Perhaps you already understand what room dynamics has to do with productivity. But do you realize what it can do for your efficiency, your calendar – your precious time?
A strategic room dynamics roadmap is all about creating a workplace environment that maximizes your productivity, efficiency and effectiveness. If your work space is organized and you can find everything at a moment’s notice, you can get everything done faster, your responses will be timelier and you will automatically be more productive.
Strategic room dynamics is as much about maximizing your time as being organized or having everything within reach.
Fuel Efficiency and Importance: How many times have you spent an entire day putting out fires, doing the urgent not the important? Yes, some days you just can’t stop the barrage of things thrown at you but when you have a strategic room dynamics plan in place, you will be able to handle the interruptions with ease. You’ll be able to discern very quickly what is urgent, demanding your immediate attention versus what can wait while you provide your undivided attention to something more important.
In a previous article, Room Dynamics Fuel Success, a strategic plan laid out the basics on what to do to your workspace to be more productive and successful. Some of those steps discussed were the workspace layout, organization and removal of energy drainers from the work space. By maximizing these areas, you become more productive. To increase efficiency, as well as your productivity, you need to incorporate the following three items into your strategic plan.
Eliminate energy-drainers from your daily schedule. Determine what is preventing you from completing the important things on time. Are there time-devouring items on your calendar you can eliminate?
Do social media and electronic communications take a huge bite of time out of your schedule? Are all of those necessary interruptions nibbling away at your time or can you delegate a specific amount of time before lunch and before the end of the day to check those communications?
If there is specific information you need, set up a special sound code for your VIP messages so you can retrieve them immediately yet leave the less important for later. It’s your time that you are losing and your efficiency that is suffering. Eliminate what you can and control what remains.
Create a high-five priorities list. This list should be created before you even set foot in your workspace on Monday and should contain only the highest priority items. Routine daily tasks should not go on this list.
Start with your most important items; the more important the item, the higher it is placed on the list. When you are ready to tackle these, ALWAYS begin with item number one. If it is a long-term project, still begin with it first then move on to the next item(s) on your list. This will dramatically improve your focus.
Do not allow frivolous interruptions. Only you know what is important, what can wait or is so urgent that it should be allowed to step in front of something else. The only way to make an intelligent decision about whether you should divert your attention from what you are working on is to evaluate the two items side by side. Then you can assess if the urgent item is truly urgent or is someone else simply bringing you their problem to solve.
Establish office chat times. Plan specific time for interruptions so that others on your team know ahead of time when they can connect with you and get your 100 percent undivided attention. They will soon recognize that 100 percent of your undivided attention is much better than your divided attention while you are still trying to process what you were concentrating on when they interrupted you. You will have to determine exactly what works for your type of workplace and business but a working strategic plan that everyone is aware of will minimize your downtime while increasing everyone’s productivity and efficiency.
Creating strategic room dynamics enhances not only your productivity but also your efficiency. It puts you in control of your space and allows you to maximize the use of your precious time thus improving your focus and increasing efficiency.
Pat Heydlauff speaks from experience. She works with organizations that want to create an environment where employees are engaged, encouraged and involved, and with people who want to be in control, anxiety-free and confident. She is the author of the forthcoming book, Engage: How to Lead with Power, Productivity and Promise and Feng Shui: So Easy a Child Can Do It. She can be reached at 561-799-3443 or engagetolead.com.