The factors that impact on efficiency. Listening to instructions ► Stop what you are doing ► Concentrate on what the other person is saying ► Write down.

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Presentation transcript:

The factors that impact on efficiency

Listening to instructions ► Stop what you are doing ► Concentrate on what the other person is saying ► Write down key facts ► Ask questions if unsure ► Repeat back to ensure correct details ► Arrange to check back if there is a problem

► Agree a realistic time for completion. ► Include task into your schedules ► Prioritise the task – urgent or important ► During task, check your notes

Using time efficiently ► People who manage their time efficiently seem to get through more work than other people and be able to fit more activities into their private lives. ► This is the bonus of good time management.

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

Test your time management skills ► Page 260

► Chatting and gossiping to people. This wastes your time and theirs. ► Starting one task before you finished the last one because you are bored or fed up with it. ► Using the internet/e.mail. ► Putting off jobs you don’t like.

► Taking too long to decide which job to do next. ► Allowing people to interrupt you.

Time management skills ► Make a list. ► Prioritise – urgent and important first. ► Do jobs you dread as soon as you can to get it over with. ► Stick with a job until it is finished. ► Be well organised. ► Keep items in the right place.

► Group similar jobs together and do them in one batch eg photocopying. ► Plan the shortest route. ► Tell people if you need to be left in peace. ► Concentrate and check work thoroughly. ► Do not distract others.

Distractions ► Unexpected callers and visitors ► Telephone ► s ► Internet ► Interesting documents that cross your desk ► Other people’s conversations.

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

How to deal with distractions ► Explain to your colleagues how busy you are. Put your head down. ► Use body language – tilt your chair so that you have your back to them. ► Ask casual callers to the office to come back later or arrange to ring them. ► Ask colleagues to answer the telephone or put your phone on voic .

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

Effective communication and efficiency ► Speak or write clearly and do not use terms the recipient wouldn’t understand. ► Think about the recipient’s possible reaction before you start. ► Be polite and courteous. ► Think about the tone you use. ► Only include accurate information – not assumptions.

► Keep your communications relative short and to the point. ► Do not miss out important information. ► Use the best method of communication for the situation. ► Check written communications before you send them.

► Communicate promptly, in good time for the recipient to respond. ► Listen carefully to verbal replies and respond appropriately to ‘feedback’ however you receive it.

► Page 259