As the owner of SK
Consulting, a business designed to help other businesses run more in a more
effective and efficient manner, it is shocking to see how some businesses
manage to succeed. While most everyone
would like to think of themselves as efficient, many are the opposite. Being efficient means achieving maximum
productivity with minimum wasted effort or expense. If you are truly efficient, you spend less
time doing the things that you don't enjoy and more on the things that bring
satisfaction, happiness and profit. Some people are actually very adept at efficiency. They manage every manageable moment
so they have more time for themselves to do the things they love.
Below are eight techniques
recommended by SK Consulting to help gain the freedom of accomplishing more by
doing less.
1. Stop
Multitasking
Many people fool themselves
into thinking they are good at multitasking. But actually very few can solidly
focus on more than 1 or two tasks, particularly if they require focus and
depth. They fool themselves into believing they are getting more done
when in reality they are accomplishing less and the quality of the work is
poor. Really efficient people know that concentrated effort with few
distractions leads to better work product in faster times. Otherwise the work
may not be up to par, which means wasting even more time and energy going back
to fix the mistakes.
2. Delegate
So much productivity is lost
when people take on more than they can accomplish. Don't be inspired by CEOs
and leaders who overload their schedules and burn the midnight oil. Really
efficient people are extremely good at delegating tasks to others who will perform them better.
When you know how to break down a task and empower others to contribute effort,
you can choose the tasks most suited for you and crank through them in record
time without distraction.
3. Use
Appropriate Communication
Poor communication is a huge
time-waster. A fast email transmitting bad instructions or an offensive
attitude can end up adding many unnecessary hours to a project. The masters of
efficiency take a little extra time to think through their communication in
the beginning. They consider their objectives when deciding to get on the
phone. They craft their emails with purpose using the exact language necessary
to get the desired effect. It takes a little more time at the beginning
but can actually shave days from a project.
4. Apply
Structure to the Schedule
With all the available
scheduling and productivity tools you would think more people would feel they
have a handle on their schedule. And yet often people feel their schedule
drives them instead of the other way around. Efficiency fanatics create standard
routines in their schedule so they can achieve a disciplined approach and
be ready for the important events. The more you control the calendar, the
easier it is to make room for the unexpected.
5. Give
Everything a Proper Place
A lot of time is wasted
chasing down lost items. Keys, pens and clothing hunts can cause distraction
and frustration, especially when you have something important to do or
somewhere important to be. People get really efficient from being organized.
Establish a home for all the items you have. Factories that practice LEAN create common homes for necessary tools of
the trade. You can do the same. Organize clothes, papers and electronics in a
way that you can easily find what you are looking for. It may take you a
few extra minutes to put things away but you'll save a ton of time and
irritation from having to search for what's important.
6. Time
Activities
Do you really know how much
time you spend
productively versus how much time you waste? I often know that
I am talking on the phone with someone who takes efficiency seriously because
they tell me when the call is almost over. Efficient people set a time for each
of their tasks and work to keep the schedule. Try logging your time on
conversations and activities for a week. Then spend the next week setting
specific times for similar activities and work to reduce the times with similar
output. You'll be pleasantly surprised at the gains.
7.
Commit to Downtime
Tired and overworked people
don't perform well. People-pleasers will sacrifice their own downtime thinking
they are benefiting others, but in truth they detract from productivity.
Really efficient people make sure they get rest and recuperation so they can perform at their peak.
Since one amazing employee can do the work of three average employees, best to
let the team rest up and be top performers.
8. Plan
Projects
Effort is often wasted when
people don't have a clear path to success. Impatience is the direct enemy of
efficiency. Really efficient people know they must take the time to research
and break down a project into basic steps in order to achieve success
consistently. Yes, planning takes a little time. But considering the
challenges, process and responsibilities in advance will make for clear direction with the team. With good communication
everyone can move confidently and efficiently to achieve all the objectives in
record time.
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