Personal Productivity Equals Better Profits or ‘PP=P’

Sunday, 15 Dec, 2004 0

As much as we complain about eMail, personal computers, cell phones, new technology, the Internet, and all the rest of ‘THAT’; both our personal and business lives are improving.

We don’t wait two weeks writing a letter and waiting for a reply from a customer, friend, or association member.

If you can find one, try a Selectric typewriter, again. Deal with mistakes and retyping. The PC and Word, with their frustrations, are enormous time savers.

The litany goes on: Cell phone erase hours of frustrating miss-connections. The Internet revolutionizes the Library; Shopping; Research; Marketing; and Selling!

All of these revolutions in our lives distill to a single term – Personal Productivity. The ‘2005 You’ is many times more productive than the ‘1980 You’ or the ‘1990 You’, or even the ‘2000 You’.

Actually the word ‘Revolution’ is over used and over states what is really an evolution of technology. Billy Gates and his friends have learned to bring us along slowly and in a much friendlier way. He and his friends have stopped using so many foreign terms. Some of their tools are even becoming intuitive.

Roy Evans, who formed the Aristotle Institute to educate executives and managers, understood the problem ten years ago. He repeatedly told the Professional Convention Management Association (PCMA) members – ‘It’s Education’. The tools are there, we just need to teach ourselves and our contemporaries to use the tools.

In 2005, the evolution continues and here are some key tools to review for you and your organization:

1. The wireless world is just beginning. Do you have Wi-Fi (wireless connections to the Internet and your local network) operating in your office and home? If not, make this number ONE. All the scare stuff about security is not relevant, unless you handle government classified materials. The cost is very low. Hire a pro to install the system, so the security works properly.
2. In the second half of 2005, we will have the opportunity to upgrade from Wi-Fi (which goes a few hundred feet) to WiMax which goes thousands of yards. If you are looking at connectivity issues around a campus area; keep this in the back of your mind.
3. When we travel across town or across oceans, Wi-Fi is also important. Here we can use our laptop or some PDAs to stay connected. Look at T-Mobile (www.t-Mobile.com/Hotspot/) and Boingo (www.Boingo.com) for the best service for you.
4. Make a conscious effort to use more functions of each software product on your PC. Microsoft Office is the King of Productivity; and a staple for us desk-setters. By the by, make sure you have Office XP, 2003, or the newest flavor – older versions hurt productivity.
5. The digital camera is ubiquitous. We need to use it for every meeting, marketing event, and education course. Next we need to record the audio at the same time – using digital video; digital audio; or any recording device. Using Microsoft PowerPoint or another content organizer; we can build multimedia content for marketing or education.

Beyond these specific areas, the other key to Productivity is Time Management. All these technologies come with a price – too much communications, Spam, and a ton of distractions. The biggest discipline to bring to our lives is Planning! Start with Priorities. What work is most important to my organization’s success and my personal success? Write down the priorities and review them weekly. Make changes, as appropriate – but consider the changes carefully – Don’t keep chasing the newest thing. Stay the course.

Bring your weekly priorities down to each day. Start every day with fifteen minutes of silent (no outside noise at all) planning. Make a realistic list of what you have to accomplish today. Leave time for the average phone and eMail traffic. You may be stunned to find the average office worker today chews up two hours on business eMail and wasted electronic interruptions.

Work your daily priority task list. When interruptions become too much; close the door or find a quiet place to succeed. If the outside interruptions are too overwhelming, get your superior to find you a better work location. Stay on course. Finish the daily list or worst case schedule extra time in the evening or the next morning to finish. The key for you is ‘Finish’!

Evaluate how you are doing in the planning process. Most of us try to do too much. We never schedule enough time for the normal business flow of calls, eMails, and business ‘dropping in’.

Before you focus on your business life; take a hard to look at yourself. Are you doing the right job? Do you have the right skills and interest? If not, look at a mid-course correction, inside or outside your organization. Make sure you fit work into your total life. What makes you happy and fulfilled? What makes you healthy? ‘Being real’ is more important than sounding ‘right’ to yourself. Another big mistake is not programming enough time in for you and your family.

This thing called Productivity is totally dependant on the Total You!

When you go through some of these steps you will find that most of this planning is pretty well established in your mind. What typically needs work is the discipline of daily planning; actually writing the list; checking the list; being realistic in self evaluations; and learning the Productivity tools better.

Productivity has many rewards. First, you will feel better about yourself, as you learn more and produce more. Second, you become more valuable to the organization. Do not be shy; sell your Productivity to your bosses. Increase your income as you help the organization. Third, your peers will appreciate your skills and your help improving theirs.

Now for you CEOs: Productivity is the most powerful weapon in your arsenal. You are taking proven assets and improving the ROI. This low risk, high reward! Provide incentives – money and praise. Make Productivity a Priority, Empower Productivity, Enjoy Better Profits!

By Arthur Esch, Managing Editor, Aristotle Institute
[email protected] www.AI3.org