Efficiency Effectivity Docs

New Onboarding interns needs to read the 5 Efficiency Effectivity Docs and send
reflection to their ojt supervisor skype

Part 1: The Key Attributes of an Effective Trainee

1. Understanding the business strategy

Fundamental to the role of senior executives in any organisation is the formation and
delivery of the business strategy. These senior executives need the support of a high
quality team around them if success is to come. The Trainee is at the core of this team
and needs to be able to speak the language of the senior management team. The old
adage “Once you know why, you’ll figure out how” applies to the role of the Trainee.
Executives and Senior Managers who enable their Trainee to gain this understanding
get the significantly enhanced performance.2. Understanding the wider business issues

The Trainee is the eyes and ears of their boss. The ability to listen and to communicate
across the organization is a key skill that should be encouraged and learned. It is not so
much as having the ear to the ground but

it is more about being able to separate the wheat from the chaff. A clear understanding
of the priorities, motivations and issues of others across the organization is invaluable to
the Trainee in the daily tasks.

3. Operating efficiently and effectively

Senior Executives are busy people and need to rely on the Trainee to provide support
not only efficiently but also effectively. Efficiently in terms of the Trainee’s time and effort
but also ensuring that their Boss is operating efficiently. They say that efficiency is about
getting the job done on time and effectiveness is about getting the job done correctly.
Some would say that it’s not “what you do” but “how you do” it but I tend to
disagree. It’s about both.

There is no point hammering out a 20-page report for your boss in 30 minutes if it is full
of errors. Conversely there is little point issuing the same report three days late with no
errors. The Trainee should aim to deliver the report on time with no errors. That is being
both effective and efficient.

4. Being a natural problem solver

I may challenge the use of the word “natural” as problem solving is a skill that can be
learnt. Some people do have a natural tendency in this regard but if they do not the
effective Trainee can benefit significantly by learning Problem Solving and applying
these tips and tricks in their daily routine. It can be as simple as asking Why? enough
times to get to the real root cause of an issue. However, fundamentally it is realizing that
finding the solution does not have to come from yourself but will come more easily from
involving others that differentiates a great problem solver from a good problem solver.

5. Being a rigorous planner

“People don’t plan to fail; they fail to plan.” This applies not only to the Effective
Trainee’s role of course but is one of its most critical aspects. The Trainee is not just
planning their own work but is to all extents and purposes planning their boss’s. Efficient
planning is not normally a solitary task. The effective project manager does not plan in
isolation – they include their team. The Trainee does not normally have this luxury. The
Boss is always too busy to sit down and get involved in the planning but still naturally
expects it to go smoothly. Therefore rigorous planning is essential – but so is insisting
that the boss does at least review his plans with you.

6. Being a strong influencer

Not all Trainees work for the top person in the organization. The majority operate at
executive or senior management level and have to influence not only downwards but
across and upwards.

Being enable to recognize when to use some or all of the seven key influencing tactics
of Consultation, Rational Persuasion, Exchange, Ingratiation, Coalition, Upward
Appeals and last but not least Pressure is a skill that can be learned and one that
delivers excellent results.

The Trainee who tries to influence using the Boss’s position of power (the pressure
tactic) may find it difficult to get an effective response and is more than likely to
experience passive resistance. Whilst the pressure tactic has its place the effective
influencer uses all the tools available to them.

Part 2
1) Understand Your Boss's Expectations

Trainee pack their boss's parachute on a daily basis so it is essential that trainee fully understand
their boss's objectives. This includes understanding your boss's work style, expectations, and
boundaries. In the same way that you would collect a list of preferences for a frequent traveller,
you also need to have a frank conversation with your boss about his/her expectations.

2) Take Thorough Messages

When taking messages for your boss, use your questions effectively to drill down to the heart of
the issue. Asking "who", "what", "why", "where" and "when" questions will help you to take a
comprehensive message that your boss can act on without having to return the call. If you put
yourself in your boss's shoes when taking the message and ask all the questions he/she if likely
to ask, you will also prevent unnecessary meetings.

3) Understand The Company's Vision

It is essential that you understand the vision and mission of your organisation. These factors
impact the decision-making of your boss and the wider organisation. Understanding the vision
and mission will help you to make solid decisions on your boss's behalf.

4) Become Your Boss's Mentee

Ask your boss to mentor you; particularly if you are new to the organisation. This will encourage
better teamwork and help your boss to understand your challenges and gaps in your
understanding of the business.

5) Be a Problem Solver

Always provide a possible solution when delivering a message to your boss about a problem.
Your boss has enough to worry about, so if you can offer solutions, that will take some of the
pressure off your boss. It could be something as simple as saying that there is a problem with
"X" but you have spoken to a team member about it and they are looking into it.

6) Be Your Boss's Memory

Be a mind of useful information. Get clued up on personal things like the names of the wives of
your boss's main customers (and their birthdays if you can manage it).

7) Have a Plan For Continuous Development

Don't allow yourself to be overlooked for training and development, or for promotion. Set goals
for your development and tell your boss what is needed to ensure that you keep up with the
latest best practice in your profession. It's the trainee responsibility to have such a plan. It says
that you are conscious of the need for new ideas in your role to ensure the effectiveness of your
partnership.

Part 3. How to do task effectively and efficiently.

Delegate like a boss

Asking for help and passing off tasks to increase productivity is crucial. Two primary
factors when collaborating with coworkers are communication and trust. Be a team
player and know when to call for reinforcements. Make sure you have properly informed
coworkers of relevant deadlines in addition to making sure they have all the tools and
deliverables necessary to complete work. Few projects ever suffer from over-
communication.
Create to-do lists

Prioritize tasks according to time commitment and priority level. Keep tabs on your
progress. This not only will give you a sense of accomplishment as you tick off
completed tasks throughout the day, but it can also help to assess patterns in
productivity. Tracking your efficiency may reveal what times of day you are naturally
most productive. Schedule break times during typical lull periods and get cracking when
you know you’ll be at your best. Set self-imposed deadlines and stick to them rigorously.

Take breaks

Sitting at a desk for long periods of time can wreak havoc on the body. When sedentary,
the enzyme lipoprotein lipase (LPL), responsible for breaking down fat in the
bloodstream and converting it to energy, drops off significantly, causing fat cells to build.
In short, a lack of movement equals a decline in energy. Measure success by how much
you are actually accomplishing in a day, regardless of how many hours you spend at
your desk. Studies show working in 90-minute intervals may be the most effective
pattern. Taking regular breaks is an essential component to maintaining a sound body
and mind.

Disconnect

The ubiquity of social media is an easy distraction and major time suck. Even small
breaks to check your smart phone can add up in a day’s worth of time. Don’t fall down
the rabbit hole. Get off your devices. Power down, go off grid, and stay focused. Only
check personal devices on pre-scheduled breaks. Minimize interruptions and ruthlessly
edit which meetings you choose to attend.

Catch some Z’s

Establishing a healthy sleep routine is crucial. Fatigue dampens creativity and can
marginalize productivity. Give your brain some shelter each night and establish a
regular circadian rhythm. Habits such as eating, sleeping, and waking at the same time
each day signal the body it’s time to work, play, or rest. Waking up bright-eyed and well-
rested will boost your mood and naturally lower stress.

Check yourself

Constantly check in with yourself to assess if what you are doing is productive. To be
clear, productivity levels can always be improved. While multitasking is the holy grail of
many an office culture, some psychologists advocate that attempting to manage several
tasks at once may decrease performance levels. Don’t sweat it if your style is focusing
on one task at a time. Find your unique grove and work it.

Snack smart

The brain needs plenty of good fats to function at its peak. Raw almonds and chia
seeds provide essential fatty acids that burn fat and keep the mind satiated. Avoid
carbohydrates and overly dense foods that will drain you of energy. Switching from
coffee to green tea can also give your body a cleaner jolt. In the long run, too much
coffee depletes adrenal glands, causing fatigue. Green tea delivers caffeine with a zero-
jitter effect and is far easier to digest.

Meditate

Clarity of thought and a tension-free mind is fertile ground for new ideas and maximum
efficiency. Carving out a few minutes each day to simply “be” can boost productivity and
focus exponentially. Imagine walking into work in a blissful state rather than hurried,
chaotic and stressed. Whether it’s at the beginning, middle, or end of your day, pick the
same time each day for your meditation practice. Training your mind to unwind and
reboot takes devotion and consistency.

Get a jump on minor daily decisions

A thousand tiny decisions add up day to day. Get a jump on the day ahead by taking care of
menial tasks ahead of time. Select your outfit for work the evening before, prepare your lunch in
advance, set the coffee timer. A calm, cool, collected morning will have you arriving to the office
with your head squarely in the game.

Part 4: PRIORITIZATION
The ‘Important’ Checklist:

· It will affect many people or projects if incomplete

· Other tasks depend on its completion

· It contributes a lot of value

· It’s low effort-high results (80/20 principle)

The ‘Urgent’ Checklist:

· It is overdue

· It is due soon

· It demands immediate attention

· The consequences of not doing it are immediate

You categorize tasks into 4 boxes, of course.

· Things you don’t want to do, and actually don’t need to do.

· Things you don’t want to do, but actually need to do.

· Things you want to do and actually need to do.

· Things you want to do, but actually don’t need to do.

Create Your To-Do List

Put your organizational skills to work and prioritize tasks by always working from a list.
When something new comes up, add it to the list before you do it. By knowing how to
prioritize tasks, you can increase your productivity and output by 25% or more from the
first day that you begin working consistently from a list.

Improve your organizational skills and make out your to-do list the day before, at the
end of the workday. Move everything that you have not yet accomplished onto your to-
do list for the coming day and then add everything that you have to do the next day.

When you make out your to-do list the evening or the night before, your subconscious
mind works on the list all night long while you sleep.

Time Management Tools

Often you will wake up with great ideas and insights that you can prioritize tasks and
use to get your job done faster and better than you had initially thought.

The more time you take to make written lists of everything you have to do, in advance,
the more effective and efficient you will be.

Your 4 Master Lists

There are four different lists that you need to create for different purposes to enhance
your organizational skills and manage your time. 1) First, you should create a master list
on which you write down everything you can think of that you want to do some time in
the future. This is the place where you capture every idea that comes to or every new
task or responsibility that comes up. You can then prioritize tasks later. 2) Second, you
should have a monthly list that you make up at the end of the month for the month
ahead. This may contain items transferred from your master list. 3) Third, you should
have a weekly list where you plan your entire week in advance. This is a list that is
under construction as you go through the current week. 4) Finally, you transfer items
from your monthly and weekly lists onto your daily list. These are the specific activities
that you are going to accomplish that day. As you work through the day, tick off the
items on your to-do list as you complete them. This activity gives you a visual picture of
accomplishment and improves your organizational skills. It generates a feeling of
success and forward motion.
Prioritize Tasks for Ultimate Efficiency

When you have a project of any kind, begin using your organizational skills by making a
to-do

list of every step that you will have to complete to finish the project from beginning to
end. Prioritize tasks by organizing the project by priority and sequence. Lay it out in
front of you on paper or on a computer so that you can see it. Then go to work on one
task at a time. You will be amazed at how much you get done in this way.

Remember that the Pareto Principle, also known as the 80/20 Rule, says that 20% of
your effort tends to produce 80% of your results, so prioritizing efficiently is a must.

As you work through your lists, you will feel more and more effective and powerful. You
will feel more in control of your life. You will be naturally motivated to do even more. You
will think better and more creatively and you will get more and better insights that
enable you to do your work even faster.

Master Your Time

When you use organizational skills to prioritize tasks and plan each day in advance with
a simple to-do list, your day will go by faster and smoother than ever before. You feel
more powerful and competent. You eventually become unstoppable.

Have you ever noticed how easy it is to make a to-do, but how much harder it is to
actually get one done? Good news: there's a secret to completing your to-do, and it's
prioritization.

That might sound obvious, but the real trick is to be as ruthless as you can stand,
prioritizing tasks until you have only one thing to focus on right now. Then you can't help
but get to work!

Prioritization is really hard because it's mostly about saying no. To help ease you in, I've
ordered these methods of prioritization with the most ruthless ones at the end. Let's dive
in.

Analyze Your Task List

Let's start by looking for any tasks that can be dumped completely. Delegation is a
perfect way to quickly cut down your task list—is there anything you're waiting on others
for? Get it off your list. Put it somewhere you won't forget it, like a follow-up list or a
shared project, but getting it off your normal to-do will relieve the pressure of seeing it
there all the time.

Next, take all of the tasks that do apply to you and put them where they belong in this
priority matrix from Steven Covey:

Anything that's due soon (or overdue) counts as urgent. As for what's truly important
and what's more of a "nice to do" task is up to you, but try to be as honest as you can.
Anything that's setting you up for long-term success could be counted as important,
such as relationship building, personal health or growth activities or preventive
maintenance.

This tool is particularly helpful for those times when you're drowning under a million
things to do, as it helps you to visualize what's really important and what can wait. Once
you've laid out your tasks, aim to get through the urgent and important tasks so you're
not butting up against deadlines. Then you can focus on the most productive quadrant:
important but not urgent. These are the tasks that are easy to put off, but provide lots of
value when they do get done.

And whatever you do, avoid the busy work and time wasters that land in the not urgent
and not important quadrant as much as you can.

Make a Prioritized Task List for Today

Now that you can more clearly see what needs doing straight away, make a to-do for
today only. Ignore everything else you could be doing (until you're ready to plan
tomorrow's list).

I like to include any calendar events on my "Today" list, so I see an overview of my

entire day and set my expectations accordingly. This also stops me from planning too
many tasks on days I'm in meetings for hours.

A good rule of thumb when planning out your day is to underestimate how much you
can get done and overestimate how long each task will take. No doubt you've got plenty
of things you can do if you happen to check everything off your list for today, which is a
much better feeling that always moving unfinished tasks over to tomorrow.

Use MITs

I advocate for using Most Important Tasks (or MITs) because they've really helped me
to write more realistic to-dos. It's a method of prioritizing tasks that has you choose just
a few (usually three) tasks to get done per day.

When using MITs, your to-do would have 1-3 of these and anything else listed would
become bonus, "nice to do if you have the time" tasks. You only work on bonus tasks if
all your MITs are done, and if all you get through are your MITs, you've still had a
successful day.
Pick a Single Focus

We're getting into ruthless territory now. When you're really struggling to get anything
done, you should try this method, even if it's just temporarily.

When you look at your task list or your MITs for today, pick a single thing to focus on. It
could be one big task you really want to get done, or it could be a theme that relates to
several of your tasks, like "increase sales". Choosing a single task or idea to focus on
can be a good way to remind yourself to stay on track whenever you find yourself
getting distracted.

Google Chrome extensions like Momentum and Limitless (above) are great for these
reminders, as they show you what your focus is for today each time you open a new
browser tab.

Find Your 20% Task

You've probably heard of this idea before, known as the Pareto principle: you tend to
get 80% of your results from 20% of your work. You can easily outsource some of the
80% that's not getting you great results, but what's really tricky is working out what that
20% is that brings in the results. Once you do, you can apply the ultimate ruthless
prioritization to your workday: make finishing your 20% work your priority—and your
benchmark for a productive day.

The best way I've found to identify my 20% work is this simple exercise: first, ask
yourself what you'd work on if you could only do three things today. Be ruthless; only
pick three. Next, cut that down to two. And finally, just one. If you absolutely had to stop
working after doing just one task, which would you do?

It's a really tough question to answer since we all have so many things to get through
each day, but I've found it's a good way to realize which of your tasks provides the
biggest value when it's finished. For me, writing a new blog post would almost always
be my 20% work, since I get returns from writing in various ways—future SEO traffic,
social shares and inbound traffic, more visibility for my personal brand and the site I'm
writing for, and so on.

I use a combination of these methods depending on how much work I have to get
through and how much I'm struggling to get started. As you practice being ruthless with
your to-do, you'll find it gets easier and you'll be able to pick the right method at the right
time. And hopefully, you'll find that ruthlessly prioritizing tasks can actually be quite
liberating!

Part 5: Skill enhancement

importance in following directions

One of the most helpful skills in life is the skill of following directions. The ability to
accurately follow direction will help you become more successful at any given task.
Following directions helps you to avoid unnecessary and costly mistakes. Making sure
you are paying attention to instruction is crucial, and nowhere is this truer than in the
workplace. Always follow steps carefully, know what you are supposed to do, and
understand the best practices when interpreting account scripting and dispatch
instructions found on the info pages. In the answering service industry, without
directions to follow, our business would be chaotic.

Here are some reasons why following instruction is so important in our business:

Instinctively, failing to follow directions can cost the company clients. Therefore, you are
trained to follow direction which provides a focal objective so that every account and
every call is complete according to the client's specification.

Learning how to follow directions thoroughly in the workplace builds performance skills
efficiently.

Thoroughly understanding how a process works through instruction allows for

satisfaction from our clients and their customers. Also, it leaves room for improvement
so you can prevent future account/call/dispatch mistakes.

Sometimes, directions can cause confusion, especially when they are complex. When
going through the processes, make sure you fully understand before moving on to the
next step. Fully understanding one step before moving on to the next will lessen
chances of making mistakes.

No one is perfect. In fact, perfection is not the expectation. We can, however

consistently strive towards perfection as the goal is not perfection itself; rather the goal
is a high percentage accuracy which is a much more realistic target.

~~ next

Showing up to the office on time, making an effort to be friendly to coworkers and

having a great work ethic—these are all ways to make a difference at your workplace.
Whether or not we realize it, we are always making an impact at our jobs. The
question is: is it a positive one?

Unfortunately, there are many people who dislike their jobs, a percentage who just
tolerate it and others who love a challenge. Think carefully. Which category do you fall
into?
If you really want to thrive in the workplace, there are specific actions you can take. Not
only is it good for business, but it is beneficial for overall happiness and well-being.

Here are 10 ways to make an impact:

1. Initiate new ideas

Take the time to be proactive and originate new concepts. While out-of-the-box thinking
may be out of your comfort zone, you’ll generate more possibilities, learn a lot and
inspire others.

2. Update coworkers on your progress

A good colleague supports his or her coworkers. Let your team members know the
status of projects you are working on and invite them to share their opinions. When
everyone has had the opportunity to contribute, it leads to a better overall outcome.

3. Be positive

Sometimes it can be challenging but those who have a great attitude—consistently—

attract the attention of others. Being positive helps reduce stress, increases productivity
as well as interpersonal relations with others. Don’t be afraid to show your passion!

4. Let others count on you

Always deliver high-quality work and make sure others know they can trust you to get
the job done. By demonstrating competence, it will leave a lasting impression. It is often
easier said than done, but when others view you as trustworthy most likely they
will reciprocate.

5. Pay attention to what your coworkers say

By being a great listener, it shows you are truly interested in what is being said. It has
been shown that active listening skills can improve workplace performance. It
helps reduce misunderstandings, demonstrates a caring attitude and tasks can usually
be accomplished quicker.

6. Speak up

Share what you believe. It’s an important form of honesty. Others might not always
agree but speaking up shows confidence and can fuel discussion, group-thinking and
new ideas.

7. Go the extra mile

Take initiative to accomplish tasks without being asked. Your coworkers and
supervisors will notice. By doing more than what is expected or required, it can result
in business improvements and others are likely to follow your lead, which ultimately
leads to a more productive workplace. Not to mention it feels good.

8. Be a leader

Lead by serving others and you will stand out. Effective leadership will help grow
confidence in your team, improve business operations and increase emotional
intelligence. Those who find solutions and relay them in a constructive way also earn
the respect of their peers.

9. Network

Connect with others inside and outside of your office. You never know if someone you
meet will be able to assist in you in the future. Building long-term relationships has
been shown to be vital to career growth.

10. Think ahead

Stay a step ahead and get into the habit of always looking for solutions. Voicing your
thoughts is an important component to your job growth and development. A forward-
thinking employee is considered an asset.