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 Tips To Help You Be More Productive

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PostSubject: Tips To Help You Be More Productive   Wed Feb 01, 2012 11:27 pm

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As we approach the end of the first month of the year how are you
progressing with your objectives and goals? The chances are you started
off the year with great expectations of all the things you wanted to
achieve in the first quarter of the year, but one or two things have not
gone to plan.


Many of us find ourselves in the situation where we want and need to be
more productive – in fact I don"t think I have met anyone in the last 3
years who has not remarked that they have to achieve more with fewer
resources.


One of the people I know is constantly researching and applying tips to be more productive is [You must be registered and logged in to see this link.]. We met several years ago and while we don"t see each other often, I know that this is a passion for him.


Late last year I noted Keith was offering "taster workshop" on the
subject of productivity – something he does along side his consulting
assignments and his position as Chair of the Irish Internet Association.


So I thought who better to share with us tips to ensure that we keep
the achievement of our goals on track by increasing our productivity.
Here are the questions I asked Keith and his responses.


Krishna: One of the challenges many of us have is the
issue of email overload. Can you share with us tips to manage or email
inbox more effectively?


Keith: Here are four actions you can take immediately.


1. Close your email client and only check from hourly to twice a day. It"s not urgent, no one will notice. Except you – because you will become a lot more focused on your work.


2. Create "rules" for your email folders. If you are
in a corporate environment consider an inbox rule which automatically
moves into a folder all emails in which you ar receiving copies of
emails (where you are included as a "cc"). Follow this tip for a month
and see if you miss anything important to getting your job done.


3. Use an alternative tool to email. Consider introducing a tool such as [You must be registered and logged in to see this link.] (from Salesforce) or [You must be registered and logged in to see this link.].
They are highly effective for the non-urgent, random, "water cooler"
and group list emails from others within your business or organization.
For smaller groups or sole traders you could use these tools for
projects that you collaborate on with others.


4. Read each email once and immediately decide what to do with it.
That means actually reading it. Slowly. Not skimming over it and
hoping the contents get magically "absorbed" into your head. The
decision should be:



a) it needs action – move the email into your project/to-do system
b) no action required – delete or archive the email
c) reference – move the email into your reference system.



Krishna: With many people using social media as part
of their communications tool kit, what recommendations do you have to
ensure that people manage their time effectively in these chanels?


Keith: Social media platforms can be managed effectively and here are three recommendations for you.


1. Make good use of your smart phone. Take the
opportunity to install social media applications on your phone and use
the periods you have "down time" for the casual interactions.


2. Use tools to manage online mentions. Be methodical around monitoring mentions of your business or brand by using free tools (for example [You must be registered and logged in to see this link.] and [You must be registered and logged in to see this link.]
are two popular tools) and do so two or three times a day. Once you
are happy you have set the search terms, this will save you time.


3. Establish your social media goals. Have clear
objectives for your use of social media (unless it is purely personal or
used for peer to peer contact). Record those measures and track them
weekly and monthly.


Krishna: Many people commute to work or travel a lot
for business meetings. Can you share with us tips to stay productive
when traveling?


Keith: I travel for business and and I find these tips help.


1. Use Internet Message Access Protocol (IMAP) email and not Post Office Protocol (POP).
With POP you may read and sort all your new mail on your mobile
device, but when you log back into your computer you will be presented
with a full inbox of unread messages that you have to re-read and
reorganize. This can be very frustrating. You will need to speak to
your IT department (or if you are a solo preneur speak to your IT savvy
friends) to put this into practice. If you use Gmail you can find out [You must be registered and logged in to see this link.].


2. Get in sync. You need all of your contacts,
calendar and key documents to be identical or able to be accessed on
every working device you have. [You must be registered and logged in to see this link.] and [You must be registered and logged in to see this link.]
lead the field here with their ability to keep everything you need
accessible to you everywhere and without thinking or active effort –
thats the important bit here!


3. Make use of your "down time". Whether you are
traveling by train, plane or car, you can take the opportunity to do
tasks which you do not need to be in the office to undertake. For
example, doing a review of your projects is perfect for a train or plane
where you have minimal interruptions and a chance to focus. In your
car listen to podcast materials relevant to your work or of interest to
you.

Source: smallbusinessnewz

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