Boosting productivity is something that every business should focus on. But in the demanding industry of Information Technology (IT), the need for streamlining processes can be even more important.
Are you ready to cut back to move forward? Then you need something called the 80/20 rule!
Join us as we explore ten different ways that IT teams can improve communication and processing for better productivity performance using this simple principle.
What is the 80/20 rule?
The 80/20 rule—also known as the Pareto Principle—is a school of thought that states that 80% of all outcomes come from 20% of all causes.
In the world of business, people use the 80/20 rule as an expression for acknowledging the amount of productivity output that can result from small inputs over time. With this rule, IT businesses can maximize productivity by shifting their approach to individual tasks.
10 Tips For Reducing Waste And Enhancing Productivity
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Learn how to prioritize tasks
Knowing how to prioritize your tasks is fundamental to enhancing productivity. Start your day by identifying the most important tasks that need accomplishing.
You can do this by creating a structured to-do list or using productivity software to plan your day in the most efficient way possible. This way, you’ll have a straightforward roadmap and can work down your list of high-priority tasks. Not all tasks are equal!
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Remove distractions
Smartphones and social media apps are probably the most common distractions that stop us from working smart. Mute notifications on your phone or computer, close any unnecessary browser tabs, and aim to find as quiet a workspace as possible.
You might also consider using a time management app or browser extension to block distracting websites and apps during work hours.
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Employ a strong delegation strategy
Aim to identify the strengths of different team members (including yourself) and focus on tasks that align with your natural skills and expertise. Delegating tasks to the right people will save everyone time and allow your team to focus on the most important responsibilities.
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Assess your communication approach
Lengthy email threads, and unnecessary meetings can save you a lot of time. You can avoid them by using communication tools effectively, such as instant messaging platforms like Slack, or project management software like Asana, to streamline communication systems.
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Try out the 2-minute rule
If a task will take you less than 2 minutes to complete, do it right away. Responding to quick emails, filing little documents, or making brief phone calls can often be accomplished within less than two minutes, which helps you regain control of your schedule.
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Utilize time blocking
Time blocking is when you set aside specific blocks of time for different activities or tasks. By scheduling dedicated time sessions for focused work, personal activities, and breaks, you create the necessary structure and increase your productivity by streamlining multitasking.
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Automate as much as you can
Identify which tasks on your schedule can be automated and use software tools to streamline those processes. Automating repetitive tasks like data entry, report generation, invoice processing, and even social media scheduling can save you a considerable amount of time and effort.
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Take consistent, regular breaks
When you’re feeling overloaded with work, a break can seem counterintuitive, but studies show they’re key to unlocking peak productivity.
Consistent, brief periods of rest can help you maintain focus and prevent burnout. Consider using techniques such as the Pomodoro Technique, which involves working for 25 minutes followed by 5 minute breaks throughout the day.
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Set realistic goals
Establishing realistic and achievable goals for yourself and your team is essential for taking back control of your workflow.
You can do this by breaking down large tasks into smaller, more manageable steps. This can help your IT team stay motivated, track progress, and maintain a sense of achievement as you complete each milestone.
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Make reviews a regular occurrence
Reviews are important for teams across all types of industries, but especially ones that involve specific data outcomes and patterns. Working in the IT industry often involves working with hard data, which actually makes it easier to track performance and development internally.
Reviewing your approach to productivity as well as the performance of each project can provide powerful insight into how your IT business can improve its work output.
Summary
The world of IT is fraught with complex tasks, tools, and goals that can make consistent productivity challenging. But through streamlining communication, implementing time-saving techniques, and performing regular workflow reviews, any IT business can thrive.
