How do you increase productivity? -…

4. Take advantage of modern technology and simplify your work

It makes sense to take advantage of technology. Sometimes, especially as a service provider, I was used to doing everything for clients. The new era brings new challenges that can simplify business.

Tips for accountants: Allow everyone (clients or internal departments) to scan or take pictures of invoices and forward them to accounting. No folders, no research, no papers. Teach them and introduce them to easy document scanning tools and smartphone apps. All documents covered in this way may be stored in a common document system accessible to all authorized persons. No more clicks, mail and unnecessary wording. But you no longer have to pile up piles of documents and retype them. Well, right?

Business tips: using systems that show you your work on a daily basis (automatically); What are the labor indicators? Will the morning meeting with the bank be successful? The automated reports you can receive on your phone will make it easy for you to enter a new day.

Advice for sellers: With your company’s dedicated business monitoring and reporting system, you can monitor whether customers have paid their debts and whether accounting has paid suppliers so you can contact them. Information about a good CRM system simplifies business and conversations even more.

The innovations brought by smartphones and digitalization really make sense to turn in your favour. Especially since the “digital natives” (Generation Y) are already waiting at the door, for whom such things are everyday. It is wise to prepare for them, too.

5. Focus on one thing at a time

We can only talk about true focus when we only do one thing at a time. Multitasking is a myth – research shows that it’s not about performing multiple tasks at the same time, it’s about quickly switching while performing different tasks. A significant difference is also reflected in the speed and / or quality of work.

At point (a), the quality of work is the highest, but it is achieved with less multitasking. It sounds simple, but it actually gives the best results.

At point B, we do many things at the same time, but the quality is the lowest. We look busy, but we’re basically wasting time at work.

Tip: Expand the window of the program you are using to full screen. For example, if you are setting up a new account in Accounting Box, you don’t have an email in the next window that will steal your attention.

6. Define and reduce distractions

If you are surrounded by more people at work, set boundaries and follow them. Stay tuned within the agreed hours. If possible, close the door.

Email is also a constant companion in our working day. Be aware that a mailbox is a to-do list that anyone can write to. So we suggest you open it as infrequently as possible – you won’t believe the effect on your productivity. We have already written a lot about effective work with email.

In times of emergency, we feel more than usual the need to keep up to date with the latest news. We constantly check web portals and listen to reports … but there is practically no news so important that you can not wait (if this is the case, someone will tell you for sure).

7. Take a break

Focusing on work and stress leads to low energy and what may happen soon is that you fall from high productivity to incomplete productivity. So it makes sense to take breaks to help reduce stress and relax your mind. Discover the relationship between work and rest that suits you. In some professions, it has already been found that it makes sense to design more frequent breaks. Thus, for example, casino players who are under constant mental stress are given a 20-minute break every 40 minutes of work.

The “Pomodoro” technique is also based on similar instructions, in which it is recommended to take a short break for every 25 minutes of active work, and a longer break after 4 sets. However, be careful, the activities you perform during the task should be focused and without the influence of external distractions.

Experts advise that you occasionally get up, stretch, look out the window somewhere at a distance to rest your eyes as well, and keep working. Drink a glass of water in between.

8. Follow the blue tips

Pareto base 80-20

The 80-20 ratio is a constant ratio that can be observed in almost all areas of life – and therefore in business. There is a high probability that:

  • 80% of your revenue comes from 20% of your customers,
  • Spend 80% of your time on 20% of your clients
  • 80% of the things you do achieve only 20% of the results (and vice versa 20% of the activities are responsible for 80% of the success), etc.

If you are aware of this, you can plan your work better and set your daily priorities more easily.

Soup is not eaten hot as much as it is cooked

It happens that everyone misses. And the moment a problem arises, it’s the most important thing in this world and it totally preoccupies you. It seems to you that there are no other tasks and that everyone knows your mistake. This is certainly true. Errors cannot always be reversed or corrected. However, after a sleepless night, after a conversation, this error will also be easier, different and, above all, solvable. So, don’t let excessive suffocation spoil your day and thus more enjoyable tasks.

Look for solutions, not the culprit

If mistakes are made, it is completely pointless to look for the culprit and negotiate why someone did not do something. The error or problem is here. Instead, focus on solving this problem and, above all, on improving processes and organizing work so that the possibility of errors is minimized.

Learn about other concepts that shape your daily life

Rules such as non-recoverable costs (resources invested so far (money, energy, …) do not justify further investments), decision fatigue (the more decisions we have to make, the more quality decisions suffer), planning errors we reduce From how long the task will take, even though we have done it in the past), Parkinson’s Law (the task will gain in scope so much that it will fill all the time we have dedicated to it) can significantly affect our efficiency, motivation, and well-being.

9. Using cloud solutions

But not to be too attached to the work. But to make your work easier, you can do it anywhere and anytime. Applications that you can download to your phone allow you to keep track of what is happening in the office or at home. They can save you an extra trip to the office. They can help you solve the problem quickly and efficiently, even if you are having coffee at a nearby bar or perhaps at sea.

Of course, moderate use and judicious timing are essential in this case as well. Don’t let it happen that you are constantly looking at your phone because of this. The world around us is still beautiful.

If you are interested in more information about business productivity, we suggest you also read this quick guide.

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