Technology can be a two edged sword. One side can help you and one side may harm you. Let’s look at some ideas that might help your personal and professional lives whereby you are more productive and efficient.
1. Plan your day … don’t let your email determine your day
Do you start your day by looking at your email? This can get you off track of your top priorities. You need to intentionally decide not to let technology override your essential management skills. It is a good idea to identify your priorities at the beginning of the day and stick to a plan.
2. Don’t be a puppet to your cell phone
It is okay not to answer every call. Your phone has voicemail. Voicemail will help you stick to your plan for the day and be more efficient. Schedule certain times of days to take and return phone calls. Maybe use the old Dr. Pepper axiom of 10 – 2 – 4 times to check your messages and return calls. But have a plan that puts you in control and not being pulled around like a puppet every time your phone rings. However, it is very important to return all phone calls. This one little habit will put you ahead of 80% of your competition. (The only exception to this cell phone rule is for your family … always be available to them if needed … or have a good system that will work for them and you)
3. You don’t have to look at your email nonstop
Leaving your email up or having alerts pinging every few minutes or keeping a long list of messages in your Inbox are signs of ineffective email management. Learn how to use and manage email to save time, not waste it.
4. Be a one source user
It is best to use one source for all your appointments, phone numbers, addresses, notes, to-do-list, etc. And the best source in today’s world is a Smartphone that either works in liaison (in-sync) with your computer or through a Cloud server. By keeping all information in one place, you’ll save valuable time when you need to access important details.
5. Don’t change to the whim of trends
If you frequently change the technology you use, then you need to take some time to consider why. If you think the latest, fastest technology trend will make you more productive, you are in for a surprise and will be disappointed. Stop changing devices and start building your personal management skills and learn the true capabilities of your device. Always go for quality and excellence … the best you can afford.
6. Schedule family and personal time
Show respect for your time with family and a personal life. Your boss and clients will take all your time they can get. Include time for your workout and your kid’s ballgames by putting them on your calendar as soon as possible. Another idea is to de-stress from the workday by turning off your cell phone 10 minutes before you get home so you can shift from your professional life to your personal life.
7. Surf the Internet on your personal time
It is unfortunate that research shows that most people use office time to surf the Internet for personal reasons. This is an addiction and not a good leadership or management example for anyone, including yourself. Casual surfing will rob you of valuable productive time at work. It is best to save surfing for your personal time … and it is always best to have a predetermined time limit before you start surfing in order to maintain control of your time.
8. Planning Sessions
It is a good idea to schedule on your calendar a regular time each day when you focus on your own business goals and objectives. Don’t let technology interrupt you. Shut your office door, let your calls go to voicemail and ignore emails so you can work on important projects without interruptions.
9. Use technology to be more productive … not just to be busier
Make yourself take the time to master the technology you use. It is important to balance your technology skills with your management skills to ensure you are using technology to achieve your personal priorities. This includes fundamental skills such as strategic planning, developing action plans, measuring key results, managing priorities, and delegation. You want to be more productive … not just busier.
10. Assess your technology
Survey the technology tools you use … cell phones, planners, computer, email, spreadsheets, presentations, etc. Ask yourself how you can better use what you have available and what other technology is available that may help you be more productive. By assessing yourself, you very well may save yourself loads of time, stress and money. If your company helps pay for the proper technology that is terrific and you should take advantage of it. If not, you might ask yourself if it would be worth the personal investment to make yourself more productive, more trend-right, improve your skillset, and possibly eliminate some stress.
What ideas do you have to improve the use of technology?
Have you taken the time to become technology proficient
© Phil Hoffman 2013. All rights reserved
I Am Phil Hoffman 