SmallBizResource Blog -- Productivity

A 12-Step Plan For Doing More With Less

Posted by Judy Mottl Monday, Dec 17, 2007, 04:10 PM ET

The big mantra a few years back was 'do more with less' and that effectively meant fewer people and more work--the work of those no longer sitting in the next cube.

But business owners know better today and each of us can do more with less if we follow a few good tips from one expert.

Tim McClintock, PMP, is a senior instructor and course director with Global Knowledge. I'm sharing his tips from Global Knowledge Training's site:

Understanding this concept of doing more, with less, at a faster pace is one thing. Dealing with it effectively is quite another. There are some basic questions we MUST ask ourselves. How can we move from a reactionary stance to being more pro-active? How do we effectively deal with the barrage of meetings, activities, and tasks that need to be accomplished and attended to? The key word here is "effectively." I'd like to offer a list of 12 actionable items that I believe will help you as you begin the journey.

Step 1 - Ask yourself the hard questions.
And be honest.

Step 2 - Identify what's available.
How much time do you realistically have?

Step 3 - Identify again.
But this time ask, "Where am I spending MY time?" It is your time. What are you doing with it? Are you wasting any of it? If you are, what are YOUR time (and productivity) wasters? You may be tempted to say "What's the big deal? It's just a little diversion . . . Isn't it?"

Step 4 - Take Action - Take it back!
Deal with the "wasters." Waste 'em.

What is a "time-waster anyway?" Here are some definitions I believe spell it out very well:
Anything that prevents you from accomplishing your goals.
Anything that takes place during your day that is not necessary.
Anything about which you could say, if it didn't take place, you could have gotten something else done instead.

Step 5 - Identify Some More
Where should you be spending your time?
Ask yourself, "What are the things that are outside of my control, and get in the way of my productivity?" And then ask the question that may even be harder to answer, "What are the things that are within my control, and get in the way of my productivity?"
Try this 3-step process. Identify, Analyze, and Respond

Step 6 - Prioritize.
Now that you know where you are spending your time, ask yourself in what amounts you are spending your time doing those things?

Step 7 - Lessen the Load.
Ask, "What is taking up my time that I can afford to get rid of?"

Step 8 - Delegate.
Are you doing work others should do? Are you doing work others could do as well (or better) than you?

Step 9 - Organize.
Is lack of organization keeping you from being focused?

Step 10 - Develop a System.
Do you have a system that works for you?

Step 11 - Plan for tomorrow. Think ahead. What are your "Big Rocks" for tomorrow?

Step 12 - Disrupt the Interrupters.
How do you deal with interruptions? Are all of the interruptions inflicted on you by "others?" Or are you interrupting and sabotaging yourself?

Productivity