by Ace Concierge | Virtual Assistant | May 21, 2012 | Delegation, Organization
We are repeatedly bombarded by data overload via our push notifications, social media notices, text messages, phone calls, e-mails, Skype chats and news alerts on a daily basis. It is marvelous to always be connected, in touch and just a mere keystroke away. You are never alone and continuously up to date in both your personal and professional life. But there is a hitch and that is the negative impact it has on our concentration.
As a technologically in-tune society, we must learn to filter the urgency of our incoming communications in order to remain dedicated to the tasks at hand. The constant interruptions have a pronounced impact on our productivity and efficiency level, never mind time management. If we continue to allow outside distractions to compete for our time and focus, we are unable to give our absolute attention to our present moment and activities.
Computerworld reports that we are now living in a world of “interruption technology.”
Learning to unplug and tune out can present a challenge for many, but as an entrepreneur, it is paramount to your success, effectiveness and time management. Researchers at the University of Kent in Australia monitored the eye movements of 100 people using an eyeball-tracking camera. They asked the participants to read a section of text on a computer screen, before disturbing them with one-minute messages – like phone calls. The research subjects were then told to resume the original reading, while the eye-tracking camera analyzed how they did so. The investigators discovered that there was an average 17% increase in the total time it took to read the whole passage on the screen.
Psychology lecturer Ulrich Weger was quoted as saying: “I wasted time by reading emails whenever they came into my inbox. I noticed that once I had started reading the name of the sender, I read the first line of the text. Once I mastered that, I continued reading the entire message, and once I got to that point, I felt compelled to respond because there was no point in leaving an already half-finished task. Then sometimes I needed extra information to answer the message, so had to add other tasks.” Which meant it was harder to get back to the original task.
Now just imagine all of the alerts and communications you receive during the day; probably much more than what was instituted in the above research. If there was a 17% increase in the length of time it took to read the passage, can you imagine how your output is affected with a continual barrage of steady disturbances?
Here are a few tips to assist you in halting unnecessary diversions:
- Schedule time on your calendar to tune out and turn off
- Let others know you are “off limits” during certain working hours
- Close the door or put on earbuds
- Silence your Smartphone
- Just say NO to social media! (Facebook and Twitter updates are always accessible).
- Shutdown everything that notifies you of an alert, sound, or other announcement (your e-mail will still be waiting for you).
- COMMIT to your decision to focus and jump in with gusto
- Once your project is completed, come up for air, stretch, respond to voicemails, text messages and other communications.
- Grab an energy snack to refuel for your next session
Remember, being offline is an industrious act toward completing your projects, achieving your goals and remaining on task. You will see a considerable increase in your productivity as you continue to shield yourself from outside disturbances.
Turning off isn’t just for the business world. We are electronically tethered 24/7 and this crosses into our personal boundaries. It becomes too much when we allow technology to consume our time and energy away from the present moment, sacrificing the things that truly matter.
How do you tune out and limit distractions?
by Ace Concierge | Virtual Assistant | May 2, 2012 | Delegation, Organization
Decrease desktop clutter.- File or discard papers and folders.
- Purge outdated materials, manuals, scraps of paper in your drawers.
- update customer management database with ALL client/prospect data and discard associated paper.
- Assign a place for everything and keep everything in its place.
- file as you go, don’t wait until “sometime” to put things in their place.
- Organize your workspace for maximum productivity.
- Reserve your inbox for action items.
- Create email folders to organize your inbox and sent emails.
- Break down large projects into smaller tasks, and prioritize them. Block off time each day until the project is completed.
- All projects and tasks should have clear goals, objectives, and deadlines.
- Plan your To Do list for the following day before you leave work.
- Break your To Do list into categories
- Must do with deadlines
- Open-ended tasks (i.e. reorganizing files)
- Enter calls and appointments into your calendar.
- Take a break to refresh and refocus, without interruptions.
- Set aside 1 hour per day for NO technology: you do not answer phones or respond to emails or engage in office communication. You take this time to regroup and work on pressing issues, modifying your To Do list, and working on projects.
by Ace Concierge | Virtual Assistant | Apr 5, 2012 | Organization, Time Management
Time management and organization are paramount to your success and emotional well-being. When you feel short on time, under pressure to meet deadlines, and feel stressed, you are not able to dedicate focused time on the job; your productivity and efficiency declines, creating further stress for you and The Boss.
Think about the times when you have been most productive. You were refreshed, focused and completely on task, with little or no interruptions. To create this environment you must implement an organized time management plan.
What Will Better Time Management Do for You?
TIME MANAGEMENT BENEFITS TO THE ORGANIZATION
- Increased individual productivity, accountability and commitment
- Much more timely individual and team project completion
- More effective communication throughout the organization
- Less negative organizational stress
- Noticeably improved teamwork
TIME MANAGEMENT BENEFITS TO THE INDIVIDUAL
- More control and value from your time and your life
- Increased recognition and reward from higher personal productivity levels
- Improved relationships both on and off the job
- Reduced stress and more enjoyment of everyday life
by Ace Concierge | Virtual Assistant | Mar 16, 2012 | Delegation, Organization, Time Management, Uncategorized
In comes the world of technological advancements and Smartphones to aid us with work, life, and staying connected but how has it really impacted our personal and professional lives? When I am out with friends I see so many people furiously scrutinizing their phones, tweeting, texting and checking Facebook updates while ignoring the company they are with. What message does this send to each party? Is what is “inside” their phones so much more essential and stimulating than spending time with one another? Why even have face to face if the other person(s) obviously has no face value?
Remember the days gone past of personal interaction, communication and building individual relationships- being present in the moment without concerns of outside influences: who is saying what to whom or being so obsessed that you miss the “now?” We all used to engage in conversation: sharing value, insight and fostering deeper relationships without interruptions or another person observing their phone for the next message. The wonders of dining alone while in the company of others? Have you been there? Is your eye contact just a fleeting glance in between text messages?
“Life is available only in the present moment. If you abandon the present moment you cannot live the moments of your daily life deeply.” Thich Nhat Hanh
While I haven’t lost the value or benefit of Smartphones, especially as a virtual assistant, but I believe there is a fine line between being rude and discourteous while amongst friends or business colleagues affixed to their phones. I will be the first to admit that I have been guilty, but that was in the past. I have made a concerted effort to be present in the moment as I have chosen to be in the company of the group. If I had a lack of interest, I would have stayed home and merely texted.
What memories do you want to create? How do you want to cherish the time you have with others? Show them you value and respect them by putting away your phone. All of the updates, emails, and text messages will not instantaneously vanish because you didn’t check them at the moment. Life is just too short to persist on this path of seeking immediate gratification of the reading the next best thing, as we end up failing to notice or neglect the wonders of our present moments.
Make your priority the people you are with by giving them your “mind full” attention.
“You must live in the present, launch yourself on every wave, find your eternity in each moment.” Henry David Thoreau
