Archive for July, 2017

Tactical Daily Administration – Taming the Paper Monster!

SERIES: Part Two of a Five-Part Article

There is no way around it. As long as people have computers, they will find their print key. And with that, there will always be an endless flow of paper in the business workplace!

Taming that paper monster to manage the daily work environment and ensure maximum productivity is easy. Consider this four-step process as you contemplate touching any physical papered item today (mail, faxes, documents, letters, notes, proposals, handouts, flyers, etc.):

  1. R – Does the item need to be referred to someone else? If so, immediately discard it into a sub-stack of REFERED items and deal with the items on your own terms during that day as appropriate.

  1. A – Does the item need your immediate ATTENTION? If it does, also temporarily discard it until you have restacked all the items of one mass stack into four sub-known, now-manageable stacks.

  1. F – Does the item need to be kept, maintained, saved and, thus, FILED? If so, place it into a sub-stack and deal with it on your own terms as appropriate. The Wharton School of Business did a study (and it’s probably still valid!) and found that more than 60 percent of these items filed away are never touched again until they are thrown away. So, use a “Rule of Three” to determine whether to trash what you may be getting ready to file or task someone else to file it. Can you easily get a backup should something happen to your copy? Do you know how many other people have copies and who is keeping them? Do you have a legal reason for keeping a copy? These questions may motivate you to save more time and merely discard the item.

  1. T – When there is no value in an item, immediately TRASH that item. Place it into a recycle stack or trashcan.

By tactically using this four-step RAFT Process, managerial leaders can both improve their bottom line daily productivity and model for their team how a peak performer should appear.

With this paper monster that runs loose in many businesses now coming under control, let’s eliminate it completely.

By taking any primary stack that contains unknown items, quickly break it down into four manageable known stacks.  Now, you can set two stacks off to the side for attention later in your day. A third stack is completely removed, and you are left facing only one for your dispensing.

Dr Jeff Magee
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Tactical Daily Administration – Primetime Productivity!

SERIES: Part One of a Five-Part Article

In a business climate of increased performance and profitability expectations with every endeavor, today’s managerial leader must be tactically nimble and effective in everything that is done.

Among the work requirements of every position is daily normalcy. It is these functional norms that require a leader to be tactically wise. Consider whether or not you allocate your energies (and conversely, those of your team) appropriately throughout the day and appropriately to functional tasks. Are you and your team active or productive?

Here are three simple, yet, from a time and motion study standpoint, explosive ideas in tactically allocating your energies daily for maximum productivity (and thus, profitability):

  1. Are you an AM or PM person? Meaning, do you have your normal highest professional energies during the window of the AM hours of your day or the window of the PM hours?

  1. Now, define that window. If you are an AM person and you start at 7:00 AM, the window would be from 7:00 AM to noon. Conversely, if you say you are a PM person, the window would be from noon until when?

  1. Primetime for your peak productivity will fall within this window. To get even more strategic and learn which tactic to engage at the appropriate time, determine which limited hours you are really at peak performance during your window.

By breaking down the work hours into this AM versus PM pattern, you can be more tactical in your behaviors. And continuing breaking down your time into a window range and breaking that down even further will aid you in knowing your greatest productivity comes from:

  1. Scheduling high-yield activities, projects and meetings in your primetimes.

  2. Not scheduling anything during this time that is a time-waster, low-impact task, nonessential event, etc.

As a steward of your time, determine right now when your prime time occurs.

Then, review what you are doing right now. Check your calendar, to-do lists and PALM systems and determine if you can enhance your performance by making some tactical adjustments to your schedule and those of your colleagues.

Dr Jeff Magee
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