Does the odd visit to a social website and the reading of a stray email, leave you short of time at the end of your working day?
A couple of months ago we gave you some hints and tips when it came to working on Office 365 and this month we will expand on that. This is how we ensure that we stay focused during the day and ensure we can get all the tasks completed before home time.
Monitor what you do
It's 4pm and you think, where has the time gone? If you are one of those people, you may want to use a Google Chrome extension such as RescueTime. This great extension records and keeps track of sites you visit and how much time you are spending on each one. It can also tell you when you are working and away from your PC and if required can give you a detailed productivity log for each day.
Obviously this may not be the ideal thing for your boss to see before you have fine tuned your working day i.e. A log that shows 3 hours a day on a social media site may do you no fours. But this programme does show you where you are wasting you day and helps push you towards making time saving adjustments
Restrict your employees access
If you run a small business you want to ensure that your employees are doing what they are supposed to. So, unless you can get them to let you view their Rescue Time productivity log, you may want to simply take the temptation away. After all, if you have 10 employees all checking Facebook twice a day for 10 minutes, you are losing a lot of productivity.
Implementing URL filters is a way that you prevent your workers spending time chatting to there friends on social media. Productivity Apps such as Strict Workflow and StayFocusd enable you to restrict access to sites such as Facebook and Instagram.
As opposed to a complete block, they do allow you to put time windows in or simply put a time limit on how long they can be accessed.
Give yourself daily goals
Having a to do list is a great way of keeping yourself or one of you employees on track. They can also be used as a guide and measure of your employees workrate and can also be helpful as they give people a sense of accomplishment as they tick things off the list.
Extensions such as Todoist and Simple to do List are readily available for download and are great platforms to use when you have a large project you want to get through. If you can break a project down into small tasks, you are missing a trick if you don't have these in place. It allows you to keep an eye on who is doing what and ensures that the workflow is being progressed.
You will have a business that relys on clear communication between employees and departments. Did you know that there are numerous Apps and extensions out there that are free for employess to use? Communicator Call is a new App that has been developed for office intercommunication or if you are a small business you may want to simply utilise the free Tool from Slack. Both these tools can ensure that your employees don't have to spend time moving around between offices just to pass on simple messages.
Know your Keyboard
Lets face it, at some point we all try do things on our PC and wonder, is a quicker way to do that? The chances are -- yes
There are over a hundred useful shortcuts, some examples are:
Ctrl + X - Cut the selected item
Ctrl + C (or Ctrl + Insert) - Copy the selected item
Ctrl + V (or Shift + Insert) - Paste the selected item
Ctrl + Z - Undo an action
Alt + Tab - Switch between open apps
Alt + F4 - Close the active item, or exit the active app
Windows logo key + L - Lock your PC
Windows logo key + D - Display and hide the desktop
F2 - Rename the selected item
For a comprehensive list of shortcuts go to the Windows’ list of keyboard shorcuts. So if you are looking for that one shortcut, see if it is there and start putting it to use.
All the little hints above can help you and your business run more efficiently, but, if your IT System is not operating as it should, no amount of shortcuts will help. We offer a Free IT Audit can help you make sure you IT infrastucture is communicating correctly, so please get in touch is you want to turn your office from a 'go slow' to a 'way to go'.