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Published byJosephine Owen Modified over 9 years ago
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The factors that impact on efficiency
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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
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► Agree a realistic time for completion. ► Include task into your schedules ► Prioritise the task – urgent or important ► During task, check your notes
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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.
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Bad habits and time wasting ► Make a list of your bad habits and how you waste time.
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Test your time management skills ► Page 260
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► 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.
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► Taking too long to decide which job to do next. ► Allowing people to interrupt you.
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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.
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► 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.
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Distractions ► Unexpected callers and visitors ► Telephone ► Emails ► Internet ► Interesting documents that cross your desk ► Other people’s conversations.
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► Your own thoughts and personal plans. ► Other jobs you still have to do.
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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 voicemail.
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► Check if you can use a quiet area or meeting room.
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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.
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► 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.
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► Communicate promptly, in good time for the recipient to respond. ► Listen carefully to verbal replies and respond appropriately to ‘feedback’ however you receive it.
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► Page 259
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