Tips on how workers can manage technology, and not let it manage them. Workplace productivity is being eroded by constant technology-based interruptions because people don’t know how to manage it properly.
Office workers’ attention is being diverted every three minutes by answering the phone, being alerted to an incoming email, responding to an alert on their BlackBerry, reacting to an instant message, or clicking on internet-based distractions such as YouTube or Facebook. These distractions consume much as 28% of an average knowledge workers’ day (Basex research).
As we receive more and more e-mail messages and other technology-based interruptions, it can feel like being hit by a digital deluge Without the skills to manage e-mail and other devices effectively, many people are wasting time just trying to keep up instead of gaining productivity through technology.
These tactics for distraction management can significantly increase your productivity:
1. Turn off the alarm or visual alerts
You wouldn’t let the postman empty a mailbag on your desk 50 times a day and you certainly wouldn’t let them ring a bell with each delivery. That’s exactly what you are doing if you check each e-mail when it arrives. Turn off the alarm or visual alert and take control of your e-mail and your time.
2. Learn how to turn off or manage alerts on mobile devices
As more and more people synchronize their phones and mobile devices they are being distracted by email alerts, meeting reminders at all sorts of inconvenient times. These alerts can ensure you are being distracted at home as well as work!
3. Treat e-mail like regular mail
Try to check your e-mail at regular times in the day, i.e. early morning, mid-day and late afternoon. Even if you receive a high volume of e-mails, you shouldn’t check more than four times a day. Checking email regularly can give you a very busy feeling but it is deceptive as it is unlikely you are focusing on your key priorities.
4. Take handle of one’s in-box Subscribe to e-mail solutions selectively.
Ask mates or colleagues who regularly send jokes or large files to quit. Get a separate e-mail address for individual communication or 1 that you give just to important contacts, equivalent to an unlisted phone number. Setup rules to automatically delete or file low priority emails.
5. Focus on your priorities Commit ten -15 minutes each day to program for the subsequent day.
Make certain as aspect of this course of action you make “appointments with yourself” to focus on important priorities and projects.
E-mail, mobile devices, instant messaging and the like can save businesses considerable time and money, but managing these tools is a skill that’s just as important to acquire as other essential time management skills such as communication, planning and prioritizing.
Priority Management provides world class time, project and communication training courses.