Productivity in the workplace is always a hot topic. But wanting productivity, and then getting things done efficiently, can be two entirely different things.
David Allen, author of Getting Things Done: The Art of Stress Free Productivity, offers two major focuses with his GTD Philosophy.
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First, he suggests dumping all of your to-dos onto paper or into a spreadsheet, and then sorting them into lists of similar tasks. These tasks can then be prioritized, sorted, etc... When unexpected issues arise, having all of these tasks already listed has the added bonus of freeing your attention to the new issue.
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Second, he says when confronted with major or complex tasks, break it into smaller sub tasks or "next actions."
He adds that supporting an organized approach to productivity includes a well sorted filing system, a regular weekly review of progress on the listed tasks, and an empty email in-box.
One trick I use when managing the major tasks of my team is to place a spreadsheet on my desktop. The spreadsheet is very simple, and includes columns for employee name, date assigned, task description, status (green, yellow, red), and then a comments box. Everytime I have a one-on-one, or receive an update, I open up the spreadsheet, and type an additional note into the comment field (dated). When the item is completed, I change the status field to done.
Besides allowing you to keep track of your team's (and your own) progress on major tasks, it also provides you with a complete summary of activity at review time.