Whatever type of work we do, we all have the same objective, which is to get as much work done as possible within the time allotted. One way to save time and be more efficient is to streamline the way we work and make better use of the tools available to us.
This chapter will help you manage your business contacts, show you how to de-clutter your office, teach you how to get the mounds of paper under control, and give you all the information you need to be able to take advantage of the latest time-saving technology. There are tips, too, on how to become the master of your telephone and your email so that you increase your productivity – and get home sooner.
Once upon a time, if you wanted to reach someone, you called them on the phone either at home or at work, or if the matter could wait, you wrote to them. Today, we are overwhelmed with ways in which to contact people – there are home phones, office phones, cell phones, email, social media, as well as plain, old-fashioned letters. Keeping our contact information up-to-date has never been more time-consuming.
According to a recent Data Warehousing Institute study, 25 to 35 per cent of the average database becomes outdated within a year. Obsolete contact information can waste your time and may also result in lost business. It is therefore imperative to do periodic updates – say, every year – and make sure that your staff and/or co-workers all have access to the current contact information.
The professions or careers of people such as consultants, recruiters, health-care professionals, lawyers, and salespeople depend on building and maintaining relationships with clients and customers. As it is virtually impossible to rely on memory when it comes to such matters, we can manage these relationships or contacts most easily and efficiently using contact-management software packages. Such programmes create databases of information to help you keep track of the basic details. Depending on the nature of your work, you could divide your business contacts into various categories, such as clients or customers, leads or potential clients or customers, vendors and suppliers, and key colleagues. Most programmes for managing contacts allow you to collect detailed information. For example, you can find out when you had your last appointment with a particular person, as well as a list of the dates of your phone conversations, including your notes on what was said, and any emails and letters you sent and received. If you are selling products and/or services, your contact-management software can also track your marketing and sales efforts, and results.
Here are some guidelines to follow when you choose your contact-management software.
SIR JOHN LUBBOCK (1834–1913)
Recommendations Ask friends and colleagues which software programme they use and inquire about its strengths and weaknesses. Easy to use Look for software that you can start using right away – it’s no good choosing a programme that will require you to undergo intensive training to understand how it functions. Having easy access to technical support if you have questions about or problems with your software is another important consideration.
Synchronization Try to choose a programme that saves you time by integrating easily with your word-processing and/or email software.
Good fit To find out if there are any programmes designed specifically for your profession, ask colleagues or your professional association.
Keep your business contacts as current as possible by updating the information as it comes across your desk. Don’t forget to print out a copy of your contacts or back them up electronically.
You head back to the office after a networking breakfast with a pocketful of business cards from new contacts. But then if you just add them to the ever-growing pile that you’ve accumulated over the past few months, you won’t be able to follow up the new contacts easily. Try using the following tips to help you save time by managing your business cards efficiently.
• When you return from a business trip, trade show, or meeting, make organizing the business cards you accumulated one of your first tasks.
• Sort through the cards and keep only those that you know will be useful to you. Ask yourself if you are likely to contact this person again. If so, why and when? Discarding any that are unlikely to be useful to you.
• Write a brief note on the back of each card that you are going to keep to remind you where and when you met the person. You could do this as or immediately after you meet the person, so there is no danger of forgetting. Include some personal information they told you, such as where they went to school, or how many children they have, so that you connect well with them the next time you meet or contact them.
• Do an annual purge of your contacts. If you have not had any contact with someone for a year, send them an email, and ask them to let you know if they would like to be contacted by you in the future. If they don’t respond, simply remove them from your list.
Once you have selected the cards you want to keep, use a rotary-type file with alphabetical tab dividers to organize the business cards by category, such as accountant, plumber, and so on. Or, if handling hundreds of business cards is part of your work, consider purchasing a time-saving card scanner that connects to your computer and inputs all the information directly into your database.
The advent of computer-based technology predicted the paperless office. However, you have only to look around most offices to know that this simply hasn’t happened. A survey conducted in 2002 by the University of California found that offices around the world used 43 per cent more paper than they did in 1999. It is estimated that 90 per cent of all business information is captured on paper. Some experts contend that the average person spends 150 hours per year searching for lost or misplaced information from cluttered desks and files.
Managing the flow of paper into your office allows you to set up a system so you can process, store, and find important information. Get started by dealing with today’s papers first; otherwise you will simply be creating another pile to deal with later on.
• Deal with paper as it comes across your desk, then file it as soon as possible.
• When filing, place most recent papers on top in the folder so you can see the most recent correspondence every time you open the file.
• Designate an “In” tray for your daily incoming materials, and choose a routine time to sort and process these.
• Create a master list of all of your folders, which you can use as a quick reference guide. Your master list will also be helpful if a colleague needs to find certain paperwork when you are away from the office.
Contrary to popular practice, desktops are not effective places from which to manage the mountain of paperwork that is generated by most offices. This exercise will help you organize and control your paper mountain.
1. Decide what to keep and what to throw away by asking yourself the following questions: Does this information help my business? Will it improve my productivity somehow? Do I need to keep these papers now that the project/task is finished?
2. Create and use these folders to help you sort and keep track of all your papers:
Action – anything requiring your personal attention that you can’t attend to while you are sorting out your papers. Make sure to add action items to your master “To Do” list so they won’t be forgotten.
To Read – any magazine or newspaper articles you wish to read. Grab this folder when you are heading out of the office and you anticipate having some time to read, such as while commuting by train or waiting prior to an appointment.
Pending – paperwork to which you are awaiting a response on or further information.
To File – stuff that needs to be filed away.
3. Depending on your type of work, you might also need other files, such as:
Delegate – any paperwork that someone else can take care of.
Ideas – if your work is of a creative nature, this is a great place to store your thoughts so that you can review and develop them.
Receipts – receipts for work-related expenses.
Cluttered offices can be a source of stress, aggravation and lost time. If your blood pressure increases as you survey the clutter, now is the time to do something about it. Assuming that you are not in a position to hire a professional organizer (everyone’s dream!), ask a friend or colleague help you remove temporarily as much from your office as possible, and pack things into boxes. If it is feasible, hire someone to clean the office, add a fresh coat of paint, wash or vacuum the floors, dust, and clean the windows. If not, do as much as you can yourself.
• Things to have in your office – keep only items that you need for your job, and avoid having more than one stapler, one notepad, and so on.
• Things to give away – if you haven’t used something for two years or more, give it to your local charity or arrange to have them pick it up.
• Things to get fixed – set aside time to get things fixed or to call the appropriate technician to do so.
• Anything else – if it doesn’t fit in any of the above groups, take it home, or recycle it, or throw it away!
Organize an annual purge of your office area. Get everyone to wear casual dress, have a potluck lunch, and at the end of the day give out some goofy prizes for the oldest document, the largest amount of clutter cleared, and the most unusual thing found in a filing cabinet.
Feng shui (pronounced “fong shway”) is based on the Eastern concept of chi, the energy life force. According to feng shui principles, if your office is organized correctly, the flow of chi will be smooth and harmonious, which will enhance your well-being and quality of life. An office with too much clutter traps chi” and can leave you feeling down and discouraged. Here are some guidelines for applying the principles of feng shui to your office.
• Clear clutter so that energy can circulate. Keep on your desktop only items that you need for the current task and things that really help you to be efficient.
• Arrange your office so that your desk faces the door and your back faces the wall. This is known as the “power position.” According to feng shui you can watch as new business comes in the door and feel supported by the wall at your back.
• Fix or replace in a timely fashion anything that is broken, because things that don’t work give off negative energy.
• Make your office an inviting environment. This will encourage you to get work done. Decorate it with items that bring you pleasure, such as inspirational artwork or photographs of loved ones.
• Make sure that you are physically comfortable. Get a good chair and make sure that your desk and computer are at the right height, your keyboard is in the correct position, and your phone is easy accessible.
If you are uncomfortable you will tire more easily and it will take you longer to get your work done.
• If your office is open-plan, try to soften corners with plants to make the environment pleasant for everyone who works there.
There are so many choices when it comes to technology that it is easy to be overwhelmed. When considering time-saving technology for your office, ask yourself: is the technology worth the investment of your time and money? Is it simple to use and easy to set up? How will it help you save time and/or become more productive? Is the product reliable and easy to get serviced?
It is very important to buy a computer suitable for the type of work you do. People who use their computer to design graphics have different requirements from those who use their machine as an electronic typewriter and filing system. Computer processing speed is measured in megahertz (mhz), and it makes economic sense to buy the fastest computer you can afford. Try to anticipate what you will need your computer to do two years from now, and buy a machine that can fulfil these requirements. How do you decide whether to buy a desktop or a laptop computer? If you know you need to use your computer in two or more locations, choose a laptop. If you travel a lot, a laptop will boost your productivity, allowing you to work at the airport or in your hotel room.
“Time is the most valuable thing a man can spend.”
THEOPHRASTUS c.371–287BC
A high-speed internet connection, also known as broadband, is a real time saver when using the internet. If you don’t have a high-speed connection, you can waste large chunks of your time downloading files or waiting for internet pages to open. The same goes for email, especially if you work in a technical or creative field, because email file attachments continue to get bigger. As the use of online video becomes more widespread for everything from music to the news, a broadband connection has become an essential workplace tool.
Mini or keychain drives are thumb-sized portable data-storage drives that provide you with immediate access to documents and files without the bother of bringing your laptop or CDs with you. Simple to use, mini drives offer the quick transfer of information simply by plugging them into the USB ports of computers. They are a great tool for people who often make presentations but don’t want to carry around a laptop.
Videoconferencing is a business tool that allows you to communicate with clients and co-workers around the world without leaving your office. The benefits include reductions in time spent flying, travelling, sitting in airport terminals, waiting in line-ups, and dealing with travel delays.
When choosing an office phone you need to consider: how many extensions you need; the capacity of the voicemail feature you require; and the anticipated growth of your business. Other useful features that you might find useful include: caller ID, so you can decide whether or not to take the call; a speakerphone, which is great for conference calls; and headphones, which free up your hands so that you can take notes while on the phone.
When buying a printer, the major time-saving consideration is speed. The speed of a printer is rated by pages per minute – the higher the ppm the faster it prints. Printing colour documents takes longer, which is an important factor if you typically print brochures, manuals, or graphics.
Although some people think that the fax machine is a technological dinosaur, it can still save you time in the office. Many computer programmes allow you to send or receive faxes directly from your computer, but you will have to spend time scanning in documents before you can send them, which can be very time-consuming. Sometimes a regular, old-fashioned fax machine can get the job done in less time.
Investing in a multifunction machine that is a combination fax machine, copier, printer, and scanner can streamline a variety of processes that will save you time and money. But beware of using technology for technology’s sake – only buy a machine with features that you need and know you will use, otherwise the purchase will be counterproductive.
If you dread launching your email programme because you receive so many emails, you are not alone. Studies show that we spend about two hours of each work day on emails – and this is likely to increase. Finding ways to manage email can help to reduce stress and increase your productivity.
Here are some frequently asked questions and answers about how to manage email and save time doing so.
“To choose time is to spend time.”
FRANCIS BACON (1561–1626)
How often should I check my email? This really depends on your work situation. For most of us, checking email three times per day is sufficient – perhaps first thing in the morning, halfway through the day, and at the end of the day. Do not respond to email as it comes in. Many email programmes have a message alert feature that will let you know when new mail has arrived. Unless your work requires you to answer emails as they arrive or you are expecting an urgent email, turn off the message alert and stick to a regular schedule to check email.
What is the best way to handle mail in the inbox? Your inbox should contain only email that you are waiting to read or that requires action. Set up your email programme to sort mail automatically into pre-designated folders. The aim is to deal with each email message once only, by responding, filing, forwarding, or deleting it.
How can I save time when sending and receiving email?
• Use the subject line to give the recipient an indication of what the email is about.
• Change the subject heading to reflect the content of the new message when replying.
• Be clear, concise, and to the point.
• Stick to one major subject per email, especially if you are requesting the recipient to take action on a number of different items.
• Be clear about what action you are expecting from the recipient.
• Create a signature file (see your email programme) that automatically includes your contact information at the end of each email.
How can email folders save me time? If you receive more than ten emails per day, folders can be a great time-saving feature. You can separate important email from less important by setting up your email to recognize key words and direct the messages straight into project or client folders. These will make it much easier for you to find crucial emails and make it less likely for them to get lost in the deluge.
When is it counterproductive to use email? Email is not the best option if you are dealing with an urgent matter and don’t want to waste precious time. If you know the recipient is in their office or you can reach them on their cell phone, you have a better chance of resolving the issue quickly. If your response to an email would be long and involved, picking up the phone and having a conversation will save you time.
Phone calls can be a very time-consuming aspect of work, but by applying certain criteria you can cut down on time-wasting. You have more control over your time when you make outgoing calls rather than when you answer the phone. You can save time by pre-programmeming into your phone the numbers that you call most frequently. When calling a business contact always ask if it is convenient for them to talk now, tell them approximately how long your call will take, and keep to the time limit. If it is not a convenient time for them to speak with you or they do not have the time that you need available, arrange to call them back at a specified time. Ensure that you have all the relevant notes and documents you require in front of you before you make the call to avoid wasting time looking for them while keeping the other person hanging on. Make all your non-urgent phone calls in one block of time during the day.
To save time on incoming calls at work use caller ID to screen them and answer only those that you know will help you to complete the day’s tasks. Start by asking the caller politely how long the call will take. If they say a few minutes and you know from past experience that they can stick to this limit, deal with the phone call there and then. However, if you know from experience that they are likely to take up more of your time than they estimate, or if it is truly not a good time for you, explain this to your caller and arrange to call them back later at a mutually convenient time.
Setting up a phone log of your business calls so that you can find out how much time you spend making and receiving phone calls will help you to cut down on unnecessary calls. You will need a large sheet of paper, a ruler, and a pen.
1. Take the sheet of paper and draw eight columns using the ruler and the pen. Label them across the top from left to right: Date, Caller/Recipient’s Name, Incoming/Outgoing Call, Voicemail, Duration, Reason for Call, Useful/Not useful.
2. Fill in the relevant columns as you use the phone for two weeks.
3. Add up the total amount of time you spent on the phone during each day, then the total for each week, and finally the total over the whole two-week period.
4. Now tot up the amount of time spent on useful calls and then on calls that you didn’t find useful. Review the reasons for the latter calls to see if a pattern emerges – it could be the same person calling, or perhaps you are trying to speak with someone but you keep missing each other. Consider if you could take any action to eliminate the calls that waste your time. For example, it might be easier to reach the person you keep missing by email.
5. Over the longer term, use a notebook, your daily planner, or your contact-management software to keep a record of important telephone calls. Besides recording names and numbers, jot down the key points of your conversations, as you might find this information useful in the future.
Project managers strive to deliver on time and within budget. A project has a distinct beginning and end, and uses specifically allocated resources, such as money, consumables, personnel, and time. Projects have a goal and an objective, and each project follows a logical sequence of events that makes use of the resources available to meet the project deadline. Ask the right questions. What is the project’s objective? What are the start and finish dates? What resources do you need? What tasks do you need to accomplish? Who is responsible for which tasks?
When managing a project there are three constraints to balance: time, cost and quality. We can view these as the sides of an equilateral triangle. And if one side grows, this generally affects the other sides.
As a project manager, you can lose credibility by underestimating the time required to complete a project. Understanding the scope of the project is the first step toward an accurate judgment of the time you will need. A detailed list of tasks that you need to accomplish should include the administration of the project, such as meetings, as well as the actual work. Be realistic and allow time for inevitable disruptions and delays.
Once the project is completed, ask yourself: was the project on time? If not, what external circumstances contributed to any missed deadlines? What circumstances over which you had control contributed to any missed deadlines? What will you do differently when estimating the time you require to finish the next project? Bear the answers in mind for the future.
The project manager faces two major challenges: how to allocate enough time to meet the deadline, and how to recognize and avoid time-wasting obstacles. First, figure out how long each activity will take. Next, estimate how long it will take to complete the activity under ideal circumstances, and what resources are available, and when. Then, add in some extra time for unforeseen problems, delays, and contingencies, such as those below.
• Emergencies
• Staff absence and illness
• Subcontractors late
• Equipment failure
• Late deliveries by suppliers
• Delays caused by the client
• Slow approval process
• Changes in requirements
• Public holidays