Make a To-Do List the day before

Prepare for tomorrow• Before you leave every day, spend the last 15 minutes

lining up work for the next day• Go ahead and email a request for something you may

need tomorrow• Review your calendar for today and see if anything

needs to be moved to tomorrow and made priority over tomorrow’s schedule• Lay out any files you may need to work with• Make your to-do list