Thursday, March 31, 2011

Multi-tasking: are there too many tasks and documents to be handled in a day?

Does it really work to your advantage?

Dependent on your business, if you are a small firm, you are no doubt faced with working on varied tasks during the day or at the same time, and you must wear many hats. Document management is of upmost importance to your everyday activities such as decision making, workflow processes, and dealing with clients.

What is multi-tasking about anyways? One main consideration is how our brain functions while we are doing more than one task at one time, and how well we do both tasks.

The definition of multi-tasking according to Oxford's Canadian Dictionary of Current English is the execution of a number of tasks at once.

Is that truly possible? In some circumstances, it is, however, at other times, it does not apply. Assess the results to determine how well you have done both jobs. What is the concentration level spent on both tasks? Which task gets the most attention? It is possible to write an important report and talk on the phone at the same time? Is it possible to file paper documents and visualize your next vendor's event? Did a comment distract you and cause you to shift gears? If I am writing an important report for year end, can I also prepare for my next meeting on another matter?

The main concern is about how well we perform while multi-tasking. Am I giving you all of my attention while talking on the phone and writing an important report? Am I risking misfiling a document while planning my next event? Do I risk deleting a document for lack of proper attention to the task? Have you ever been distracted while doing this and you don’t remember what you did with the file, it actually evades you.

What is the ratio of your attention span for each task when multi-tasking? Is it between 80/20 or 60/40? If I am talking on the phone while trying to complete an important task, I find myself getting wrapped up more in the task at hand than in the conversation. Something or someone gets lost in the process.

As an example of multi-tasking in regards to texting and driving, neuroscience has determined that the brain can't pay attention to both tasks. Dr. Oz's television program talked about the impact of doing two things at one time while driving and the article on deadly driving and texting reveals the following information.

"The same part of the brain that you use when you send a text message is the same part of the brain that you need for driving. The prefunctal cortex portion of your brain is used for multi-tasking; if you overload this part of brain,like driving and texting, it has problems functioning correctly. Another part of your brain helps you with spacial orientation, and this portion of your brain is hard to keep intact when you are texting and driving."

Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988

Wednesday, March 2, 2011

Five easy tips on how to keep track of documents in a day of the busy entrepreneur.

1. Classification System/filing system
Do you have a good filing system? Is it set up to assist you in working with daily business activities, for paper and /or electronic documents?

Organization of a filing system/ folders, either for paper or electronic documents, will no doubt relieve you of the constant burden of time and effort spent trying to find those documents.

Start the day with good workflow processes or simple habits, they will help you stay on track. Clear the way and simplify. Remove documents from the desk top, which are no longer needed for the business activities of that day, and file them immediately.

If the volume of paper documents is overwhelming, it may be time to convert to an automated system.

2. Email overflow
Working with distractions from incoming email can cause us to become overwhelmed with all that is on hand to do. First thing, read and decide what needs to be taken care of right away. Prioritize, answer important emails, store yesterday's emails with their attachments, and set aside time for work to be done associated with email or attachments. Flag it and review during the day. Delete unneeded. Close your email and start the day.

3. Projects
Prioritize and determine each phase of the project by steps and allocate time for work and/or discussions during the day, revise changes to the document, ensure that you have an audit trail and assess your progress.

Plan for tomorrow. Gather any documents from the desk top and file in a folder in your basket identified as important or select coloured folders, red for urgent, yellow for meeting etc. If working online, add to your electronic calendar as a task. Make notes on what is a priority for tomorrow and what needs to be done. Don’t rely on your memory.

4. Meetings
Start by planning the meeting at a time that works well for you according to your agenda and the tasks at hand for that day. Adjust your schedule, if necessary. Send an invitation and include time, place and agenda for same day meeting.

Allocate a time period for the last minute details or additional prep time early in the day. Close your email and concentrate. Review prior to meeting, make notes on any foreseen challenges and bring forth solutions.

Come prepared. Gather all related documents and place in a folder identified for that particular meeting. Open your email and find out if there are any changes, absences, or other important matter to be dealt with prior to the meeting. Be aware and prepared for any changes. Bring the agenda.

Pack the laptop if you need to refer to emails, their attachments, or other documents during the meeting. If you are leading the meeting or training others in the process, have a hard copy for each attendee or have them refer to the document online, if provided at the meeting. Have hard copies identified as a meeting copy and avoid confusion about any further revised editions for future meetings, if working with a draft copy. Stamp it and add today's date and ensure that a revision number is identified. If working with a final copy, which is the official record of that document, stamp COPY on the handout of that document or prefer to have it displayed online with proper permissions in place for the attendees.

5. Bringing forward at the end of the day
What needs to happen tomorrow? Take time out at the end of the day to go over any outstanding issues dealing with documents, email and their attachments, and projects.

Prepare a list of important tasks to do first thing in the morning. Simple reminders in your desk top calendar or your electronic calendar will help you plan for tomorrow. Don’t rely on your memory especially if you have a busy schedule. If the system is down, you can refer to important details written in your desk top calendar.

Francine Renaud
Records Management Consultant
http://www.timeouttoorganize.com/
Tel: 250-763-3988

Kelowna Time Out to Organize