We procrastinate at work in a number of ways.  Give yourself a tick for each of the following that you do:

• Paying bills
• Discussing complaints
• Returning phone calls
• Completing that project
• Updating your Resume
• Hanging around the water cooler
• Excessive networking to avoid working
• Showing an interest in office gossip
• Finding a new job if we are unhappy at work

How well did you score? If you got 6 to 9, then your ability to work is affected greatly by your procrastination.  If you scored 1 to 3, then you are doing well and if you scored 4 to 6 than you can still improve. Tips for improving procrastination follow...

How effective are you at completing your workload?  Answered honestly, this questionnaire will help you to understand how efficient you are at work and areas that you need to improve on.  For each of the questions, rate yourself out of 10, with 1 being the lowest, 5 being good or sometimes and 10 being excellent or always.  You can choose any number from 1 to 10 that honestly reflects your abilities.  Grab a piece of paper and write down your scores as you go.

1. Rate the effectiveness of your time management skills.
2. Rate your decision making skills.
3. Rate your ability to understand what is going on in the organisation.
4. Are you setting goals for yourself?
5. Are tasks being managed effectively?
6. Are effective communication strategies being used?
7. Are emails used effectively?
8. Are emails stored in an efficient manner so that they can be easily found?
9. Are individuals contributing effectively to teams?
10. Are team meetings scheduled when needed?

Now, tally up your score.

Everyone would like more time to complete everything that they need to do in a day.  This article will help you to identify where your time is being wasted and how to improve efficiency and complete tasks more quickly through developing your own time management system with time management techniques.  We will provide our top 10 ways to effectively manage your time.

1. Plan your day - Quickly go through what has to be done and write a list of activities that need to be completed urgently.  Estimate how long it will take to complete each activity and indicate whether you can delegate any tasks to someone else.  Leave the non-urgent tasks to be reviewed after you have completed the urgent tasks.  The Task Manager tool is available by subscription from this website which will help you to develop your own time management system.
2. Check your Calendar - To develop your time management system, fill in all your meetings for the week and slot in tasks that need to be completed before the meeting.  Slot in your tasks in the time you have left.  Include all activities in the calendar, such as picking up the kids from school or having a lunch break.
3. Have a lunch break, believe it or not, this is a great time management technique.  You will be more productive if you have a break from work, at least 30 minutes will give you an opportunity to have lunch, read a magazine or catch up wit the day time soapies.  If you are able to, get out of the office and get some fresh air or meet a friend for lunch.  A mid-day break will leave you feeling refreshed when you get back to the office. If you are planning on going out for lunch, put your break in the Calendar and commit to a time that you will be back in the office so that your lunch does not run over time.
4. Paper shuffling - When you are picking up papers on your desk only handle the paper once.  If it needs to be filed, put it in a filing folder.  If it needs to be entered into the computer, put it in the data entry folder.  Put any rubbish in the shredder or bin straight away.  If your paper shredder is not located in your office, put it in a folder labelled to be shredded.  Sort all papers as you touch them to reduce your paper shuffling time.  Add this technique to your time management system.
5. Don't answer all your emails immediately - if you are completing a task, glance at the email to see if it is urgent and then go back to your work.  Once you have completed the task you are on, then check your emails.  If you find it hard to do this, then turn off the email notify function so you will not know when emails come in, then check your emails periodically (after you have finished a task).  Be sure to inform your Manager that you have turned off your email notifer to become more productive and that if the matter is urgent, can he/she call you?  Develop this time management tool as a part of your time management system.
6. If you are working on a challenging task and you are stuck, have a break.  If your back is getting stiff, nature calls or you need a drink, chat to other staff wandering the corridoors, visit your boss if you need a chat and then get back to work.  Your mind will be refreshed and the task you are working on will not be as challenging.  This is a great time management technique to improve your productivity.
7. Come to work early and leave late - It is amazine how many Managers winge about their staff running late and leaving early.  If you come in 10 minutes early and leave 10 minutes late, you will be amazed at how more efficient you will become and you will feel less rushed.  The coffee machine will be free and you will be settled by the time you are due to start work.  You will have a better mind set as you won't feel so rushed.  Build this tool into your time management system.
8. Negotiate your own timetable - If your Manager allows, arrange to come in half an hour later to drop the kids of to school and miss the rush hour traffic.  Leave half an hour later to miss that rush hour traffic again.  You will arrive at your destination more relaxed.  Also, there will be less staff in the office after 5 pm and you will be able to complete more tasks.  If this suits you, build it into your time management system.
9. Negotiate to work from home - After you have proven yourself in the office, you may be able to negotiate working from home.  But beware, you will have to be very organised and work the hours you have negotiated.  Fill in your Schedule weekly with time set aside to work from home.  If your family and friends know that you are working from home, let them know about your schedule so that they may contact you at appropriate times.  This is a great time management system.
10. Review your systems and processes into a time management system - Can tasks be completed in a more efficient way or can they be delegated to others?  Set aside time for certain activities like leaving one day a week to do book-keeping.  Keep all the expenses in a folder and once per week, enter them into the system.

If you utilise just 2 or 3 of these ideas, you will be amazed about how more efficient you will become.  You will also feel less stressed as you will be able to work out when you will be completing certain tasks.  If you feel overstretched and unable to complete a project, you will have supporting documentation to ask your Manager for an extension, or delegate the task/project to others.

There are more tools on this website to assist you with your time management strategies.  Please let us know through this forum how you are going with those tools.

Workplace Efficiency Training allows you to effectively manage your time in the work place by enabling you to develop your own time management system with our time management techniques.  Different facets of your work are examined in detail to find out which areas you can improve on and what you need to do to move forward by developing your own time management techniques.  The benefits of Workplace Efficiency Training include:

1. Managing your time more effectively by planning your time as well as scheduling appointments for clients and staff through time mangement techniques.
2. Thinking more effectively by utilising mind maps to map out big projects into sizable chunks.  Make decision making easier by using a Decision Matrix to assess the priorities of a decision and the likely outcomes.  These are two great time management techniques.
3. Putting in place routines to ensure your work is done on time and without too much stress by developing your own time management system. Make your staff aware of your routines so that they may adhere to them also, they may also like to develop their own time management techniques.
4. Learn how to deal with changing priorties by developing your own time management system so you can deal with unplanned events as they may arise.
5. Learn to handle interruptions by managing your time more efficiently through developing your own time management system.
6. Manage your email in a more productive manner by developing your own time management system which will result in you receiving less email and spending more time on your work rather than constantly answering emails.
7. Learn to manage your workload more effectively through a time management system so that you can spend more time doing what you want to do rather than doing what you have to do.
8. Another time management system is to organise all your information including paper, computer files, reference materials and projects and storing them in a manner that everyone can understand and find what they need to find.
9. Preparing and running effective meetings so that everyone knows what is expected of them and how they can contribute productively to the meeting is a great time management technique.
10. Becoming a more effective Manager by utilising Emotional Intelligence, effective time management techniques, writing effective goals to achieve a desired outcome, and communicating more effectively either through written or verbal communciation.

If you would like further articles or tools on any of these areas, search this website as there are plenty of ways that you can become more efficient at work and reduce your stress.