To assess your level of efficiency, try to take a step back and look at your work style to see where things could be improved. If you feel too engrossed in the work, try asking someone who has seen your work style in action to offer their perspective.
Conscious Approach to Efficiency
To ensure that you are performing optimally, keep checking in while working and asking yourself if the method you are using to complete the task is the best approach and that what you are doing is the best use of your time and energy. Is this meeting really necessary? Can a sub committee do the work and report back instead of multiple meetings with the entire committee?
Information Retrieval
Organizing your files and information so that frequently used tools and information is easily found and retrieved will improve efficiency. Consider improving access to information by creating better filing systems both electronic folders (and sub folders) known as soft copies and paper file folder labels and hanging file divider headings (hard copy).
Utilizing Time
Consider using every minute of your time during your work day efficiently by:
- Bringing documents that need your review to meetings and review them while you wait for the meeting to start
- Bringing reading with you when you travel to appointments
- Choosing travel options that would allow you to read i.e. choosing the subway, cab, train or plane as opposed to driving.
- Utilizing the time while waiting for a computer to boot up or a document to print or fax to put your lunch away, file papers or create a to do list
Review Practices and Procedures
Another key to efficiency is taking an objective look at practices and procedures to make sure they are as efficient as possible. Sometimes procedures fall into the category of tried and true but they could be more efficient with technological tools, partnering with others doing the same tasks or a change in equipment location or staffing levels. Asking a new staff member for their suggestions or for a proposal of a new procedure or system is a great way to gain a new, fresh perspective on procedures.
Reduce Interruptions
Interruptions and unexpected requests can make a day’s work plan go sideways. Assess each interruption to ensure that it is not only urgent, but necessary. If staff is constantly interrupting you to manage interpersonal conflicts they see as a crisis, it is important that you consider why this pattern has formed. It may mean that you will have to take drastic corrective measures as it is likely not only decreasing your efficiency but that of your team members. Sometimes an intervention will take time and energy in the short term for huge payback in the long term.
Efficiency Questions to Consider
- Are you constantly multitasking and find that your lack of focus compromises the quality of your work?
- Do you choose not to use the technological resources available to you because you are either too impatient to learn them or find technology intimidating?
- Do you fail to delegate tasks because you have a hard time trusting that the job will be done well?
- Do you waste time entering information into multiple calendars, spreadsheets and lists?
Paying attention to signs and signals that you could be working more efficiently and ask your team and peers for suggestions and their help to make your work style more efficient.
