Posts Tagged ‘ Tactical Daily Administration ’

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
Facebook (Get a FREE copy of my Performance Execution Ebook)
Twitter
http://JeffreyMagee.com

Tactical Daily Administration – Primetime Productivity!

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
Facebook (Get a FREE copy of my Performance Execution Ebook)
Twitter

http://JeffreyMagee.com

Tactical Daily Administration – Primetime Productivity!

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
Facebook (Get a FREE copy of my Performance Execution Ebook)
Twitter
http://JeffreyMagee.com

Tactical Daily Administration – Primetime Productivity!

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
Facebook (Get a FREE copy of my Performance Execution Ebook)
Twitter
http://JeffreyMagee.com

Tactical Daily Administration – Dealing With Interruptions for Increased Productivity!

SERIES: Part Four of a Five-Part Article

Note:  My apologies, I got slightly out of order here, but here is Part 4 of the series on Tactical Daily Administration 

Executive Summary:    Fast, non-threatening, tactical ways to transition what may be a time-wasting interruption into a productive, polite engagement.

When a friend stops by, calls or sends you an e-mail, it is not noticed or seen as an interruption. When anyone else stops by, calls or sends an uninvited e-mail, it is seen as an interruption and causes most people in the workplace to go ballistic!

Both are interruptions and cause American businesses and government agencies millions of dollars in lost productivity and mental peak performance every day.

Here are some fast, non-threatening, tactical ways to transition what may be a time-wasting interruption into a productive, polite engagement. Consider:

  1. Telephone Interruption – “Thank you for calling. I want to give you my undivided attention, and this is a bad time. What is your number, and when is a good time later today to call you back?” If the caller is a telemarketer, you can always play the Jerry Seinfeld game: “If you will give me your name and home phone number, I will call you back later…”
  1. Telephone Call Lasting Too Long – “I appreciate the opportunity to talk with you, but I know you are a very busy person with a lot to do, so is there anything else (insert specific topic or question) before I let you go?”
  1. Walk-in Traffic – When someone comes to your desk unannounced, immediately stand up and ask, “Yes? How can I assist you?” This change in posture will, in most instances, evoke from the other party a question like, “Do you have a moment?” This is your opening to be polite yet stern by saying, “Yes, I have a second. What specifically do you need?” This will conversationally direct them to get to the point and not go into idle, brainless diatribes.
  1. Walk-in Traffic That Does Not Leave – Several tactical engagement interventions can be deployed here. Start by not making your work area conducive for people to gather: remove chairs; put our jacket, brief case or something else in the chair so you control when you want someone to sit in it; angle seating so you get the good view, and they get the wall; shut your door with a sign that mentions it is your “Quiet Time.” Another powerful conversion tactic is to grab something that needs to be filed, hand them part of the stack and politely say something like, “Here, let’s walk, talk and head to the cabinet. I need to file these while we are talking, and you can help me.”
  1. Uninvited E-mails – You have two options.  You can outright ignore the sender and hope they will get a clue that you respond to business – not personal – e-mails and eventually reduce or eliminate the use of e-mails on a personal basis. You can also gather all of their uninvited e-mails and respond to them one at a time, thus blitzing their e-mail box!
  1. Mail – If you know mail is unsolicited, don’t even waste your time opening it.  Rather, simply throw it all away. If it is important, you can bank the fact it will be mailed to you again!
  1. Meetings – At the precise moment you realize there is nothing else on an agenda that involves you, politely look for a conversational opening and say something threatening like, “Unless you all really need me, I don’t want to hold you back. Should I should be getting back to work?”

Undesired interruptions can derail mental creativity, concentration and overall productivity in the workplace every day. As a leader, how you non-confrontationally manage the environment and situations will drive the daily output.

Dr Jeff Magee
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Tactical Daily Administration – Maximum Logistical Effectiveness!

SERIES: Part Five of a Five-Part Article

Executive Summary:   Immediate guideposts for how your daily workflow space should be designed for maximum administration effectiveness.

The logistical layout of our workspace will have a dramatic and immediate connection to the quality and quantity of production from your proverbial desk. How you logistically operate your workspace will serve as a beacon from which your team will draw clues for their performance expectations.

While there are countless efficiency experts that an individual or organization can enlist to enhance operational performance, here are some immediate guideposts for how your daily workflow space should be designed for maximum administration effectiveness.

To increase your daily administrative flow and efficiency in a business climate that demands tactical effectiveness for profitability, consider:

  1. Desk – Your workspace desk, table or countertop should be designed in such a way as to reduce opportunities for distraction, eye contact with passersby and idle social dialogue.

  1. Telephone – You should have this within easy reach and consider headphone systems, long cords, cordless and mobile systems to free you up for multi-tasking.

  1. Supplies – A mini storage for things routinely needed should be within reach (file folders, paper clips, tape, etc.) and easily accessible to obvious functional items as well (like writing instruments, paper, PDA devices, power supplies, etc.).

  1. Chair – Your chair should be comfortable. You will be living in it, so make a good investment. It should have wheels for easy mobility.

  1. Fax Machine – Whether you are connected online via your computer or the traditional stand alone system, this should be at arm’s reach.

  1. Printer – Whether this is your main system or a small back-up unit, this should also be within arm’s reach. This will expedite making copies to be faxed upon demand, for meetings, for print downloads from an e-mail or for mere file purposes.

  1. Computer and Key Pad – This is critical to most managerial-leaders and should be easy to access and use. Only have the software programs on your system that are required for your functionality – the more needless programs you have, the more opportunities there are for problems.

  1. File Cabinets – For those items that you know you need to keep and will be routinely accessing, a cabinet should be within reach from your chair and desk.

  1. Music, television, VCR, DVD – Appropriate pieces of equipment or electronics should also be within reach. Ideally, they should have remote control systems so you will not have to leave your chair for operation.

  1. Water – Nutritionists coach that keeping yourself hydrated all day directly influences your mental alertness and proficiency. This is especially important in the afternoon hours, when most professionals tend to have repeated energy crashes. Maintain easy access to water, water bottles or water dispensers!

For those aspects of your job that you would consider routine, you should be within one arm’s reach or a minimum of two steps. The further you must go for the tactical execution of daily normalcy, the greater the odds are for being derailed and reducing overall daily operational effectiveness.

Dr Jeff Magee
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