Tips for productivity

We often focus on the immediate task at hand, forgetting about the end result we are ultimately striving for. It’s up to you to maximize your time, set goals and make them known to your colleagues and customers. By making people aware of your agenda and respecting their time, they will in turn work more efficiently for you

Plan aheadIf you don’t know what’s coming up on the horizon, it’s easy to lose sight of your goal. Always prepare for what is to come. Look two weeks out to make sure you are aware of fast approaching deadlines. Set aside time to do a full calendar review six months or a year out to make sure you are on track with your yearly goals as well.

A quick phone call is better than back and forth emails
A quick phone call can save a lot of back and forth on email. If you’re typing more than three lines, pick up the phone.

Make it easy for your team to communicateFile sharing, office communicator, remote access and mobile devices allow us all to stay connected in this hyperconnected world. As useful as these tools are for you and your teams, it’s also important not to sacrifice security for convenience. Be aware of the risks associated with corporate information leaving the security of the workplace. Evaluate your firm’s use of cloud storage and file sharing sites to ensure data is protected.

If an email is longer than three lines, pick up the phone.

Leadership Insider is an online community where the biggest names in business and beyond answer timely career and leadership questions. Today’s answer for: What’s your best advice for staying productive at work? is written by Robert Herjavec, founder of Herjavec Group.

Between endless hours spent traveling and the flood of emails we receive daily, it’s easier than ever to get lost in the back and forth. We often focus on the immediate task at hand, forgetting about the end result we are ultimately striving for. It’s up to you to maximize your time, set goals and make them known to your colleagues and customers. By making people aware of your agenda and respecting their time, they will in turn work more efficiently for you.

Plan aheadIf you don’t know what’s coming up on the horizon, it’s easy to lose sight of your goal. Always prepare for what is to come. Look two weeks out to make sure you are aware of fast approaching deadlines. Set aside time to do a full calendar review six months or a year out to make sure you are on track with your yearly goals as well.

Book meetings in close proximityIt’s a rare occasion when I fly across the country for just one meeting. Think about what other clients and customers you could potentially meet with when booking long distance trips. Your time is valuable. Be strategic about what you need to accomplish and how to maximize your commuting time.

Get comfortable with working remotelyI probably spend half my time on a plane. I use this time to catch up on emails. Staying connected to the business while on the road is key. A quick phone call can save a lot of back and forth on email. If you’re typing more than three lines, pick up the phone.

Make it easy for your team to communicateFile sharing, office communicator, remote access and mobile devices allow us all to stay connected in this hyperconnected world. As useful as these tools are for you and your teams, it’s also important not to sacrifice security for convenience. Be aware of the risks associated with corporate information leaving the security of the workplace. Evaluate your firm’s use of cloud storage and file sharing sites to ensure data is protected.

Be present and prepared
Don’t waste the time of others and they won’t waste yours. Before I head into a meeting, conference or speaking engagement I always take time to review and reflect on why I’m attending. What do I want to get out of the meeting? What are people expecting me to provide? When you are focused and present, the people you are interacting with are inclined to do the same

Meetings

Meetings should be short, drawn up with a strict agenda, and given a time limit. Do it only when soliciting advice to resolve an issue. Status reporting can be done by individuals and does not need meetings for all to attend