1.
Office
Timesavers
How to Increase
Productivity

2.
We can begin our day by saving time
and stress BEFORE we arrive at the
office
Prepare in advance
The 6 Ps: Proper Prior
Preparation Prevents Poor
Performance
Prepare your clothing the night
before
Get plenty of sleep
Wake early and sit, think, plan
Have a healthy breakfast at home
Cut your commute time
in half
Cut your commute time in
half by shifting your
workday by 15 or 30
minutes

3.
Don’t wait for things
While your computer is booting
up
• Make use of that time by reviewing
your daily schedule
• Go around and turn on other office
machines like the copier/fax, check
paper and toner levels
• Pick up and distribute any faxes
• Make the coffee

4.
Pare down to essentials on your
desk
Only keep out what you NEEDEquipment
Computer
In box
Out Box
Phone
Lamp
Supplies
1 Pen
1 Scratch pad
To Do List
Decorations
Something uplifting such as flowers or family pictures
Reference
Calendar at a glance 51 out of 52 CEOs polled on Wall Street agreed that
productivity = MONEY $$$

5.
Set up your desk
to Work From Left to Right
• Typically the computer is centrally located
• Leave a blank space on the left, and a blank space on the
right
• Follow a left to right pattern when you work
• Start work on the left, finished work on the right
• The Inbox should be on the left, the Outbox should be on the
right

6.
You’ll be more productive it you take that break

7.
Batch Tasks
• Group tasks that require the same level of concentration
• Example: If you have two tasks that require a good deal of concentration,
tackle those when you’re least likely to be interrupted
• If you have questions for your boss, wait until you have several questions to
ask at the same time if possible
• Group like work together so you’re working within the same mode for blocks of
time
• If possible, have specific times to read and reply to emails
• If possible, schedule phone calls instead of answering the phone every time it
rings

8.
Understand your tools
• Learn as many of the shortcuts, features, and functions that Microsoft
Office applications offer. These can save you time.
1) Turn your emails
into tasks with
Outlook
2) Use Tasks to
track delegations
and deliverables
3) Use Recurring
TASKS
4) Know your calendar
views and options
5) Use Calendar
Recurrences and Alarms
6) Block Calendar Times
for Key
Projects/Assignments

9.
Color code your filing system
• RED for Immediate Attention
• GREEN for Financial Files
• BLUE for Health Insurance
Purge unneeded files based on your company’s
policy and any applicable legal requirements
The Number 1 theft source is the trash!
Five reasons to shred: 1) Prevent ID Theft, 2) Protect Customers,
3) It’s the Law, 4) Protect Employees, and 5) Save space
Keep everything in its place. A messy desk implies that you are
out of control.

10.
How to Organize Papers on your
Desk
• Use Binders with labels in the spine, and store on a shelf
• Use an A – Z Pendaflex Folder, and store it in a desk drawer
• Use a 1 – 31 day Pendaflex Folder, also storing in a drawer
• Use a graduated file holder, so that you can see file labels at
a glance
• Group like items together; invoices with invoices,
correspondence with correspondence, etc.
• Work on one item at a time, or one batch of items at a time

11.
A Happy Worker is a Productive
Worker
• Add your own personal touches to your office space to
create a warm and inviting atmosphere
• Accessorize in bright cheerful colors, or in
Your favorite color or pattern
• Add a small rug or a decorative lamp
• Highlight your inspiration
• Display pictures of your children, pets, family
• Of course you will want to receive the approval of your
boss and consider any safety concerns before making any
drastic changes

12.
Don’t stay sitting
• Read standing up sometimes
• Walk to the copier or fax when the work is generated
versus waiting for a stack of items to be copied or faxed

13.
Identify and Eliminate Bottlenecks
• Typing statistical reports can be time consuming. You
may want to practice tying numbers. It may help to
have a keyboard with a 10-key.
If you find that you are constantly having to stop and ask your
boss how to handle situations, make a chart that shows how he
or she has told you to handle them in the past, and ask if you
can use that chart for the routine issues.

14.
Take Care of Your Body
• Sitting for long periods is not good for
your body
• Some people use stability balls
• You may want to upgrade to an Up-Lift
Desk
• Walk around every hour
or so, even if it’s a trip
to the restroom or for a
drink of water
• Look away from your computer
screen every 30 minutes

15.
Use a Timer if Necessary
• Decide priorities
• Chunk tasks
• Batch related tasks like emails and phone calls into a single chunk.
Finish them in one single session.
• Decide timer intervals
Chunk, Block, Tackle
 Break large projects into specific tasks that can
be completed in 15 minutes or less
 Block out set times to complete specific chunks
as early in the day as possible
 Tackle the specific task, focusing only on this task
rather than the project as a whole

16.
Use your environment and body
language to control the length of
conversations with chatty co-workers.
• Remove the guest chair from your office
• Change your body posture, returning to the position
you were working in before being interrupted is a good
way to tactfully signal that chit-chat time is over.

17.
Air Travel Productivity
• When it is necessary for you to travel for business,
consider whether it would be more cost-effective to pay
for a seat in first class versus coach. Many can be
more productive in one hour of uninterrupted time
while traveling than they can in three hours at the
office.

18.
Maintain a Well-Organized Supply
Room to Promote Productivity
• Having a neat and well-
maintained supply room is
essential for productivity
• Store paper products in one
section
• Group like items together
(pens/pencils/markers),
(Glue/tape)
• Stack plastic bins to hold
items, making maximum use
of spaceMaintaining your supply room will also reduce supply costs by avoiding unnecessary
purchases of duplicate items

19.
5 Things Productive People do Daily
• Avoid stress and be happy
• Don’t rush to check email
• Prioritize important tasks
• Minimize distractions
• Make a To-Do List the day before

20.
Prepare for tomorrow
• Before you leave every day, spend the last 15 minutes
lining up work for the next day
• Go ahead and email a request for something you may
need tomorrow
• Review your calendar for today and see if anything
needs to be moved to tomorrow and made priority over
tomorrow’s schedule
• Lay out any files you may need to work with
• Make your to-do list