Being more efficient & productive

Birdsong

In 2023 I want to become more efficient and productive in work, I use outlook and email an awful lot and want to maximise them, and start using one note, to do lists etc. I really want to get away from having a note book full of lists!

Does any one have any any recommendations on you tube or the like that would be a good starting point

irishguy1012

• I use - https://www.rememberthemilk.com/
• As you trawl through your inbox - create Google or Outlook Calendar events to do the things that come up in your email.

HTH,

K

Citrus_8

https://www.boards.ie/discussion/2058277722/being-more-efficient-productive

This highly depend on your personality. There're a few methods: taking notes on a paper or electronic diary; scheduling and rescheduling the daily tasks (prioritising); flagging emails. For routine tasks simply create repetitive slots on the calendar. Leave gaps for once off tasks. Make a weekly and monthly tasks' lists and mark off each time it's done. In excel I simply write myself Done in the column for each month for monthly tasks, and for weekly, I have a separate sheet in the same file, but with week number. If some tasks are done by a few people, upload file in the cloud.

Some people like once off sticky notes, but I don't, so I work off the paper diary (I only use this for once off tasks) + marking off on the xslx file (this is for recurrent tasks).

When I complete the task from the paper diary, I tick beside it. When only 1-2 tasks in that page are not completed, but many many other's are, and it's hard to see in a split second of what's still not done, I circle pending tasks. When all tasks from the page are done, I then cross the whole page so I know that everything off that page is done (this is because I sometime leave some tasks for another day, but I don't rewrite them to another page - thus is due to reprioritising of the tasks).

Microsoft To do is great for tasks/To do lists. Very simple to use also.

Jackiebt

I clear my Outlook inbox out one by one. I open an email, deal with it if I can, and move it to a folder called "Completed". When Im done I prioritise what's left and get to work. Just for reference, I can get up to or over 100 emails a day.

Citrus_8

Efficiency is a huge problem in office type of work. I often find people coming for a chat at the desks, chatting too loud around others, etc. This is distracting. Within years my colleagues learned that if I don't turn my head towards them when they approach, or don't say Hi back to them - this means my mind is currently very busy, and interrupting would cost me extra 5-10 min to get my focus back.

You need to be extremely mindful about your timing and focus. Discipline and routine are the most important. However, a lot of my advices depend on the nature of your work, and your weaknesses.

It is recommended to reward yourself every few hours, once the task, its section, or a collection of tasks are done. A reward can be a chat, if others are available, a toilet break, or a cup of coffee, or a quick walk outside the building, or simply get a fresh air for a minute. This break shouldn't last longer than 10 min.