Developing an Effective Workplace
We have eight hours to devour in a workstation, and few hours to savior our personal life, so what is a biggest challenge for us, to productively utilize those hours to increase workplace effectiveness. It means making some articulately productive moves through smarter ways and shedding off the habits that deters to be productive in our work.
Essential Workplace Skills
There are various types and skills to focus at workplace, few of the standards are mentioned below.
Manage your own time to Boost Your Workplace Effectiveness
You might be thinking that you are good at making time management decision and the time you spend in your tasks. However, studies suggest that only 17 percent people can exactly measure the time they take to finish the tasks. Time taken also depends on the nature of the work and individual capacity.
Make an analysis of the project you are working and set your own time, say two hours. Note it down on the paper. When you have set a target and have decided of finishing the task right within the time, nothing can stop you from achieving. While working you can also face many distractions but if you have focused your mind, nothing can distract you. Alexander Graham Bell’s said, “Concentrate all your thoughts on the work at hand. The sun’s rays do not burn until brought to focus,” is quite applicable here. Concentrate on the tasks you are doing by hand till it is finished.
You can use the tool like Rescue team to help set your time schedule and get a gist of the exact time that you can spend on the daily tasks.
Follow these strategically oriented action plans in your time management spectrum for workplace effectiveness
Differentiate between the urgent as well as non-urgent tasks
Sort out the tasks that are urgent and which are important and non-urgent. Start with the urgent tasks first, it is not necessary that you give more attention towards the urgent ones but it is imperative that you give these tasks priority and finish them off soon. Yes, important tasks have to get maximum attention else it could severe your capabilities. Of course, you can keep the least important tasks on a pending list. Segregating between what is urgent and unimportant is a crucial step to prioritize the time and workload.
Keep your place tidy
For many of us clutter does not bother much but it is both a distraction as well as distressing. See to it how much time you are wasting in searching a useful object or a file if everything is cluttered. And how much disgusting it would become if you want to go for a meeting and you are not able to find the file. Tidying can be both self-elevating and motivating and it would be very easy for you to stay at the top of the things of your workspace is neat and tidy.
Pick your momentum
While working, you are feeling tired or finding that a particular task is taking more time than expected. Leave it for a while. Get up from your desk and take ten minutes break. Or keep your task for the time when you feel more freshened up, may be early morning or for later at the day. Start with an easy task that would keep your mind fresh. Taking breaks in between will increase your concentration. Some studies have found that taking short breaks can help you achieve your target faster.
We say we should do multi-tasking in this fastest world but as a human being this is what we should avoid. We should focus our mind on completing the first task and then start with the other projects. If you have different activities to perform, list the tasks under different categories and take up those tasks first which are similar in nature.
Keep yourself calm and keep things in perspective
The most important thing to remember is to keep your mood composed and calm even in the tense environment. People might feel overwhelmed by too many tasks which could be very stressful. Take a practical approach and only take those tasks which you can comfortably and perfectly do. Take a little pause, prioritize your tasks and you will see you are moving stealthily to achieve your goals.
workplace effectiveness – Involve in Brainstorming sessions
If you have any idea and you would like to put it in practice, get the best brains you have near you during a break session or tea time and share your idea with them. Brainstorming is an amazing way to get a wide range of options in shortest possible time. For saving time, you can use the whiteboard to get your ideas to your team and get their suggestions and inputs or you can also mass mail idea to the whole team. When you incorporate group’s ideas, you could effectively increase your potentiality without adding extra hours.
In the brainstorming you are actually preparing an action plan:
- Explaining and agreeing on the different aims and objectives
- Framing a time limit
- Categorizing each idea
- Making an assessment and analysis of each
- Looking into other options and prioritizing the same
- Planning the schedule and chalk out controlling and follow-up methods
You can also personally brainstorm your own ideas. Taking out some time for brainstorming can get you a good head start in your work. You can list or jot down all the ideas on the piece of paper. By doing this you can come up with many other possibilities which you might not have thought of before but might be fruitful and practical. In fact, personal brainstorming gets you more ideas than as speculated group brainstorming. This happens as groups cannot always strictly follow the brainstorming rules and often get distracted, and their ideas got blocked. And with the personal brainstorming, you can be more free and creative. For instance, you might find that an idea that you are initially hesitating to come up in a group can generate into something special.
Brainstorm is not a decision but an idea
The idea of brainstorming is suggested by Robin Barrow, “Brainstorming in a sense is based on the idea that a situation in which one’s suggestion have to meet certain standards of quality and may be criticized and likely to inhibit people, and that having certain set of general idea in ways in which one might modify a proposal may help one to achieve modification”. It should be used for making any analysis for decision-making process but only to analyze and judge the ideas. Whether you are into personal brainstorming sessions or doing it in the group, idea is to have it targeted to one particular topic, find out any problem area and solutions for the same, jot down what you are trying to achieve. You should not plan any brainstorming session if you already have many solutions and you only wanted to decide which solution you wanted to opt. If you wanted to ignore what is everyone suggestions, it is best not to waste time in this practice.
Understand your organization’s concept
Reason why during the brainstorming decisions process, ideas does not go anywhere as these the same will not meet companies expectations or can go beyond what companies require. In brainstorming session process, if we are thinking out of the box, we have to play our card well. We have to come up with the idea that make the company reciprocates, Yes, this is it! if we are in a managerial position, our responsibility is increased. We have to take many different perceptions like restrictions or limitations if any. And any idea that is generated also have to be looked into from conditions prevailing in the market and industry like quality of the products or services, generation of sales, prices changes, and other regulatory practices. The result would be worth more than 5000 dollar brilliant idea and that would be more practical oriented, productive as well as affordable.
Be Champion in small things rather than loser in bigger
Studies have shown that reaching the goals that are very comprehensive or broad at the time when you are at the beginning stage of a career might deteriorate your proficiency level. While you might get yourself in a bigger game and trying to pitch yourself into the bigger picture, but that could make you lose ground on the level of skill you have. So the best strategy is to climb on a ladder step by step. Gauge yourself in the lower area first and then climb up and as you continue to master the skills. Soon you will see improving and your confidence building up. So what you are doing or working initially, do it best and be a champion which would build your reputation in the eyes of the others. As said by Hammond.“Be a champion of small things that make a big difference before you are a champion of big things that make a big difference.” And remain stick to your goals, which is a mantra of success.
Do the following action-oriented steps to become a champion and to make workplace effectiveness
- Keep your workspace well organized
- Seek feedback on the work performance
- Get workplace effectiveness professional training
- Plan your work to gain efficiency
- Be always ready for the change workplace effectiveness
- Follow the policy, procedures and instructions that might apply in your job in your workspace.
What else you can do for workplace effectiveness !
- Devote some time to show the creative side of you.
- Work offsite when it requires
- Switch off all the popup notifications
- Believe in verbal conversations instead of emailing
Workplace effectiveness – Do Not Commit What You Can not Do
Generally, people in excitement over commit thinking anything is achievable, forgetting they could be surmounted with many limitations, interruptions or emergency situations. It is also possible that the work they have committed to doing is also beyond their capability. Experts suggest that while fixing daily schedule take out 40 percent of the time to solve interruptions or emergency situations. Having place 60 percent of the day for the tasks is best rather than putting hundred percent. If you have grasped it, you can make effective utilization of your time. This is no doubt very difficult for the people but this is a most effective piece of advice that they should adhere to.
Suppose you have a task that can take you one hour to complete, schedule it for an hour and 25 minutes for the task. This way if you have to face interruptions then you can tackle it in 25 minutes and can still be on time with your work.
However if you have committed something, do it. Be mentally strong, and truly committed to complete the task and accept any kind of challenge but the challenge should be within your capacity or limit. It is about making your life filled with goals and killing the rest.
Follow these two steps for meeting commitments:
Be always committed and focused
If you are not committed, you are bound to get distracted even by minor things, which you should not do so. Approach your goals with what is popularly said a sense of conviction. But at the same time also learn to say” No” which is also a part of the conviction, if you cannot do any task, doing wrong or not doing it after commitment can give you dejection.
Just Get started
Even though you don’t know whether you could reach your goal or not, but if you have willingness and commitment to achieve then just start it. Even though the journey is hard, and you have several bottlenecks to face but get going.
Workplace effectiveness – Work on your Stress Level
We say in this world, it is a level of stress that we cannot control. A bit of pressure and mental stress is a motivating thing but when stress exceeds the limit we lose our capability to adjust to it, resulting in the decrease in productivity. Stress has become such an imperative part of our functioning that we tend to ignore it till it becomes unbearable. Right from the start of your day until the end to control and manage your stress is what you should learn. If you are feeling you are overburdened and pressured, leave the work for a while and take a break for few minutes, go out for a walk and do some amusing thing.
Proven Ways for Workplace Effectiveness
Following are the fully proven ways:
Get eight hours of sleep every day
Even though you have the lot of work to do, but sleeping is equally important, as it is good for health and it would rejuvenate you when you wake up.
Keep a stress diary
Maintain a stress diary for a week or two to understand what triggers your stress which could help you identify the events that cause stress and understand the degree to which you are experiencing it.
Exercise and morning walk is a must
Morning walk is a must for each one of us and exercises. Give half an hour to morning walk and rest half an hour to exercise. It would keep you fresh the whole day and each moment of your life.
Do breathing exercise
Whenever you feel you are stressed out, breathe in and out for few minutes. Yoga advocates breathing exercise which not only reduces stress but depression and any kind of mental problems and also improves overall health. Just a few minutes of breathing exercise and you will feel highly elevated. You can do breathing exercises any time of the day and any moment. When you are working, and you feel tired, start doing breathing exercises. You would feel relaxed.
Your each day would be like a challenge to tap unlimited potentials of your life, but how you take and move ahead, depends on you. So get going.