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5 Ways to Be More Productive in the Office

5 Ways to Be More Productive in the Office


    Have you ever felt like you’re constantly chasing your tail at work?

    Too many scheduled meetings and then there’s the emails flying into your inbox so fast you barely have time to look at them? And yet, at the end of the day you haven’t got much done. Nothing to show for the hours of ‘hard work’ you’ve put in.

    There’s nothing worse than having an unproductive day at the office. And yet in my opinion it’s pretty easy to waste a lot of time in an office environment.

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    There are ‘unsaid’ rules that we abide by:

    • Meetings are important.
    • Email is king.
    • We must ‘look busy’ even if we’re not.
    • We must ‘look stressed’ — otherwise we can’t possibly be busy.

    The best thing you can do is throw all of these outdated rules out the window and replace them with one rule:

    Focus on output

    Not how many minutes or hours you ‘put in’, but the ‘results’ you ‘get out’ of your day.

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    The thing is, a lot of people don’t really care about results – they just care about ‘feeling busy’ and working long hours for the sake of it. But when you switch from a ‘busy’ mindset to a ‘results’ mindset your whole world starts to change.

    You have more time to spend on the important things, which equates to more results.

    Here are my top 5 tips for being productive in the office:

    1. Prioritize

    Focus on a maximum of 3 priorities each day.

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    This means ‘ignoring’ everything else on your list…until tomorrow. When we’re distracted and overwhelmed by a long list of ‘to do’ items, we can find it hard to focus on getting ‘anything’ done and procrastination takes over! Cut back and focus on the 3 most important things ONLY.

    2. Always do the most important things first

    Never, never, never start your day with your easiest or most liked tasks. Always start off with the hardest, most important task. Because this is the only way you’ll get it done.

    If you leave the hardest task until last guess what happens? You run out of time and it doesn’t get done. By tackling your hardest task first you can be certain it will get done no matter what happens.

    3. Take control of email

    For many of us, email is like a wild beast that takes over our office life. Take control of your email by limiting the time you spend checking and replying to emails. Just because there are emails there, doesn’t mean you have to reply to them all immediately. The world won’t end if you reply to an email an hour or two after it was sent.

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    I recommend only checking email 3 times a day max. Once in the morning, once just after lunch and once late afternoon. You’ll notice how much quicker you reply when you do it in bursts too. See my recent email tips for more tricks to control your emails.

    4. Make all meetings 20 minutes long

    Meetings can be the biggest waste of time. There’s an unspoken rule that all meetings must be for an hour. Why? How can all ‘topics’ neatly fit into a one-hour time slot?

    Cut down meetings to a 20 minute maximum. One way to speed them up is to do meetings standing up – people seem to magically get across their point much quicker when they’re not lounging around a board room table.

    5. Always have an agenda for all meetings

    Many meetings run over because there’s no structure to them. Insist all meeting owners provide a full agenda before any meeting detailing exactly what they want to discuss. This forces the meeting owner to do a lot of the work before the meeting and reduces any time wastage during the meeting itself.

    (Photo credit: Fast Typist via Shutterstock)

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    Zoe B

    A strategist, coach and blogger who shows people how to stop what isn't working for them in life and to start to plan the life they really want.

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    Last Updated on March 31, 2020

    How to Use Visual Learning to Work More Effectively

    How to Use Visual Learning to Work More Effectively

    Knowledge is essential to become successful in life, your career and your business. Without learning new concepts and becoming proficient in our craft, we cannot excel in our chosen careers or archive knowledge to pass down to the next generation.

    But content comes in various forms, and because how we learn influences how much we know, we need to talk about learning styles. This article will focus on how to utilize visual learning to boost your career or business.

    The Importance of Knowing Your Learning Style

    Knowing your learning style enables you to process new information to the best of your ability. Not only does it reduce your learning curve, you’re able to communicate these same concepts to others effectively.

    But it all starts when you’re able to first identify the best way you learn.

    As a college student, I soon figured out that taking online courses without visual aids or having an instructor in front of me led to poor retention of concepts.

    Sure, I got good grades and performed excellently in my online exams. However. I discovered that I couldn’t maintain this performance level because I forgot 80 percent of the course content by the end of the semester.

    There are several types of learning styles known to mankind. To give an idea of how visual learning stacks up against other learning styles, here’s a brief mention of some of the different types of learning styles we have.

    The four most popular types of learning styles are:

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    • Visual learning style (what this article talks about).
    • Aural or auditory learning style (learning by listening to information presented).
    • Verbal or linguistic learning style (learning that involves speech and writing).
    • Tactile learning style (learning by touching and doing)

    But for the purposes of this article, we will be focusing on using visual learning to boost your career or business.

    How to Know If You’re a Visual Learner?

    When it comes to boosting your career, business (or education), a visual learner is one who would most definitely choose shapes, images, symbols, or reading over auditory messages.

    I’m talking about preferring to read an actual map when navigating to a new place over listening to verbal directions. I’m talking about discovering that you actually have trouble remembering what your manager said at the meeting because there were no graphs or illustrations to support the points raised.

    Most people who struggle with learning probably aren’t leveraging their best learning styles. The earlier you identify how your learning style can boost your success, the less struggle you will encounter with processing new information throughout your career.

    However, visual learning in particular CAN 10x your career or business whether it is your preferred learning style or not. And here’s why:

    Several studies have arrived at the conclusion that the brain retains more information with the help of visual aids. In other words, images are directly processed by our long-term memory which helps us store information for longer periods of time.[1]

    While some lessons can be performed orally, several concepts can only make sense if you have an image with an explanation of sequences (i.e learning about the human DNA).

    Visual learning does use a different part of the brain and visual cues are processed by the part of the brain known as the occipital lobe.

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    By engaging more parts of the brain during learning, you’re able to have a fuller understanding of concepts and facilitate better interaction with your immediate environment.

    How to Use Visual Learning for Success

    Here’re 4 ways to use visual learning to boost your career or business:

    1. Bring back the to-do list. Then add shapes and colors to boost productivity.

    We live in an age where computers have taken over virtually every aspect of productivity and most human functions. But written lists are making a comeback, and with an endless number of important tasks to complete, having a to-do list of tasks in order of importance can improve your productivity.

    While coming up with a list is initially challenging, adding colors and shapes to written lists that you personally write and manage gives you an extra layer of assurance and boosts aids recall so that you actually get stuff done.

    I have tried this technique in my work as a registered nurse and discovered that adding shapes and colors to to-do lists helps me delegate tasks, recognize where more work is needed, and makes it easy to cross off completed tasks at the end of the day.

    2. Add graphs, charts and symbols to your reports.

    Yes, it seems like more work cut out for you. However, graphs enable you monitor the heartbeat of your business.

    Graphs and charts help you trend your finances, budget, and pretty much any data overtime. With the help of free and premium software available on the market, it has become easier to take plain data and in a matter of seconds, have relevant information displayed in different shapes and images.

    As an entrepreneur, you can make predictions and allocate funds wisely when you’re able to see whether your efforts are rewarded. You can use colors and charts to delegate actions to members of your team and track performance at the same time.

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    And when broken down into monthly, quarterly, bi-annual or annual goals, graphs and charts communicate what ordinary text cannot.

    3. Effectively brainstorm with mind-mapping.

    Mind-mapping is not new but I don’t think it’s been talked about as often as we do to-do lists.

    With mind mapping, you’re organizing information accurately and drawing relationships between concepts and pieces from a whole.

    Think of a mind map as a tree with several branches. For example, the tree can symbolize healthcare while each branch stands for nursing, medicine, laboratory science, and so on. When you look at nursing, you can further branch out into types of nursing; pediatric, women’s health, critical care, and so on.

    It’s an interesting relationship; the more ideas you’re able to come up with for your chosen subject, the deeper you get and the stronger the association.

    Mind maps really show you relationships between subjects and topics, and simplifies processes that might seem complicated at first glance. In a way, it is like a graphical representation of facts presented in a simple, visual format.

    Mind mapping isn’t only limited to career professionals; business owners can benefit from mind mapping by organizing their online learning activities and breaking down complex tasks into simple actions so that you can accurately measure productivity.

    4. Add video streaming to meetings.

    What if you could double the productivity of your team members by video streaming your meetings or adding flash animation to your presentation at the same time?

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    When you offer video as an alternative method of processing information to colleagues, there is a greater chance of retaining information because we recreate these stories into images in our minds.

    For organizations that hold virtual meetings, it can also be an effective way to enhance performance during if people can see their colleagues in addition to flash animation or whatever form of video is provided during the meeting.

    Is Visual Learning Better Than Other Learning Styles?

    No, that is not the point. The goal here is to supplement your existing dominant learning style with visual learning so that you can experience a significant boost in how you process and use everyday information.

    You might discover that understanding scientific concepts are much easier after incorporating visual learning or that you’re able to understand your organization’s value when projected on a visual screen with charts and graphs.

    The overall goal is to always be learning and to continue to leverage visual learning style in your career and business.

    More About Learning Styles

    Featured photo credit: Unsplash via unsplash.com

    Reference

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