3 Ways to Work More Efficiently

2024 Author: Samantha Chapman | [email protected]. Last modified: 2023-12-17 09:13

Anyone who works full time knows that a working day is not long enough to be able to meet all the commitments planned. Nonetheless, productivity can be improved by using elaborate techniques to make work more efficient. An efficient worker makes the most of every minute of the day, starting with the most difficult tasks, to which he devotes the utmost attention. Being efficient at work will not only increase your productivity by making you stand out in the eyes of the boss, but it will make you feel satisfied and complete, since you have given your best.

Steps

Method 1 of 3: Part One: Focus

Step 1. Keep the work environment clean and tidy

Being more efficient at work can sometimes be as simple as cleaning up the environment in which you work. A messy work area and a work area that hinders productivity. If you waste time looking for specific documents and tools, you are wasting precious time that you could be devoting to serious work. Keep only what you need to work on hand and set aside everything else.

• If you work in the office, organize your desk so you can quickly and easily find what you need to work. If you don't work in the office, apply the same principle. For example, if you work in a bike repair shop, organize your tools and keep them clean so you can find them right away and use them when you need them. This principle applies to almost all types of work.

  

• Office employees and people who handle a lot of documents must have a logical and organized filing system. Keep the documents you use frequently at hand. Catalog the other documents in alphabetical order (or in another order, you choose).

Step 2. The workplace must be well-stocked

Make sure you have everything you need to work, tools and supplies. If you work in an office it means that you must have a number of tools such as punchers, paper clips, calculators, pens, paper etc. In other work environments the tools are different, but the fundamental principle is the same, before you start working you need to make sure you have what you need. Scientists who work on complex graphs and mechanics who work with wrenches can also benefit from this rule.

• This also means having a good supply of material needed to work on hand, employees need staples, carpenters need nails and teachers need erasers.
• Make sure your tools are in good condition. An essential tool, if broken, can compromise all working hours! You can save a lot of time if you periodically take care of the maintenance of your work tools.

Step 3. Follow a strict schedule

If you don't have a roadmap yet, setting one up and following it closely will certainly increase your efficiency at work. To maintain an effective roadmap, use a single agenda (with the optional addition of a small calendar in the office to keep long-term goals in mind). Don't complicate your life even more by keeping more than one diary or piling up notes after notes that will inevitably be lost. You need to be able to cram and review all your schedule in one place.

• Organize each day by creating a to-do list. Start with the activities that have a higher priority. Put less important activities at the bottom of the list. Start from the first point on the list. If you don't complete the tasks you set out to do at the end of the day, put the rest back on the list the next day.

  

• Set deadlines for major projects and be realistic about the time it will take to get them done. If you don't want to fail, you should ask for more time at the start of a project than just before the deadline.

Step 4. Eliminate all personal distractions

Different work environments correspond to different distractions, it may happen to find a chatty colleague who does not leave you alone. Others can be particularly quiet, enough to distract you. Do what is necessary to stay focused on work. If the regulation allows you to listen to music, bring an mp3 player to work. You can also write notes to post on the wall to ask colleagues not to bother you. While it may sound rude, it's not. It's an effective way to ask people to leave you alone while you work. Remember that you can socialize during coffee and lunch breaks.

• A “very” common distraction is wasting time on entertainment websites. A study shows that at least two thirds of workers lose part of their working time on entertainment sites every day. Fortunately, most browsers allow you to integrate add-ons that allow you to block problematic sites. Do a search on the store of your browser, you will find effective and free solutions.

  

• Another way to avoid distractions is to screen calls (to avoid unnecessary telephone conversations) and decrease meetings with colleagues in the hallways.

  

Step 5. Use breaks to manage personal commitments

While it sounds bizarre, taking breaks can actually help you improve productivity, rather than decrease it. First of all, the breaks help to rest. If you don't rest, every now and then, you get tired and consequently work more slowly or less efficiently. Second, the breaks allow you to manage your distractions. Use breaks to do what you can't do while you work. Eliminate distractions! You wanted to call a relative during work hours, do so during the break.

Method 2 of 3: Part Two: Putting Effective Work Strategies into Practice

Step 1. Break the work down into small, manageable chunks

The most challenging projects can be scary. Normally, if the project is very demanding, we are tempted to do all the unnecessary chores first and then focus on it before the deadline. An efficient worker, on the other hand, does the demanding job first, even if that means doing a small part of it. While completing a small part of a large project is not as satisfying as completing many small projects, it is still a smart way to spend your time. If you take a part of the day to complete challenging projects a little at a time, you will find that the process takes much less time than doing it all at once.

For example, if you need to submit an important report and you have a month to spare, divide the work into small goals that you can complete on a daily basis. It won't take you too long and it won't distract you from other tasks you need to do

Step 2. Lighten your workload by delegating tasks

Unless you are the last wheel of the wagon, you have the opportunity to save time by delegating part of your work to one of your subordinates. Don't delegate tasks that only you know how to accomplish satisfactorily, delegate monotonous tasks that waste your time and prevent you from using your talent on bigger projects. If you delegate work, remember to follow up with your assistants and give them deadlines. ALWAYS be nice to your subordinates when they help you, if they feel appreciated they will work better on future projects.

• If you are a temporary worker, a newly hired employee or in any case you have no subordinates, try sharing the monotonous work with your colleagues (with their permission and that of the supervisor). If you get help from a colleague, be prepared to return the favor!

  

• If you have a good relationship with your boss, ask him if he can delegate some of your work to others!

  

Step 3. Shorten the meetings

There is a reason why everyone hates meetings. According to a 2012 study, at least half of office workers attending meetings consider them a big waste of time, more than visiting recreational sites. Meetings are vital for discussing goals and creating an overview. But without rules, meetings become a set of empty concepts and big words, wasting hours (in some cases days) of precious time without any decision being made. Here are some tips for making meetings more efficient:

• Establish a schedule before each meeting so that the time spent pays off as much as possible. Reserve some time for some key topics that require discussion. Try to stick to the schedule as much as possible, and if other topics arise, assure employees that they will be dealt with separately or at upcoming meetings.
• Invite as few people as possible. Keeping a low number of people means reducing the chances that the meeting focuses on topics that are not on the agenda. It also allows all employees who do not need to attend the meeting the opportunity to work.
• Minimize slide presentations. There is a big debate on the effectiveness of slide presentations in terms of work (powerpoint, etc.). Either way, keep in mind that presentations need to be concise and informative. Use the slides to show images and data that cannot be expressed in words, not the entire content of the presentation.
• Finally, as a guiding principle, remember that you must know what your decision will be before the meeting starts.

Step 4. Resolve disputes with colleagues

The workplace can be a terribly stressful place. If the spirits are inflamed, calm the hostilities immediately and directly. This may mean having to apologize, or accept an apology. Solve as soon as possible, better sooner than later. If you allow small everyday conflicts to turn into grudges, your efficiency will suffer, as you may waste time trying to avoid your colleagues in the workplace. And regardless of everything, this would make you feel depressed, don't let conflicts in the workplace ruin your efficiency or, even worse, your good mood!

• Don't be afraid to involve someone who can mediate. It is known that conflicts and personal offenses can slow down the production flow, so some companies hire people who can resolve disputes. Contact your HR director if someone in the workplace makes you feel frustrated, depressed, or scared.
• Resolving a conflict does not mean becoming friends with the colleague you have had a conflict with. You just need to be able to work with it. Be polite in the workplace, even with the people you hate.

Method 3 of 3: Part Three: Making Lifestyle Changes

Step 1. Rest well

Fatigue has never helped make work more effective. Tiredness slows you down, worsens your performance and can cause unpleasant inconveniences in the workplace, especially if you happen to fall asleep during a meeting. Aside from that, lack of sleep is linked to a number of health ailments. Do not sleep on your desk and do not skip work because you do not feel well, rest for 7-8 hours, only in this way you will be able to give your best.

A little tiredness can make you slightly distracted, a lot of tiredness can be devastating. If you are in a responsible job, where people place their lives in your hands (for example, a flight controller or bus driver), it is mandatory to be well rested before work

Step 2. Exercise

Science has proven that physical activity improves workplace mood and productivity. This is especially true for sedentary office jobs. If you spend a lot of time sitting in front of a computer, find time to do some physical activity. This will make it easier for you to work, be in a good mood and feel more motivated.

Step 3. Feed the good mood

Improving efficiency at work does not mean doing it seriously. It is often not a good idea, and even if it increases efficiency in the short term, it can prevent you from enjoying your work. If you don't allow yourself a little pleasure at work, you will lose motivation and get stressed. Being in a good mood will help you work better and make you more ambitious. Do small things that improve your mood, but that don't compromise your job. Listen to music with headphones, take short breaks, or take your notebook to the rest room for some peace and quiet.

• Make the most of your lunch breaks. Use the time at your disposal to enjoy good food and to chat with colleagues.
• Don't overdo the coffee. Coffee is a great energizing drink, especially if you feel tired, but if you drink it every day you can become addicted, and in any case it becomes ineffective after a long time.

Step 4. Motivate yourself

It's easier to work if you have good reasons for doing it. If at times you feel like you can't do it, remember the reason that prompted you to accept that job, your goals, your dreams and your ambitions. Think of work as a means, a means to an "end", your dream. If you love your job, think about how it makes you feel. Do you feel satisfied with what you have done?

• Think about what your job allows you to achieve. Probably thanks to the job you managed to buy the car or house of your dreams, or this job allows you to send your children to school. Think also of the benefits that your job allows you to have, such as dental assistance for you and your family, for example.

  

Step 5. Reward yourself

If you can improve the efficiency of your work, reward yourself! You deserve it. It's not easy to lose bad habits to cultivate good ones, so reward your efforts. Go for a beer after work on Fridays, visit some friends or stay in bed late with the company of a good book. Whatever makes you feel good after a week of hard work. The rewards increase self-esteem and make you feel more satisfied, an important part of the motivation process.