Technology Distractions Lead to a Decrease in Productivity

Office workers’ attention is being diverted every three minutes by answering the phone, being alerted to an incoming email, responding to an alert on their BlackBerry, reacting to an instant message or a Tweet, or clicking on internet-based distractions such as YouTube or Facebook. These distractions consume much as 28% of an average knowledge workers’ day (Basex research).

As we receive more and more e-mail messages and other technology-based interruptions, it can feel like being hit by a digital deluge. Without the skills to manage e-mail and other devices effectively, many people are wasting time just trying to keep up instead of gaining productivity through technology.

These tactics for distraction management can significantly increase your productivity:

1. Turn off the alarm or visual alerts: You wouldn’t let the postman empty a mailbag on your desk 50 times a day and you certainly wouldn’t let them ring a bell with each delivery. That’s exactly what you are doing if you check each e-mail when it arrives. Turn off the alarm or visual alert and take control of your e-mail and your time.

2. Learn how to turn off or manage alerts on mobile devices: As more and more people synchronize their phones and mobile devices they are being distracted by email alerts, meeting reminders at all sorts of inconvenient times. These alerts can ensure you are being distracted at home as well as work!

3. Treat e-mail like regular mail: Try to check your e-mail at regular times in the day, i.e. early morning, mid-day and late afternoon. Even if you receive a high volume of e-mails, you shouldn’t check more than four times a day. Checking email regularly can give you a very busy feeling but it is deceptive as it is unlikely you are focusing on your key priorities.

4. Take control of your in-box: Subscribe to e-mail services selectively. Ask friends or colleagues who frequently send jokes or huge files to stop. Get a separate e-mail address for personal communication or one that you give just to key contacts, similar to an unlisted phone number. Set up rules to automatically delete or file low priority emails.

5. Focus on your priorities: Commit 10 -15 minutes each day to plan for the next day. Ensure as part of this process you make “appointments with yourself” to focus on key priorities and projects.

E-mail, mobile devices, instant messaging and the like can save businesses considerable time and money, but managing these tools is a skill that’s just as important to acquire as other essential management skills such as communication, planning and prioritizing.

Priority Management is a training company specialises in time management training. Our “Working Smart” series integrates the underlying principles of Best Practice time, productivity, information and workload management into applications such as Microsoft Outlook, Lotus Notes, GroupWise, the BlackBerry and paper.

Port your Business Online for Success

In the current economic environment as the recession bites harder, people will be turning more and more to the internet to source their purchases. Firstly they can look for the best bargains and then purchase on line without even having to leave their homes. This beats the hell out of having to drive miles, find parking space, queue for bargains and then carry the items home or wait for delivery of large products. If your company is still living in the dark ages, and you don’t have an online business then you are offering the competition sales on a plate. In order to stay competitive, businesses need to offer its services/products online, as well as doing business the traditional way. They need to communicate with potential customers who do business mostly online. Be smart and start today to get your business online and out in front.

When you run an online business you potentially have a world-wide audience. This means you can have 24 hour customer access. Automatic systems to respond to orders will be a vital part of the web site design otherwise you will need staff available working unsociable hours. In this new world, the old ways of import/export will become obsolete.

When managing an online business you need to be a Jack of all trades. But communication is an essential part of all the different aspects of running a business. Email and instant messaging are efficient ways of communicating with employees, particularly when different time zones are a complication. Setting up an online conference room will save the need for physical space and travelling and will provide a forum for members to air their views, concerns and challenges.

The website index page is the first thing visitors see when visiting your site. To make a good impression you will need a good brand image, clear information and a user friendly process so that customer will find it easy to purchase their goods. (Don’t make it hard for your customers to find their way around the system and buy products, no matter how clever something may be.)

A Nottingham web design company will enable you to update your website whenever you want, so that any changes in pricing or items are current. Statistics reporting is another service which can give you valuable information on how many people are accessing the site, and from that information you can see if your services/goods are attracting the sales you want. If not then there is an opportunity to revamp your products or website to improve on visit/sales ratios.

For customer satisfaction make sure your business provides excellent quality products, efficient service, and an easy to use system. Where items are good value for money, customers will be happy to recommend your company to friends and family and sales will increase.

The growth of the internet gives a whole new meaning to the world of commerce. using website development millions of people are out there starting new online businesses, all wanting a piece of the cake, all wanting to make their millions. So make sure your business is one of the forerunners and get yourself up there on the first page on Google. Don’t wait, get started now before your competitors leave you behind.