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10 Small Things You Can Do To Save Time In the Office

10 Small Things You Can Do To Save Time In the Office

Are you looking to save time in the office without having to do a complete overhaul of your schedule or calendar?

Here are 10 things you can do to shave minutes from your regular work routine:

Create a document template.

Check your schedule and emails from the last month for hints on what documents you most frequently use, then create a set of templates for these items. Starter ideas include: email queries and confirmations, proposals, contact forms, contracts, agendas, presentation decks, agendas, and financial reports.

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Set up folders and filters in your email inbox.

Automate the email sorting process by setting up different folders and filters in your email program. You could have your emails filtered by people (clients, supervisors, coworkers, and vendors), work projects (administrative tasks, in-house work, client work, and research), or email subscriptions, and then appropriately sent to the correct folder.

Prepare mini agendas for informal meetings.

Make the most of your informal meetings with supervisors or colleagues with a mini agenda. This doesn’t have to be a formal document, simply list out the different items, tasks, questions, and concerns you want to discuss before your meeting. Not only will you have a handy guide for your meetings, but you’ll also have a record of projects, tasks and items discussed.

Give up folder tabs.

Tired of wasting your time fiddling with all those little plastic tabs that come with hanging folders? Give up those teeny tabs and simply label manila folders themselves. Make it easier for you to identify files at a glance by using different color manila folders and/or hanging files. For example, you might use green folders for financial documents, red folders for current projects and so on.

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Save yourself a few clicks.

Are you making the most out of your work devices? Take a moment to set up the speed dial function on your work or cell phone for frequently dialed numbers and set up bookmarks on your internet browser or use a bookmark service for regularly visited sites. Likewise, if you regularly use a computer application or program, learn some keyboard shortcuts to help you save time as you work.

Make a process or task checklist.

Streamline routine processes or tasks by creating a checklist of must-do items. This can be particularly helpful for items you do every other month or so, such as running reports, backing up files or updating items on a website or server. Create detailed notes and instructions on the different tasks you need to complete for your project.

Keep cleaning supplies within reach.

Stop wasting your time climbing over all those office supplies in the back room just to get a dust cloth. Carve out a space in a nearby desk drawer, cabinet or shelf and stock it with office cleaning supplies. Mix and match any of the following and of course feel free to add in your supplies as needed: dust cloth, duster, lint roller, computer screen wipes and cleaner, disinfectant wipes and/or gel, a roll of paper towels, and window cleaner.

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Pre-schedule online lunch orders.

Do you regularly order lunch at work? Some restaurants and cafes have online ordering systems that allow you to place and schedule meal orders anywhere from a couple of days to a few weeks in advance. Check your favorite lunch spots to see if they offer this service and save yourself the hassle of placing daily orders.

Set a timer.

Keep work meetings on track by setting and following a timer. You’ll know exactly how much time you’ve spent working and how much time you have left available to you in each of your meetings. You might also want to consider setting a timer for different tasks while you work to better track your own time.

Store emergency materials in a drawer.

Be prepared for emergencies at a moment’s notice. Clear out space in a nearby desk drawer and pull together a little kit of emergency materials including, but not limited to: a flashlight, glow stick, small first aid kit, backup medication, umbrella, small radio, spare batteries, energy or granola bars, and bottles of water.

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What small action will you try out to save yourself a couple of minutes at work? Leave a comment below.

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Rashelle Isip

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Last Updated on March 31, 2020

How To Break the Procrastination Cycle

How To Break the Procrastination Cycle

How often do you find yourself procrastinating? Do you wish you could procrastinate less? We all know how debilitating procrastination can make us feel, and it seems to be a challenge we all share. Procrastination is one of the biggest hindrances to moving forward and doing the things that we want to in life.

There are many reasons why you might be procrastinating, and sometimes, it is really difficult to pinpoint why. You might be procrastinating because of something related to the past, present, or future (they are all intertwined), or it could be as simple as biological factors. Whatever the reason, most of us follow a cycle when we procrastinate, from the moment we decide to do something to actually getting it done, or in this case, not getting it done.

The Vicious Procrastination Cycle

For some reason, it helps to understand that we all go through the same thing, even though we often feel like the only person in the world who struggles with this. Do you resonate with the cycle below?

1. Feeling Eager and Energized

This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it!

2. Apprehension Starts to Come Up

The beginning stages of optimism are starting to fade. There is still time, but you haven’t done anything yet, and you start to feel uneasy. You realize that you actually have to do something to get it done, and that good intentions are not enough.

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3. Still No Action

More time has passed. You still haven’t taken any action and probably have a lot of excuses why. You start to panic a little and wish you had started sooner. Your panic starts to turn into frustration and perhaps even irritability.

4. Flicker of Hope Left

You can still make it; there is a little time left and you ponder how you are going to get it done. The rush you get from leaving your task until the last minute gives you a flicker of hope. There is still time; you can do this!

5. Fading Quickly

Your hope starts to quickly fade as you try desperately to understand why you just can’t do this. You may feel desperate and have thoughts like, “What is wrong with me?” and “Why do I ALWAYS do this?” You feel discouraged, or perhaps angry and resentful at yourself.

6. Vow to Yourself

Once the feeling of anger or disappointment disappears, you most likely swear to yourself that this will never happen again; that this was the last time and next time will be different.

Does this sound like you? Is the next time different? I understand the devastating effect that procrastination has on many lives, and for some, it is a really serious problem. You also have, on the other hand, those who procrastinate but it doesn’t affect them in any way. You know whether it is affecting you or not and whether it undermines your results.

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How to Break the Procrastination Cycle

Unless you break the cycle, you will keep reinforcing it!

To break the cycle, you need to change the sequence of events. Here is my suggestion on how you can effectively break the vicious cycle you are in!

1. Feeling Eager and Energized

This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it! The first stage is always the same.

2. Plan

Thinking alone will not help; you need to plan your actions. I always put my deadlines one or two days in advance because you know Murphy’s Law! Take into consideration everything that you need to do, how long it will take you, and what you will need to get it done, then plan the individual steps.

3. Resistance

Just because you planned doesn’t mean that this time is guaranteed to be different. You will most likely still feel the resistance so expect this. This stage is key to identifying why you are procrastinating, so when you feel the resistance, try to identify it immediately.

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What is causing you to hesitate in this moment? What do you feel?  Write them down if it helps.

4. Confront Those Feelings

Once you have identified what could possibly be holding you back, for example, fear of failure, lack of motivation, etc. You need to work on lessening the resistance.

Ask yourself, “What do I need to do to move forward? What would make it easier?” If you find that you fear something, overcoming that fear is not something that will happen overnight — keep this in mind.

5. Put Results Before Comfort

You need to keep moving forward and put results before comfort. Take action, even if it is only for 10 minutes. The key is to break the cycle and not reinforce it. You have more control that you think.

6. Repeat

Repeat steps 3-5 until you achieve what you first set out to do.

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Final Thoughts

Change doesn’t happen overnight, and if you have some deeper underlying reasons why you procrastinate, it may take longer to finally break the cycle.

If procrastination is holding you back in life, it is better to deal with it now than to deal with the negative consequences later on. It is not a question of comfort anymore; it is a question of results. What is more important to you?

Learn more about how to stop procrastinating here: What Is Procrastination and How to Stop It (The Complete Guide)

Featured photo credit: Luke Chesser via unsplash.com

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