Top Ten Ways to Produce More Results While Working Less
By: Sergeant Carpenter
Although that title sounds akin to a get rich quick scheme, and is rather paradoxical, let me assert that it is neither. It really is a paradigm that will benefit anyone who is willing to pay close attention and take action to make it happen.
In my own life I have noticed an extreme difference in my daily productivity between times when I have simply kept a list to guide me through my day, compared with the times I have not. At times a simple list has empowered me to do unbelievable amounts of work in a given day, and still finish early. Often I have been able to do more before breakfast with a simple list than I would often do in a whole day, without one.
Here are my top ten ways to spend less time working and accomplish more:
1. Know and verbalize to yourself why you want to work less time and accomplish more: This may seem trite, but it is vitally important, as a point of motivation. Things done successfully are most often done on purpose and with a purpose. If you have a purpose, you have an important reason to make any particular task or project a high enough priority to roll up your sleeves and get the job done.
Different people have different reasons. Maybe you want to spend less time working so you can spend more time with your spouse and kids, or maybe you want to finish your week ahead of schedule and have a long weekend. Maybe your motivating reason is to practice a sport more, so you can be a better competitor. Your purpose just needs to be one that gives you a reason to get more serious & take impressive action to get things done. You will purposely do what is necessary to reclaim time for your personal pursuits. This is a basic economic fact of life. People work for incentives.
2. Use a daily calendar or other organizer: This may also sound simplistic, but don’t overlook its importance. The organizer can free your mind, if you let it become your memory bank. When you diligently use it every day, for everything, you will record your thoughts, assignments, tasks, appointments, shopping lists, and other information that you want to remember in their proper places. Liberation begins as you will be free to forget it until it’s time to refer to that information. For example your shopping list and the out-of-the-ordinary item that you may be concerned about forgetting is of no concern now, because you will rely on your shopping list when you get to the store, and not worry about that brain taxing detail until The proper time. Your choice of organizer may be paper or electronic. I have tried both ways and both have their advantages, but I prefer the paper variety because it is usable everywhere, anytime. On the other hand, I also appreciate the pop-up reminders of the electronic kind.
3. Keep a short To Do List: The To Do list can be very intimidating, mostly because so many folks put too much on it. An effective daily list should be possible and usually have only one or two mission essential tasks for any given day. This is your assignment to yourself. Be kind and don’t be like congress and make unfunded or impossible requirements. You work hard and, if you are effective, you should have some time for yourself. Work and play are cyclical; You need breaks, personal time and fun time to be more productive. Too much hard work will wear you out, your effort will become counter-productive and you may even go crazy. I keep a separate “Long term” to do list that keeps me on track for weeks and months. These items don’t become vitally important until I schedule them on the daily list.
4. Be punctual and arrive at work on time and get busy right away: Compartmentalize your activities. There is a time to work, and a time for recreation and down time. At work,get to work in an organized, effective and energetic manner. When it is time to play, or take a break, separate your mind from work and be rejuvenated and refreshed through relaxing endeavors. It is wise to do your coffee drinking and socializing before and after work. At work you need to be about your business so you can get business done, whether your office is next to the boss’s or in your home. Adopting this personal policy alone will significantly shorten the time it takes you to accomplish the requirements of your work day. Once you have met the requirements of the day, don’t dilly-dally; straighten up, set tomorrow’s schedule and go use the time you saved for your personal purposes. This will also be an investment in tomorrow’s productivity.
5. Accomplish a major task before lunch: If possible, do this before a pre-lunch break, however don’t rush it, but do it right. Finishing a significant task before lunch will give you the momentum of success for the rest of the day.
6. Don’t be a socialite in the office: Socialize all you want in the break room or lunch room, at the appointed times, but when the time is not right, get back into the business mode and back into the office and get busy following your schedule. When you are not conducting business, you will find life is more enjoyable if you are sociable and relaxed, then when it is time to work you will be fresher and more effective. Don’t be snobbish, just be professional and businesslike.
7. You can save a lot of time if you just learn how and when to say “No”: It is seldom required for you to do everything that everyone asks of you. Don’t be timid: Say no to unnecessary interruptions such as the inevitable social visits by co-workers. Refuse to chit-chat on the phone. Ask people to email you, so you can take control of the time and choose when to reply. If in person meetings or phone conversations cannot be eliminated, respectfully let the other person know that your you are busy and your time is limited…just let them know that you have a call to make in 5 minutes, then give them six, using the last minute to end the conversation. Question people ahead of time about the purpose of the meeting or call, and then you can take charge and set the parameters for it. Be sure and clarify the problem or reason for the contact beforehand and then ask questions to clearly and directly bring out the answer to the problem. If you are unable to help, courteously state the fact, and refer them to someone who can help and politely end the call or meeting. Your time is very valuable. Time is money…time is also life. Your and your family’s well being and lifestyle depends on you getting your job done effectively. Your next sale or promotion may depend upon your ability to conduct business efficiently.
8. Control E-mail: This may challenge you, but it is vitally important. Don’t let E-mail control you….you must take control of it. If you get important business email during the day, you may want to set up a special webmail account just for business and then direct all your business E-mail to that address, so you’re not distracted by spam and personal email. Spam arrest is also a good program to get spam under control. Check E-mail as seldom as possible. For openers, try reducing to twice a day; just before lunch and just before quitting time. Be vicious with the delete key, then read business mail at work and read personal email after work. This tip alone can cut hours off of many a worker’s time on the job. If you are in control of your own schedule, or a good negotiator with a reasonable boss, applying this tip means getting out of the office earlier; in many cases, much earlier.
9. Eliminate multi-tasking: With precious few exceptions, “Multi-tasking” means doing a half baked job of many things. It is the road to a nervous breakdown and low self esteem, when you realize that as hard as you work, you don’t get anything done excellently. You’ll profit greatly if you use the organizing tips above and take control of your work situation, then do one task at a time, until it is done well, then move on to the next one. A car accident in which someone dies would be a bad way to learn that you can’t concentrate fully on two tasks at the same time, such as driving and talking on the phone. Multi-tasking may be mostly responsible for the rampant mediocrity in today’s workplace.
10. Outsource mundane tasks: There are people who make a business of helping you with mundane tasks, or tasks that you don’t do well. One such business is Outsourcingsuccess dot com. Give it a try with some personal tasks first to get an idea of how it works for you. Without hiring a full time assistant or secretary, you can get good help and pay by the hour. That will free you up to tend to your more important tasks and the ones that you are strong in. Students at a local college or university who major in areas that would help you may be a good source of help, and you could help them earn a little income, too. If you prefer to go international, do a search on Your Man in India, and Brickwork, or the search on the term Virtual Assistants. Outsourcing Success has already made the connections and is ready to bridge the gap and help you get the help you need.
These tips are good ones for real business people to get real work done efficiently and effectively. The effectiveness of these tips in your situation will only be limited by the extent of your willingness to use them diligently.
About the Author
Sergeant Carpenter has helped many people how to improve their productivity while working less and producing more. Get a free consultation to see if Sergeant Carpenter can help you reduce work and produce more.
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