How to (almost) Effortlessly Increase Productivity

Posted April 19, 2012 by Dave Crenshaw

What if your business could save thousands of dollars a month, without cutting staff? This is what any business owner continually seeks to do, right?

There are many low-cost, massive-benefit opportunities to dodge wastefulness and increase productivity. You just need to know where to look.

In this short, straightforward video I’ll describe how anyone can fully exploit these neglected resources.

Action Steps:

Watch this video and ask yourself if you are surrounded by time liabilities. If so, follow these guidelines to maximize your efficiency:
1. Have all the tools you need
2. Maintain all your tools in good working order
3. Work with the best tools you can afford
4. Keep necessary tools within arm’s reach
Share your favorite time assets or worst time liabilities in the comments section below.

Principles to Learn:

Time liabilities cause you to waste time unnecessarily or spend more time than necessary in Less Valuable Activities (LVAs).
Keeping your tools ship-shape avoids unnecessary and costly downtime of specialized repairs or replacement.
Purchasing the best tools you can reasonably afford is an investment, not an expense.
Having your tools nearby reduces the need to switchtask in your workplace.

Tags: Invaluable, MVA, Productivity, Systems, time assets, time liabilities

http://mohamedaslam.com Aslam

Another invaluable advice.

As far as I’m concern, I loose my precious time on management tasks, like accounting and email. As a solopreneur and small business owner I have to do all sort of mandane tasks by myself. Planning to hire a VA and out source all repetitive task and increase my productivity this month.

Thanks Dave!

http://www.DaveCrenshaw.com Dave Crenshaw

You’re welcome, Aslam!

As you’re about to make your first hire, please watch these two important videos:

1)
http://davecrenshaw.com/the-order-of-offloading-how-to-stop-wearing-too-many-hats/
2) http://davecrenshaw.com/batman-alfred-and-your-assistant-job-description/

http://mohamedaslam.com Aslam

Thanks Dave. I think already watched those videos, but it’s the prefect time to re-watch them again.

http://ExecutiveCoachEd.com/ Marketing

Dave,

I always enjoy your video segments. Thanks for another great reminder about the value of our time. I’ve share this with my clients on my Facebook Business page.

All the Best,
Ed

http://www.DaveCrenshaw.com Dave Crenshaw

Really appreciate the Facebook share, Ed!

Abby

Dave, Thank you for this. Great tip (as always). One thing that I’m still finding challenges with is e-mail filing. I would guess that I waste 1+ hours each day filing e-mail and finding messages in Outlook. Now it’s just taking the time to learn how to better utilize this tool so that I can eliminate that wasted time!
You are always a great resource. Thanks for sharing.
Abby

http://www.DaveCrenshaw.com Dave Crenshaw

Thanks for the comment, Abby. I used to do a lot of email filing myself until I realized what you have–it’s more of a time waster instead of a time saver.

Now I just recommend people archive all processed email into one folder. Personal search engines are so fast now that it’s very easy to find things again when you need them.

I go into this in more depth in Time Management Fundamentals which you can buy on DVD at http://www.davecrenshaw.com/products/ or watch online via lynda.com: http://www.davecrenshaw.com/free/

http://mohamedaslam.com Aslam

@b86dfa0828038a7ca277a36f99d0125f:disqus - It’s a must watch. I took Dave’s Time Management couse at Lynda.com 4 months before. Now I’m doing much much better than before.

Sherri

Great tips! Last fall I cleared all the office tools off my desk and put them into the drawers. Each time I used an item (stapler, tape dispenser, legal pads, etc.), I put a tally mark on a small sticky note on that item. At the end of a week, I only put the highest-use items back on my desk and left the others in the drawer. This gave me much more desk space to use in working.

http://www.DaveCrenshaw.com Dave Crenshaw

That’s a really clever, original idea, Sherri! Thank you for sharing. Might have to try that with a client someday.

Victoria

Dave, Thanks for the fantastic tip! Your program has help me improve my time management tremendously. Thanks for sharing

http://www.DaveCrenshaw.com Dave Crenshaw

You’re welcome, Victoria!

JJ

I find that in trying to contact people I sometimes have to try several times before I can reach them. I am not sure how I can avoid this one. The same problem arises, though not as often, when communicating up our business ladder. We have to go through several 1 on 1 meetings before the top of the ladder knows what the bottom of the ladder needs. Any advice?

http://www.DaveCrenshaw.com Dave Crenshaw

There are two different issues here.

1) In contacting people, this is a bit inevitable, as you hinted. However, I’ve found a couple of things make a big improvement on reducing switches:

a: Find out in advance what METHOD each person prefers you to use to contact them. A lot of switches and re-contacts are arising now because while one person prefers phone, another prefers an email, or a text, or Facebook, or twitter, etc. Get that expectation up front.

b: If at first you don’t succeed, schedule a reminder. This will free your mind from the burden of having to remember to remake the contact (reducing the mental switchtasking that might take place.)

2) Regarding the the multiple 1:1 meetings this sound like a business systems breakdown. It sounds like the middle manager is not gathering information properly or passing it along properly or both. The follow-up question “What got in the way?” can be effective from employee to manager as well as vice versa. Try and figure out where the system breakdown is occurring.

Alternatively, if you often find needs you need to share with the “top of the ladder”, perhaps group meetings are a better place to coordinate and share those needs instead of 1:1s.

JJ

Those are wonderful thoughts! Thank you very much Dave! I continue to look forward learning from your wisdom and insight! It’s always a pleasure applying what I learn from you and your guest speakers!

http://www.buonodesign.com/ Ahmed Mahrous

Hi Dave After all thank you for your videos i want to ask you a small question about mangers why every business relationship between the boss or the supervisor and the employer turns into a bad relationship most of the time?I’m asking as an employer not as a manager? how can i avoid this in future?
Thanks to you again!

http://www.DaveCrenshaw.com Dave Crenshaw

Hi, Ahmed. I like this question. I may convert this answer to a full video someday.

While this is a common issue, unfortunately the reasons vary widely. By looking at and working with successful company cultures (where managers and employees work well together), here are a few things I’ve found:

1) Culture – Relationships are usually stronger in companies that have an established culture (including clearly defined values) and hire people based upon that culture. Often rifts occur when a company hires employees that aren’t a fit culturally with everyone else.

BONUS: Look at Zappos.com and Pixar as examples of companies that have clearly defined cultures of camaraderie.

2) Communication – In any relationship, if communication is nurtured and consistent, people will feel closer to each other. Successful employee-manager relationships have a regular set pattern of communication (See my training on 1:1 huddles). On the flip side, if employees and managers only communicate when they need something, it creates a selfish dynamic that hurts both parties.

BONUS: Getting some training in learning good listening skills can go a long way here!

3) Beware the Peter Principle – (http://en.wikipedia.org/wiki/Peter_Principle) All too often, great “performers” are promoted to managers. However, management (which includes leadership) is a unique skill set and sometimes requires a unique personality. The cure for the Peter Principle depends upon who you are:

1) If you are the one MAKING the promotion: Look for people with the right skill set and personalities traits of a good manager. At the very least, look for people who are teachable enough to develop those skills.

2) If you are the one PROMOTED: Recognize that what got you the promotion won’t keep you in that promotion. Now you need to “go back to school,” so to speak, and learn more about how to become a great leader and manager.

Hope that helps, Ahmed. Thanks for the question!~Dave

http://www.buonodesign.com/ Ahmed Mahrous

Thanks

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