Optimize asset management and work environment to minimize waste of time and increase concentration.
How to organize your office work to optimize your hours? Here are a number of practical tips to follow every day in the professional environment: 7 tips designed specifically to minimize the waste of time!
#1- Choose an automated payment management
If the goal is to save time in the office, we recommend opting for automated payment management rather than manual. Such a habit should be about bills, loan installments, rentals, telephone fees and, more generally, all the expenses to be borne regularly.
Applying a billing and financial management software (first note and payments) that allows you to record movements and archive by enclosing documentation and invoices to payments and therefore the schedule is definitely a huge first step forward.
#2- Enhance organization, billing, and payments for relationships with tighter external collaborators
Organizing work in the office means also optimizing relationships with external collaborators; with all the professionals and partners, we work with and which in some way bring value to our business.
One of the fundamental relationships of each activity is that with the accountant. The consultant’s advice helps us set the course for our business, to read the way, to make management choices and to manage the complexity of accounting and tax obligations and charges. Speeding up and simplifying collaboration means allowing a professional to do the best by focusing on the most effective activities in our time.
How to optimize this relationship? Using, for example, a management software and allowing for the accountant, for example, access to his accounting data in real time, or by sending all invoices and documents exported from the management software via e-mail. By doing this, as well as the loss of time, they also reduce the chances of making mistakes.
#3- Program the tasks
When there are activities that need to be periodically handled, you have to try to keep them in blocks by dedicating them to specific moments of the week.
This may be the case for things like vendor payments: even if they send bills at different times of the month, in order to avoid having to connect to home banking continuously, making all the balances on a predetermined day can help.
Learning to manage your time and priorities is paramount.
You may also like to read: Project Management: Manage The Timing Of A Project
#4- Respond to e-mail only in certain time slots
To organize your work in the office you also need to learn how to get away from your emails. In fact, it often happens that professionals are less productive due to the continued e-mail breaks.
To avoid such situations, you should choose up to a couple of times a day to respond to requests. In the rest of the time, the service is suspended and, in order to provide assistance to the public, a page can be created on its web site containing the answers to the most frequently asked questions. Here, users will find ways to find alternative solutions pending direct feedback.
#5- Manage communications with the public
Reducing the waste of time is easier when you manage to handle the communications to your customers correctly. Newsletters in this play a crucial role because they provide you with any information quickly. It is recommended to send e-mails with a sensible frequency, including topics of common interest that save phone calls and further clarification requests
The choice of tools for sending newsletters is particularly delicate. Never and ever should you use a normal mailbox opting rather for professional services such as those provided by platforms such as MailUp or Mailchimp.
#6- Turn off all the devices that distract you
Smartphones, tablets, WiFi and similar have a central role in everyday life. Both in a private and a working environment.
Care must be taken not to be overwhelmed. They can be a source of distraction and lead to the breakdown of regular workflow. Continued social notifications, messaging apps, calls, etc., do not allow you to reach the required concentration level.
It is therefore advisable to turn off anything that is not closely related to the activities to be performed. In this way, you can devote the right time to work, to the creative process and to your business.
#7- Leave the idea of being multitasking
Leaving aside the exception of some super moms, for us ordinary mortals there is no possibility of multitasking. Our brain is not structured to handle more than one process at a time efficiently.
Trying to follow more activities at the same time is likely to waste time. You do not enjoy enough concentration, with the risk of having to review the work done from the beginning to remedy mistakes and refuse.
It is better to engage in individual activities, with the certainty of working in the most comfortable way and not having to start off again.