by Jaidev Adigopula

Created on: July 27, 2010   Last Updated: October 07, 2010

If you spend half your day at the office, you will certainly be interested in efficient and effective usage of your time there. It can be simple. Combine some time tested tips with modern technology and whisk in a pinch of diligence- lo and behold; you have a recipe to get the best out of your work time.

Start by identifying the most common tasks you do at the office and order them by the amount of time you spend on each. This will give you your priority list for time saving. In other words- plan first. Then get to work executing these time savers.

* Getting to and fro work *

Try to reduce your daily commute time to and fro work. Sometimes it might mean skewing your timings by a bit to beat the rush hour. Or car pooling to get you into the fast lane. That extra hour saved on travel can mean a lot to your work day.

* Use technology to automate *

In today’s world, technology and automation alone can be you single largest time saver at work.

If you organize or attend lots of meetings, use calendar software to schedule, invite attendees and set alarms. If you have a heavily task-oriented job, use to-do lists and delete away items as soon as they are done. If you manage a team, you can even use shared to-do lists. And if your work is skewed towards communicating with people, maintain an up-to-date list of contacts integrated with your email program and synchronized with your mobile phone. Use common office software such as Word or Excel and invest a little time to learn productivity tips with these packages.

* Maintain a productive workspace *

You can work the best, when your surroundings are conducive to work. Do away with clutter and distractions. Check if the appropriate equipment and stationery you need for work are readily available. Categorize physical and computer documents for quick access. The best time to do these is at the end of each work day or week.

* Set goals and prioritize your tasks *

Set up daily goals and an action plan for each. The goals must be realistic and the action plan clear and achievable. Do the jobs that require significant concentration first when you are fresh. The same goes with important action items. However, whenever a short task that requires only a few minutes comes by, don’t postpone it. Complete it immediately.

* Make you attitude count *

Avoid procrastination and practice punctuality. Learn simple methods of concentration and reduce distractions. Cut down on outside visits for that shot of caffeine or a quick munch. Refuse to be drawn into idle gossip. Make sure you are only doing your work and not of others as well. Be firm, be diligent and be intelligent; time savings will automatically follow.

* Improve the process *

Every office has process flows. Try to improve the process by cutting down on repetitive work and batching related tasks together. Reduce delays both within and between steps; and multitask during the wait time. This might require collaboration with others in the office and potentially concurrence with the boss- but it will also get them to notice you for your process improvement skills.

Office time is precious. If you can get your tasks done in time, you will feel a sense of achievement; experience less stress; make a good impression on the people who count; and yet have the time to spend on people and things closest to your heart. And it only needs a little planning and some rework to your daily routine; coupled with the necessary automation- to make it all happen.

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