We are constantly looking for ways to work smarter and save time. With the increased use of technology in the work place, many employees and employers find that technology can be distracting. However, when you are organized and know how to efficiently use technology, the results can be incredible. Here are some tips to help you stay on track and work smarter and how different types of technology can be beneficial and help you save time!
How to be efficient in the office:
1. Check your email first thing in the morning
Checking your email allows you to catch up on anything you might have missed since being away from your computer, or you could get messages from a co-worker asking about a project you are working on. Your email could have certain tasks set up that you need to complete that day, so by checking it first thing you’re already having a productive start!
2. Create a task list
Having a list of things you need to get done for the day will help you stay on track and prevent you from procrastinating. Allot a certain amount of time for each task in order to maximize productivity. You can also add tasks to your computer’s calendar. It is also a good idea to try to prioritize which tasks are the most important and should be completed first. Don’t overwhelm yourself by focusing on your task list overall; fully focus on each task and get everything done one by one.
3. Understand where/when you are most productive
There are certainly times throughout the day when you would rather sit at your desk writing something up than facilitate a meeting. Determine which tasks you are the most productive during certain times throughout the day. If you find that you are able to write better in the morning and feel more comfortable facilitating meetings in the afternoon, try to make your schedule fit to that.
4. Take periodic breaks
Try working hard for 50 minutes and then taking a 10 minute break. Rather than going on the Internet and checking out the latest celebrity gossip, walk to a different place in the office and maybe meet someone new. Walking somewhere will you’re your blood flowing again and you’ll feel refreshed when you sit back down to complete your next task.
5. Don’t take on more than you can handle
Focus on the opportunities that you are passionate about so you can work as hard as you can and fully focus on those opportunities. If you take on too much, it could become difficult to prioritize, thus creating unnecessary stress and the potential for problems.
6. Sleep is important!
Do not think that you should sacrifice sleep in order to be more productive. Sleep is crucial to being productive; it is a way for your body to rejuvenate and get ready for the next work day. If you ignore your body’s need to sleep, you will burn out much quicker during the day and be much less productive.
Here is how technology can help!
7. Going Mobile: Tablets and smartphones
By having technology such as tablets or smartphones, you can stay in touch with anyone, anywhere at any time. These devices not only make it easy to keep in touch with people but it also includes apps that we can use to make working outside the office much easier. There are now apps that will allow you to download and edit documents right onto your device, record notes and voicemails and even allow you to deposit checks without making the trip to the bank! Syncing a tablet or a smartphone to your main computer will help you keep your data together and make it easier for you when you need to find that data later on. You can also use these mobile devices to keep track of your task list and help you stay motivated and moving along, and keep your organized overall.
8. Video calls/conferencing
Rather than spending time and money to travel somewhere for a two day meeting, video conferencing saves both time and money by helping users interact via video calling. Video conferencing allows company representatives to have face to face interactions with one another without necessarily being in the same room, or even the same state! This type of communication allows companies to save money on travel expenses while still being able to efficiently interact with other companies. This kind of technology is also great for in company use, as those who are at locations outside the company headquarters can remain in contact with managers or other company employees while they are out on the job.
Webinars are great for learning about other companies or businesses. Just like with video conferencing, webinars are very time efficient and cost much less than traveling around to different companies and conferences. They are also a great way to get information out about a company and connect with viewers by answering their questions via live webinar sessions. They can also be recorded and accessed later on, allowing more viewers to watch the online post.
10. Google Applications
Most of the Google Apps are free and you can back up your data wherever you have internet connection. You can use apps that allow you to store web searches in a Gmail account, create a list of online contacts, share information with other users, and many other useful apps that can help keep a business up and running.