21st May 2013

Four Time Saving Document Management Tips...

We often forget that our time is as valuable, even more so than our money.

There are only so many hours in the day, and even if you spent them all working on your business, you probably wouldn’t feel that it was enough. When our money gets tight, we look for cost saving alternatives to reduce our expenditure, but when we are pressed for time, we don’t think of making the same kinds of changes.

Here are four ways in which you can increase your productivity by better managing your time.

Prioritise tasks

We all find moments where, instead of working, we sit at the computer thinking ‘What do I need to do next?’ This is not necessarily because we’ve forgotten, but often we have several tasks all vying for our attention. Taking a few moments to prioritise your tasks means you always know what you need to be working on. Every time you find yourself with time to spare, you know exactly what task needs doing next. It also helps to avoid wasted time by spending an hour on one job before realising another one is much more important.

Ignore your emails

Don’t actually ignore them. What we mean by this is that it’s very tempting, every time we hear the ‘ping’ or see the new mail icon flashing, to drop everything we’re doing and focus on that. An email might require a long winded response, or you might need to search for some data for your reply. This all takes time, but it might not be vital that you respond instantly. Unless your correspondent has asked for an urgent reply, they are probably not expecting to hear from you for at least a few hours.

So instead of focusing on each business email as it arrives, read it, decide how important it is to reply, and add it to your task list in the relevant order.

Take more breaks

It could seem counter intuitive, but there is plenty of research to suggest regular breaks make us more productive, rather than wasting time as you might understandably think. Taking a five minute break between tasks, or if you find your productivity slowing, could be enough to refresh your mind and get you working again. Getting away from your desk also helps here, so why not try walking around the office, or doing some stretches, before getting back into it?

Outsource your documentation

Those fiddly admin jobs can add up quickly to a lot of time. Things such as payroll documents need to be sorted, archived or posted, and no business owner can avoid this. But you can give the task to someone else, someone with experience in efficiently handling and managing data and documentation. By giving us your documents to handle, you can free up a huge portion of your time to focus on other areas of your business, whilst knowing it is being done even more efficiently.

For more information visit the Prime Document website.


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Four Time Saving Document Management Tips

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