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From NetSpeed Leader Volume 17, June 2004
Leave the Office Earlier, a new paperback volume by Laura Stack, is written to save you time. It's not just that the content is about efficiency. It's that the book is written in a way that you can use it quickly and efficiently. For that reason alone, the book is highly effective.
Leave the Office Earlier begins with a 100-item self-assessment on personal productivity. It covers 10 topics, among them time mastery, information control, vitality, order, and discipline. Readers are to rate themselves in response to statements like these:
"I delegate properly; I rarely do tasks that others are capable of doing."
"I know the available productivity features of my email program."
"I handle common, routine tasks on a daily basis so things don’t pile up."
"I recognize signs of brain overload and know how to get my mind focused again."
"I know how much my time is worth and eliminate those things that are a waste of my time."
Author Laura Stack encourages readers to complete the assessment first (it takes about 5 minutes) and then to focus on topic areas of greatest need. The book is designed efficiently with a detailed, rich chapter on each of the 10 topics. For instance, if your most challenging area were "Reduction"—that is, reducing crises, interruptions, visitors, requests, etc.—you would work through that chapter.
Here are some ideas from the “Reduction” chapter:
To reduce the impact of crises:
- Create a back-up plan. If your computer crashed and you lost all your data, you would be sure to have a literal “back up.” The same should be in place for other types of crises. For example, if a crisis often occurs when the CEO can’t meet with an executive candidate, always have a stand-in (back-up) scheduled.
- If you are often putting out fires, instead put systems in place to eliminate fires. Find out what is "lighting the flame." How can you manage it better?
- Ask yourself, "Whose crisis is this?" Find alternative sources, suppliers, or players if someone consistently does not deliver.
To reduce interruptions:
- Rather than having an open-door or a closed-door policy (both of which can lead to problems), keep your door open but have a signal that shows that you only want to be interrupted when it is essential. A signal might be wearing a cap, turning your nameplate around, or having a sign on your chair.
- When you have a choice, always choose to visit a colleague. Limit the number of people you invite to your work area.
- For staff who frequently stop by your office, schedule regular check-in times. Ask employees to keep a list of things to discuss with you, and to bring it to the check-in.
To reduce unnecessary responsibilities or tasks, ask yourself these questions:
- "What would happen if I simply didn't handle this?" If the answer is "nothing," don't do it.
- "Is there a better, more efficient way of handling this task? Can I automate it?" Get help from others who excel at systems.
- "Am I the appropriate person to be performing this task? Am I doing work beneath my skill level?" If so, delegate.
Leave the Office Earlier was published last month by Broadway Books. At $12.95 in paperback, it’s an excellent investment in improving your quality of life and work.
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