How do I spend time efficiently

8 tips to save money, time and nerves immediately


How can you expose the biggest time wasters and efficiency killers in your company? And which measures bring the fastest possible results? The following tips help a lot To save time and money, Reduce overtime and to relieve your employees and yourself. The best thing about it: All measures can be implemented immediately!

1. Create order in the workplace

Is there chaos on your desk? Then you are no different from most people. Important letters pile up between application folders, notes, calendars and brochures that one has wanted to read for a long time. The result: unnecessary search times, things are forgotten, the stress is programmed.

Germany seeks instead of work - that shouldn't and doesn't have to be. The chaos on the desk also distracts from the essentials.

So what you should do: Clean up, and do it thoroughly! You will see how this has an immediate positive effect on your everyday office life. No more searching, no more hectic - you always know where everything is and can concentrate fully on your tasks.

Documents in paper form can be sent with digitally saved documents or task lists link - This keeps your desk free of documents.

This potential increases with every additional job for which you as a manager are responsible!

2. Define filing rules

Hard to believe, but unfortunately true: Office employees spend an average of 13 percent of their time looking for files and documents on their computers, shared drives and in the filing cabinet.

A total of 55 minutes a day! Valuable time could be saved if there was Filing rules would be. These should apply to the entire department. For example, determine where and according to what scheme digital documents are to be stored on the Department drive stored where the in-house mail is deposited or where and how Office supplies be stored. Everything has its place and is at hand within a minute. Filing rules save time and nerves.

Create a Department manual, in which all rules are documented. It is best to create the manual in digital form so that all employees have access to it at all times. After all, there are rules in 72 percent of companies, but only 27 percent of all companies actually follow them consistently. You have the chance to change this in your company starting today.

3. Use Kanban

Does your company often run out of copy paper or other office supplies because nobody feels responsible for reordering them?

Smooth work is not possible without office supplies - valuable time is lost searching and waiting.

Regulate office and warehouse stocks via Kanban, a self-regulating one System with clear responsibilitiesthat ensures that all things are available at all times. No Work stoppages more, never more frustrated employees.

4. Create clear responsibilities

When one hand doesn't know what the other is doing, things either go wrong or come to pass Duplication of work. Efficient work works differently. Create clear rules of responsibility and lead Representation rules a. This is the only way to ensure that processes do not come to a standstill when employees are on vacation or absent due to illness.

5. Use digital tools

Office workers spend up to 2 hours a day just for that Editing emails on, that are 10 hours a week! Outlook offers many helpful tools to make working with emails easier. Take for example Outlook quicksteps. With this function you can do several work steps with a single click, for example one Confirmation of receipt Send to the customer, send a notification to the colleague, the Turn email into a task and archive the mail. All of this will then only cost you a second instead of five minutes.

Another tip: use Email templates. For texts that are sent regularly, such as Offer confirmations to customers, reorders of office supplies or routine information to colleagues, you can save a lot of typing - at least 30 minutes a day!

Digital calendar tools also help to keep track of appointments and tasks.

EXTRA: Insight into the editorial team: We work with these tools

6. Manage appointments and tasks with ONE system

Instead of several Calendar and task lists to manage, possibly in paper and digital form at the same time, you should opt for a single system. Because you quickly lose track of the various lists. The consequences are missed appointments and deadlines. Programs like Outlook and OneNote help you always have a full overview of appointments and tasks. No more searching, no more stress, nothing will be forgotten anymore.

7. Always prepare meetings

Participants spend on average 19% of their working time in meetings. Is that the same with you? The bigger the company, the more time it takes to do it. Team leaders should ask themselves whether all employees really have to be present - because if you are not at your desk, you cannot complete your tasks.

Never go into a meeting without an agenda and stick to it consistently Start and end time of the meeting. If you arrive late, you have to put a certain amount of money into the Departmental cash desk lay. This can help reduce meeting times to the bare minimum and make them more efficient. Up to 25% gain in working time would be in. So there is enormous potential for your company lying dormant here.

8. Implement an improvement suggestion system

If you want to find out where there is a problem in your company: ask your employees! They know best what is not going well. From a certain company size, there is also a digitally based improvement suggestion system makes sense.

J├╝rgen Kurz is the managing director of the management consultancy Tempus and is regarded as a leading clean-up expert. After years of experience in the management of medium-sized companies, the 46-year-old author advises (including "Forever tidied up") with a focus on company analysis and key figures. By optimizing the administration, he has also made a name for himself as a cleaner in companies and the media.