How to Be More Efficient in Your Workplace

Good organization is central to increasing efficiency in the workplace.

Being efficient means that you get the most out what you're doing with the least amount of effort. In the workplace, efficiency is valuable because it can make the difference between using a large amount of resources or needing only a fraction of that amount, or tackling an unrealistic amount of tasks rather than streamlining your workload. Once you master ways to accomplish tasks with less time and effort, you boost your efficiency and productivity at the same time.

Instructions

1. Make a "to-do" list for the next day before you leave work. List things that are urgent and important first and then list those that are important but not urgent. Everything else can wait. Break large tasks into several small steps to make them less daunting. As you complete tasks on your list, cross them off. At the end of the day, if anything remains, move it to the top of the list for the next day.

2. Use downtime productively. While you're waiting for your computer to boot up or waiting for a chance to speak with a colleague or supervisor, do something other than stare mindlessly into space. Organize your work area or go over your "to-do" list. Leave some time in your day for much-needed breaks. A brisk walk or a few minutes to chat with a friend can recharge you.

3. Collaborate with others whenever possible to share valuable information that can benefit everyone. Listen to others when they share strategies for working more efficiently and implement them if you think they would work for you. Delegation is also a key in increasing efficiency. Rather than try to take on too many things at once, enlist others to help you do simple, yet time-consuming tasks such as answering phones, opening mail or gathering supplies to do a task.

4. Designate your work computer for work-related tasks only. If you want to check your personal email, go on a social networking site or do some shopping, do it on a separate computer or mobile device in an employee break room or other common area. If you make this rule and adhere to it, you won't waste time while you're working on frivolous pursuits.

Tips & Warnings

• Avoid procrastinating. If you have a hard time tackling a task, identify the positive aspects of completion.

• Be realistic when setting your goals for the day. Don't try to do two days worth of work in one day or you'll risk burnout.

References

• University of Florida IFAS Extension; Managing Time in the Workplace; Sara Walker, et al.; 2002
• Times Live; How to Save Time at Work; January 8, 2011
• Psychology Today; Three Easy Ways to Make Your Work More Efficient--And Help Your Body Too; Cathy Davidson; March 30, 2011