What I use to plan my day

As we told you in our previous article How to plan your day that the only tools that we need to begin our journey and plan our day are a simple notebook and a pen:

- My favorite notebook is the Moleskine  Ruled Notebook - Large size ( 5" x 8 ¼") /
Price $17.95

 

Is one of the best selling Moleskine  notebooks. This reliable travel companion, perfect for writings, thoughts and passing notes, has a cardboard bound cover with rounded corners, acid free paper, a bookmark, an elastic closure and an expandable inner pocket.

- For the pen I use mostly a Uniball Vision Elite(0.8) / Price $23.56 (Set of 12)

Perfect for frequent or business travellers. With smooth flowing fountain pen-like results the Vision Elite is also ideal for written letters, invitations and business documents.

In my next article a will tell how we can use new technologies in planning our days- I will show you how we can use Evernote to plan your journey.

How to plan your day

To be more efficient and more productive. I will explain you how to proceed each day with your todo lists:

1. Tools: only a note book and a pen,
2. You begin by writing the date 
3. You list all tasks you have to do
4. After each task you write if it's:
1. Simple task: less than two minutes
2. Delegate
3. Hard tasks
5. Early in the morning you proceed firstly by delegating (by email or by phone or directly)
6. You work on one of the hard tasks and keep in mind to find a solution  to construct a template in case that the work will be repetitive
7. At 9h30 you work in simple tasks (making calls, sending an email..) until 10h00
8. You return to the complete hard tasks.

And if any new simple task shows do it don't wait.

Hope that can help you if you have any remarks feel free to comment.

In my next article I will tell you what tools I use to plan my journey What I use to plan my day

PSI (Purchase / Sale / Inventory)

To be more effective at your work you have to find a solution how to not the repeat the job two times, so think to create templates instead of documents:
Per example create a template for your monthly report so each month end you can fill it by month data and you get your new report ready to use.
Productivity Speed-Up.

More information

Tasks related to others (Delegate)

One of the best thing that I learned is I don't have to take control of everything or to be more clear I don't have to do everything by my self:

Firstly, if it's not related to my main job I have to let the person in charge do it.

Secondly I have also to delegate tasks faithing in them that they well do it.

In the dictionary you can find the below synonyms of delegate:

Entrust,

Assign,

Transfer

Thus, you have to trust others, to assign them tasks and of course to transfert to them your knowledge.

Better you will do it, faster your productivity will be.

How to create smart dynamic combo chart using Index vlookUp Data validation

One of the best tips of productivity is to find a way to don't do the work 2 times.
By Microsoft Excel do it for the first time and think only to upload data in your file..

To download the Excel file click here

How to deal with simple tasks

As we said previously, that 80% of our daily tasks are very simple and if we look much more deeply in them we distinguish 2 kinds of tasks:
1- Tasks related to us
2- Tasks relate to other

The good new that all the tasks related to us are simple so they need only less than two minutes per tasks to do them.

So Do them when they will shown

Example: When you are working in a new new project, one of your colleges ask you to send him the last version of another project- Do not wait, send him the file when he is talking.
My rule for this kind of tasks: 
Avoid to take note for this job for later.

Our theory

Plan

1. Delegate
2. Do-It
3. Speed-Up

 One of the best thinking tool is the mind-mapping

Theory of 4 dots of productivity

For many years, I was looking ways to improve my productivity at work. So I begun studying different methods to apply them in my daily routine. 

 In each time, the barrier of changing my habits stops me. The reality, It's not simple to change in certain age.

One day, I had the idea to be more analytic  with my tasks, thus I returned to my to-do lists to analyze them.

What I found that the 20/80 principle can be applied. Indeed, my tasks was divided in two categories:

1. 80% simple tasks , and didn't take much time to realize. Such as call phones, responding to emails, printing documents...

Simple tasks to do in less than two minutes.

     2. 20% Complicated and repeated tasks, which need more concentration and a lot of time. Such as preparing report, thinking in new project, doing presentation..

Hard tasks taking a lot of time.

Now, as we know the skeleton of our tasks we need to find a solution for how to do speed-up at doing simple tasks and how to make the hard tasks more easiest.

How to create combo chart (Showing Growth between two things)

If you like to make very trendy report like those printed in magazine you have to use Combo chart

To download the Excel file click here

How can we improve our productivity at work??

We suggest you to try this four steps:

1. Plan
2.Delegate
3.Do it
4.Speed-up

Less time doing things.. More time improving your knowledge..