The factors that The factors that impact on efficiencyimpact on efficiency

Listening to instructionsListening to instructions

►Stop what you are doingStop what you are doing►Concentrate on what the other person Concentrate on what the other person

is sayingis saying►Write down key factsWrite down key facts►Ask questions if unsureAsk questions if unsure►Repeat back to ensure correct detailsRepeat back to ensure correct details►Arrange to check back if there is a Arrange to check back if there is a

problemproblem

►Agree a realistic time for completion.Agree a realistic time for completion.► Include task into your schedulesInclude task into your schedules►Prioritise the task – urgent or Prioritise the task – urgent or

importantimportant►During task, check your notesDuring task, check your notes

Using time efficientlyUsing time efficiently

►People who manage their time People who manage their time efficiently seem to get through more efficiently seem to get through more work than other people and be able to work than other people and be able to fit more activities into their private fit more activities into their private lives.lives.

►This is the bonus of good time This is the bonus of good time management.management.

Bad habits and time wastingBad habits and time wasting

►Make a list of your bad habits and how Make a list of your bad habits and how you waste time.you waste time.

Test your time management Test your time management skillsskills

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►Chatting and gossiping to people. This Chatting and gossiping to people. This wastes your time and theirs.wastes your time and theirs.

►Starting one task before you finished Starting one task before you finished the last one because you are bored or the last one because you are bored or fed up with it.fed up with it.

►Using the internet/e.mail.Using the internet/e.mail.►Putting off jobs you don’t like.Putting off jobs you don’t like.

►Taking too long to decide which job to Taking too long to decide which job to do next.do next.

►Allowing people to interrupt you.Allowing people to interrupt you.

Time management skillsTime management skills

►Make a list.Make a list.►Prioritise – urgent and important first.Prioritise – urgent and important first.►Do jobs you dread as soon as you can Do jobs you dread as soon as you can

to get it over with.to get it over with.►Stick with a job until it is finished.Stick with a job until it is finished.►Be well organised.Be well organised.►Keep items in the right place.Keep items in the right place.

►Group similar jobs together and do Group similar jobs together and do them in one batch eg photocopying.them in one batch eg photocopying.

►Plan the shortest route.Plan the shortest route.►Tell people if you need to be left in Tell people if you need to be left in

peace.peace.►Concentrate and check work Concentrate and check work

thoroughly.thoroughly.►Do not distract others.Do not distract others.

DistractionsDistractions

►Unexpected callers and visitorsUnexpected callers and visitors►TelephoneTelephone►EmailsEmails► InternetInternet► Interesting documents that cross your Interesting documents that cross your

deskdesk►Other people’s conversations.Other people’s conversations.

►Your own thoughts and personal plans.Your own thoughts and personal plans.►Other jobs you still have to do.Other jobs you still have to do.

How to deal with distractionsHow to deal with distractions

►Explain to your colleagues how busy Explain to your colleagues how busy you are. Put your head down.you are. Put your head down.

►Use body language – tilt your chair so Use body language – tilt your chair so that you have your back to them.that you have your back to them.

►Ask casual callers to the office to come Ask casual callers to the office to come back later or arrange to ring them.back later or arrange to ring them.

►Ask colleagues to answer the telephone Ask colleagues to answer the telephone or put your phone on voicemail.or put your phone on voicemail.

►Check if you can use a quiet area or Check if you can use a quiet area or meeting room.meeting room.

Effective communication and Effective communication and efficiencyefficiency

►Speak or write clearly and do not use Speak or write clearly and do not use terms the recipient wouldn’t understand.terms the recipient wouldn’t understand.

►Think about the recipient’s possible Think about the recipient’s possible reaction before you start.reaction before you start.

►Be polite and courteous.Be polite and courteous.►Think about the tone you use.Think about the tone you use.►Only include accurate information – not Only include accurate information – not

assumptions.assumptions.

►Keep your communications relative Keep your communications relative short and to the point.short and to the point.

►Do not miss out important information.Do not miss out important information.►Use the best method of Use the best method of

communication for the situation.communication for the situation.►Check written communications before Check written communications before

you send them.you send them.

►Communicate promptly, in good time Communicate promptly, in good time for the recipient to respond.for the recipient to respond.

►Listen carefully to verbal replies and Listen carefully to verbal replies and respond appropriately to ‘feedback’ respond appropriately to ‘feedback’ however you receive it. however you receive it.

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