I read an article the other day about personal productivity. The article focused considerable attention on preferences for the start of the day. That is, how we manage that first several minutes of our day in the office, and how do our habits support or detract from our productivity? The article went on to quote some tips from the website of Accountemps, the temp staffing agency that specializes in finance and accounting resources. Here are the tips cited:
• Create a to-do list. A prioritized list of your most critical and time-sensitive tasks can keep you focused and productive all day long.
• Be disciplined with email. Setting a limit on the time you spend reviewing emails — and resisting the temptation to open and respond to every email the moment it arrives — can keep you on schedule.
• Resist distractions. The Internet and social media have the potential to draw you into material that has nothing to do with your job. Spending more than a few minutes with them can create a serious productivity drain.
• Devote attention to one task at a time. The ability to attend to multiple tasks is important, but taking on too many projects at one time can decrease work quality. Some high-profile tasks may require full attention.
• Cut the clutter. Devoting a few minutes each day to tidying up your workspace and computer desktop can reduce time spent searching for material that isn’t properly filed away.
Although all good recommendations, I was particularly interested in the second suggestion regarding email. I have to admit that my first actions each morning in the office are to open, read, and respond to my email. That sets a tone for the day, as well as a trap. It’s likely that many if not all of us do the same, yet how can we expect to focus on our known priorities when we toss distractions up in front of us as we start our day?
I’m reminded of a visit I had many years ago with a CEO of a very large corporation. The man’s desk was large, and empty — not a piece of paper in sight. I wondered, and then asked, how he had risen to such a position of prominence without being inundated with paper. He explained that having anything on his desk, except what he was to immediately address, was a distraction he couldn’t afford. Perhaps today’s email buzz is yesterday’s paper clutter, and we need to remove the distraction from our immediate attention so we can focus more successfully on our priorities.
Of course, our culture expects rapid response from each other just as we commit to the same for our clients. Do we dare risk keeping to our planned work day when that email from the boss (or client) may be lurking just a few key strokes away? This isn’t an easy dilemma, but one worth experimenting with. I’m going to try and limit my email review to see if my productivity goes up (and my blood pressure goes down). If you are so inclined, let me know how you make out.
Don Isaacson is Association Headquarters’ executive vice president of finance and administration and chief financial officer. He is responsible for all aspects of AH’s finance and accounting, human resources, and facilities management. Don is also responsible for the completeness and accuracy of the financial statements of all AH client partners. Don’s public accounting background, experience in both public and private industries, and Wharton MBA make him well-suited to these endeavors.
