- Only check your emails twice a day dont respond each time you receive an email it wastes too much time!
- Set up folders for your inbox so you can electronically file your emails when you have completed them.
- Set up rules within your email so messages are automatically filed for you to read later.
- Use colour coding so you can quickly glance over your inbox and see which messages are important.
- When you have read an email and actioned it delete it.
- Remove yourself from ezines or electronic newsletters you dont read.
- Set up spam filters on your email.
- Create an email signature with your contact information so it automatically sends your details with your email.
- Leave an out of office message if you are away from your desk for more than 24 hours.
Phone Calls
- Record a voicemail to notify callers you will call back within 24 hours.
- If you are busy all day, change your voicemail message to let callers know you will call them back the next day.
- Include your email address in your voicemail for all phones so people can email you instead of leaving a message.
- Avoid calling businesses between 10 AM 2 PM as people are in meetings or at lunch.
- Turn off your mobile phone if you are working on an important project.
- Divert your desk phone to your mobile if you leave the office to avoid checking two voicemail systems.
- Use the lift as your guide for turning your mobile on and off. When you are getting into a lift for a meeting, turn your phone off. When you leave the meeting to return to the foyer turn your mobile on. This avoids the embarrassment of your phone ringing in an important meeting.
- Filing
- If you hate filing, allocate 15 minutes to do your filing every Friday afternoon. Whatever is left over can wait until the following Friday.
- Label the outside of filing cabinets for quick reference.
- File your manila folders in drawer alphabetically to help you find things quickly.
- Use a label maker to keep your files tidy and easy to read.
- Use coloured manila folders for different projects i.e. blue for staff, purple for projects, pink for personal etc.
- Desk Management
- Get rid of your in-tray it is a holding area for paper. If you have to have one, put it out of your line of sight so you dont get distracted looking at it all day.
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- Remove all unnecessary files and paper off your desk to avoid feeling overwhelmed.
- Keep your desk clear so you can focus on the task in front of you.
- Reading
- Create a reading file and every journal and FYI document you receive, pop in the file and read once a week.
- If you catch public transport to work carry your reading file with you so you can maximise your travel time.
- General
- Get a cleaner for your house pay someone else so you can enjoy your weekends.
- Use couriers for odd jobs instead of spending your time driving and parking.
- Order groceries and fruit online and have them delivered.
- Stick a No Junk Mail sign on your letterbox to avoid rubbish.
- Open your mail over a bin so you can toss what you dont need
- Read your mail with a pen and make note on each document what action is required.
- Pay your bills online to avoid cues and wasting your lunch times.
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