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Workplace Productivity Tools

April 13, 2012 | Comments: 0 | Views: 141

Make your work easy to perform! If you are having problems with your work, take a careful look at what is tripping you up. If something is awkward or too difficult or disorganized, you will not do or use it. Keep things simple and usable and you will work more efficiently and productively.

Keep things neat as you go. This is a great habit. Instead of having organization binges, keep things neat as you go. Don't stack documents to be filed later. File them right away. Do you stack stuff? Do you have stacks? What can you do to eliminate your stacks?

Establish a place for everything and keep everything in its place. If you are about to put something down on your desktop, or table or bookcase, or toss it on your guest chair, stop! Where does it belong? If you have not designated a home for it, do that now. Always put things away when you are finished using them, so you can retrieve them easily and efficiently.

Do you have anything without a home? What is it? What will you do to find a place for it?

Clean up your desktops. Your two desktops-your physical desktop and your computer desktop-should be clear and neat. You should be able to sit down and immediately begin working on either desktop. You should have at hand what you need daily and what you are working on in the moment. Everything else should be put away to maximize productivity and minimize distractions. Reduce knickknacks, extra pens, pencils and clips.

What is cluttering your desktops? How can you eliminate or reduce this clutter?

Check and process your in-boxes once a day. For some in-boxes, you may need to check e-mail more than once, for example, every hour. This is true for customer service and troubleshooting functions. Unless you get paid to check e-mail as it arrives, stop! Checking e-mail too often wastes your time and cuts into your productivity. Try checking e-mail when you arrive in the morning, when you return from lunch and at the end of the day.

Never leave the item in your in-box. Handle e-mails related to your highest priority tasks and projects first. Then sort e-mails by sender and take care of senders you know. Then sort by subject and handle those. When you open an e-mail, take care of it immediately:

  • Do it and file it
  • Delegate it
  • Put it in a pending folder for follow up
  • File it
  • Trash it

Work your way down through each item until your in-box is empty. If you have currently have hundreds of items in your in-box, toss them all into a folder to be processed later and schedule a couple hours to do that. Start this process with all new items from now on and watch your productivity improve.

Patricia Haddock is a communications consultant and trainer with more than 20 years of experience. She teaches business writing and professional development workshops for employees at major corporations, academic institutions and government entities.

Patricia has authored more than 600 magazine articles and 11 books, including "The Time Management Workshop" - AMACOM, "Leadership Skills for Women" -- Crisp Learning, "Developing as a Professional" - Crisp Learning, "Office Management: A Productivity and Effectiveness Guide" -- Crisp Learning.

Contact Patricia at to discuss your learning and development needs.

Source: EzineArticles
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