8 Things You Aren’t Doing That Will Improve Your WorkflowLet’s face it, time management in the workplace is something many of us struggle with.
Be it because of lack of organization, an abundance of tasks, or a plethora of other reasons we can’t quite put our finger on, one thing we know for certain is that our workflow can be improved.
Here’s a list of 8 quick adjustments you can make to your workflow to make sure you’re getting the most out of the day.
Knowing which tasks are a priority and knowing how to deem them as priorities are major game changers when it comes to managing your time more effectively.
This includes knowing which tasks can be pushed to a later date, which tasks can be combined, or even automating tasks to ensure they get done.
Knowing the difference between an important task and a non-important but time restricted task is also important when it comes to time management. Monitoring important items before they become urgent items helps keep the pressure down and it keeps you ahead of the game.
Preparing for & Confirming Calls or Meetings
Nothing wastes more time than preparing for a meeting while at the meeting. The best way to avoid this is to confirm the call/meeting with an agenda or asking the other party if there are specific things they’d like to cover for the upcoming meeting/call.
Doing this an hour or so before the meeting helps everyone establish the goals of the meeting and it reduces the amount of time spent discussing things that are not relevant or of immediate concern.
Establishing Processes & Sticking With Them.
Your team will only be as effective as the processes that guide them. Make it a priority to establish processes that benefit the team in the most efficient way possible.
Making sure everyone is aware of the processes in play ensures that they are executed properly and this will help establish a more improved workflow.
Be sure to set aside time to revisit your processes too, this will help you determine what works and what does not before it becomes problematic.
Communication is key in any relationship, but effective communication in the workspace is of the utmost importance. This includes delivering messages or speaking to people in a way that can be easily understood.
People will only be receptive to a message they can easily understand. When your communication is riddled with rhetorical questions, indecisiveness, and misguided intent, your listener will ultimately become disengaged and less prone to listening with the intent of actually understanding what you’re saying.
Make it a habit to think about what you say before you say it, and ensure that conversations contribute to the workplace as opposed to disrupting it or provoking confusion. Conversations should be intentional and have a goal that contributes to the overall functionality and success of the workplace, anything else is a distraction and a waste of time.
Making Employees Aware of Your Business Goals.
Having measurable goals in a visible place lets your employees know what you are working on as a team. This helps them keep a clear idea of the role they play in accomplishing these goals and it helps increase team morale throughout the work environment.
As we all know increased team morale influences how your employees work and how they feel about work. If you notice that employees are asking more questions instead of providing answers, this is an indication that they are not aware of what they’re doing or why they’re doing it. Establishing weekly goals empowers employees to find the answers they need and think strategically to accomplish those goals.
Nothing disrupts your workflow more than pointless notifications disturbing you throughout the day.
Make it a habit to disable or mute notifications from sources that may not be an immediate priority.
Minimizing the time you spend confirming whether or not a notification is important enough to pull you away from the task at hand is a great way to waste the time you already don’t have.
Organizing Your Inbox.
Organizing your inbox and creating settings that help you prioritize emails in a manner that is conducive to your workflow is a great way to ensure you aren’t stuck sifting through emails.
Minimize the number of threads you are looped into, minimize the number of newsletter lists you are apart of and set aside a dedicated amount of time to clear your inbox and separate emails into folders for easy access.
Minimizing Meeting Times.
Part of managing your time effectively is knowing what deserves time and how much time it deserves. If you find that your monthly calendar is bogged down with meetings, chances are you’re simply accepting meetings for things that can probably be said via email.
If sporadic meetings are costing you more time than usual, this means that people are agreeing to things before they fully understand them or you may be delegating things with little to no real direction.
In this case, it may be time to revisit your execution strategy to see where the lack of communication is happening. Having an improved method of communicating and executing strategies will help reduce the amount of time spent in meetings, be them planned or unplanned.
Though there are tons of ways to help you reduce the amount of time you waste in the workplace, chances are the 8 we mentioned above are the ones you either overlooked or didn’t consider to be time-wasters.
The good news is, these are all things that you can quickly implement in your everyday process and pass on for others to do the same.