The Productivity Guru: Identifying the No.1 Efficiency Killer

If you want to cut right to the heart of it, then it's simple: When your e-mails, papers and files are no longer current, they are considered "backlog." The true definition of backlog is anything that is outdated, irrelevant or unnecessary to your current work tasks or overall life. This is where piles and clutter start to accumulate, which takes time and energy to sort through and decipher. Another definition of backlog: "The fastest killer of productivity in our homes and offices!"

Keeping everything in forward motion on a continuous basis requires razor-sharp focus and good decision-making skills. Below are some ways to stop the efficiency killer in its tracks:

E-mail

While e-mail is an extraordinary communication tool, it can also eat up large amounts of our time. When e-mails aren't processed on a daily basis, they become outdated, irrelevant and time-consuming to sort through and clean up. I cannot tell you how many of my clients labor over clearing out their e-mail, otherwise known as the infamous "inbox clean-up." By creating a system where you check e-mail at specific times, versus keeping it open all day long, you can lessen the anxiety associated with e-mail clean-up. Instead, you can spend the appointed time responding to e-mail and then deleting them.

Files and Papers

Consider your "to-file" pile either at home or in the office. When you finally get around to filing, how many items are outdated because the next set of bills or work assignments are already due? There are only three categories that our information fits into: File, Act or Toss - aka: the F.A.T. system. Use this simple acronym as a decision-making tool to help you keep your paper flow moving forward. Also, take note of the fact that 80 percent of filed papers are never looked at again! Because it's constantly within our line of vision, paper creates the most physical backlog and leads to confusion and distraction.

Lists

If you regularly keep lists, then you know the importance of evaluating and updating them on a daily basis. Unfortunately, many individuals fall into the category of "half-list-people." These people create lists when life gets stressful and they need to get information out of their heads; however, they miss the boat when it comes to keeping their lists current and continuous. Keeping your "to-do," project and other lists updated daily is the glue that holds your life together. Take 10 minutes at the end of each day to forward outstanding items on your "to-do" list to the next day and cross off tasks you completed. Ah, the feeling of accomplishment!

Considering the various demands of today's society, keeping systems updated has never been more critical. All of our organizational structures must be current in order to bring a peace of mind that can only be found in knowing that our systems are up-to-the-minute!

Sara Caputo, MA is a productivity and organizing consultant who has been streamlining environments and simplifying lives for years through consulting, coaching and training. She believes that by creating more order in our lives and eliminating unnecessary chaos, we can participate more fully in all levels of life. Sara is the owner of Radiant Organizing, a professional organizing and consulting company, based in Santa Barbara, California. Sara can be reached at: http://www.radiantorganizing.com/.