How to improve efficiency


It is important not only to work hard, but also to do it effectively. We simply don't have enough time to optimize our work.

Truth be told, it can take months to implement really useful skills. With their help, you can quickly improve the efficiency of your work.

Schedule three main tasks for the day, week and month. You should start your week by asking what things you would like to see done by Friday. It can be a ready-made presentation, a running distance, a trip with a child to the circus. And at the beginning of each day it is worth asking the same question. It is best if daily targets correlate with weekly targets. On Friday, you need to analyze everything that was done in the week, think about how things were going in different areas. So it will be possible to single out three most successful areas and three more problematic ones. Next Monday, when making your weekly plan, this should already be taken into account. A similar approach will be needed when planning your month and year. So you can focus on the goal, and not on the paths to it. Planning will make the approach to business flexible, while priorities are constantly in sight.

Render plans. For many, working with long-term plans is limited to entering them into a spreadsheet in Excel. But plans can not only be written down, but also drawn, and not necessarily on paper. Our imagination may well act as a canvas. This phenomenon is not easy to explain, but hundreds of books have been written about it. It is believed that our brain cannot separate the real event from the intended one. If you periodically think about what you want (a new position, a trip, an expensive purchase), then a desire to do it will subconsciously form. And after starting such a process, the brain itself begins to actively come up with solutions. You need to start every day with a vivid visualization of something good. Do not forget about global plans. It's not enough to think about the goal of building your own house, you also need to imagine it in detail in advance. This will happen much faster.

Stop swinging. Our working day begins with the fact that on the computer we read the news, the feed of friends on the social network, have a cup of tea or coffee, chat with colleagues. You can swing until lunchtime, after which work efficiency inevitably begins to decline. And while on vacation, everything happens exactly the opposite. For a while, people continue by inertia to return to business, check their mail, and call somewhere. Relaxing completely is as difficult as starting to work. It is worth forming a conditioned reflex in yourself, acting according to the method of the famous professor Pavlov. An associative connection must be created between a certain unique action and the beginning of active work. Let there be some event related exclusively to the beginning of work and nothing else. A cup of coffee is not suitable for this role, we still drink this drink more than once a day and not only in the morning. Well suited for this role is a certain melody that can be listened to in headphones before coming to the office. The brain has already understood that after the music has finished, it is necessary to start working intensively. Reacting to the signal, the mind tunes us to a working rhythm.

Meditate. It is important not only to quickly get involved in work, but also to be able to quickly disconnect from it. You can even be able to relax in 20 minutes in the middle of the working day. And meditation will help with this. Many do not dare to resort to this tool, considering it a difficult Eastern practice. Is there a place for her in the life of ordinary people, and even at work? In reality, things are not so bad. The Headspace program will help you master meditation in just a month with daily practice. Soon you can relax anywhere: in the car, on a park bench, in the office. It takes only 15-20 minutes to recover your strength. This will help give the working day a “second wind”. Meditation will help you to concentrate, quickly get in the know. This will improve the quality of work. Doctors say meditation can help relieve stress, improve sleep and mood. If you think in deeper categories, then this practice will help bring thoughts in line with reality.

Eat one frog daily. Don't be intimidated, this is not a terrible culinary experience. "Frogs" in methods of effectiveness are called the list of the least favorite things. For example, no one likes to report to the boss, clean houses, wash dishes. There are always tasks that have to be solved against their will. They are called "frogs". Usually we put off these things "for later". As a result, our boss starts calling us with an urgent report request. And there is no time for a productive approach. There is only one way to deal with frogs and reduce the negativity from having to do it. It is necessary to eat one “frog” at the beginning of each working day. Gradually, this will become a habit, the torment associated with the need to do unpleasant work will go away. And she herself will be done quickly, freeing up time for more comfortable activities.

Disable irritants. Each of us has had a situation when, due to reading mail or messages on a mobile phone, we missed important thoughts. It also happens that while working on an important task, suddenly a phone call comes in and a switch to something completely different occurs. But was it really important, demanding our immediate response? The brain really needs to be trained at times, switching it from one task to another. But this is not always required. More often than not, it is simply not possible to properly organize our workflow, concentrating on the important. We are constantly distracted by something. You can increase productivity if you set yourself a simple rule: immediately after receiving, do not respond to emails, messages in the messenger, phone calls. You have to teach yourself to ignore them. Non-urgent calls and cases can be postponed for later, in a special folder. And disassemble it once or twice a day. If the work is related to such messages, then you can do it more often, up to four times a day. You need to set up your mail and phone so that really important calls and messages go through. Anyone who is not a call center employee will be able to use this approach to improve the quality of their work.

Concentrate on "tomatoes". The technique called "Pomodoro" allows you to concentrate and manage your time. It is said that the name was given to it by the form of the timer used by the author. The essence of the technique is simple: after 25 minutes of work, you need to give yourself 3-5 minutes to rest. Every fourth work interval should be followed by a pause of 15-30 minutes. With the help of such a technique, you can concentrate on solving a specific problem, solving it much faster and without overloading internal forces. We must first make a list of the main tasks for the day, those very "tomatoes", and then at each interval of time to work on one of them, without fail resting. This approach is perfect for those who have small tasks. They can be programmers working on blocks, or accountants writing reports. You can group small tasks into one block, for example, reply to all accumulated short mail messages. It is important to understand correctly what the rest is. It should be fundamentally different from work. If a person is sitting at a computer, then the pause cannot be spent on social networks or games. You need to get up and do something else - take a walk, call your family, do exercises. After that, you can proceed to the next "tomato".

Work with a “unicorn list”. There is a popular technique for memorizing information, thanks to which you can keep everything you need in your head, remembering what you need in time. Initially, you need to make a couple of basic lists of ten to twenty items each. The Unicorn List gets its name from the first point to remember. Each subsequent element of the list is associated with a specific number from 1 to 10. Unicorn - one, one horn. This is followed by a socket with two holes, a tricycle, and so on. The second list can be constructed using different parts of the body, viewing them from top to bottom. Having decided on the lists, you need to take the required amount of information, break it into parts and associate each piece with the corresponding element in the list, be sure to add visualization. This approach is convenient when preparing for a performance. Each abstract can be associated with a specific object in the unicorn list. It has been shown that the brain remembers visual patterns better than words. This will help you better preserve the information.

Use B-Alert. This is another simple and effective system for increasing personal effectiveness. In this abbreviation, each letter denotes a specific action that must be performed daily. B (lueprint) - a plan that implies fixing in the evening what needs to be done the next day. A (ction) - actions that must be performed sequentially. L (earning) - training. At least once a day you need to learn something new for yourself. It can be an interesting article, a listened audiobook, a video watched. At the same time, there is no need to waste time on long hours of lectures. You can develop while in a subway car, standing in a traffic jam. E (xercise) - exercise. We are talking about any physical activity. It can be either exercising in the morning, or working out in the gym. R (est) or R (elax) - rest during the day. You need to leave yourself time for walks, meditation, or just relaxation during breaks from work. T (hinking) - understanding the results of the day. At this stage, you also need to visualize the future, make long-term plans. You can add other letters to this system, meaning what is important to you. It can be L (aughing) - laughter or G (ratitude) - a feeling of gratitude.

Analysis of the past day. At the end of any working day, you need to allocate 5-10 minutes of your time to analyze everything that has been done. It is worth evaluating what was conceived, for which there was not enough time. We need to take stock of how well the work turned out. Sometimes it seems that the priorities are set correctly and the tasks are being solved, but for some reason some of the tasks remain untouched. A closer examination will show that the reason lies not in the wrong achievement of goals, but in external circumstances. This can be an urgent call from your boss and a switch to another job. It is obvious that force majeure was not envisaged in the plan, in the future it is worth considering this. In other words, at the end of the day, you need to think sensibly about whether the efforts were directed correctly, whether everything was planned correctly and whether the tasks were being solved optimally. It is necessary to celebrate if everything was really done well by praising yourself for it. But you shouldn't forget about optimization - there is always something to improve.


Watch the video: How to Improve Your Teams Efficiency - Project Management Training


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