The Personal Efficiency Program | Kerry Gleeson

Summary of: The Personal Efficiency Program: How to Stop Feeling Overwhelmed and Win Back Control of Your Work!
By: Kerry Gleeson

Introduction

In today’s fast-paced world, managing time and workspace effectively has become crucial for professionals. ‘The Personal Efficiency Program: How to Stop Feeling Overwhelmed and Win Back Control of Your Work!’ by Kerry Gleeson provides simple yet efficient techniques to help you gain control over your work-life. Through this summary, you’ll learn the benefits of acting immediately on tasks, the importance of establishing a professional filing system, managing the data flood on your virtual desktop, and effective email communication. The book emphasizes prioritizing tasks, setting realistic goals, and the art of delegation. With these tenets, you’ll be well-equipped to optimize your time and energy while improving your productivity.

Enhancing Personal Efficiency

Have you ever felt overwhelmed by piles of papers and reminders? Do you struggle to complete tasks in a timely manner? You are not alone. In his book, the author introduces the Personal Efficiency Program (PEP), a system that helps you manage your tasks efficiently and improve your focus. The first rule of PEP is to act immediately when confronted with a task that can be done right away. Procrastination is a widespread problem that needs to be cured quickly. You can schedule a dedicated time to complete more time-consuming tasks, but it is crucial to keep these appointments with yourself. By following PEP, you can enhance your personal efficiency and avoid creating unnecessary piles of work.

Get Organized with a Professional Filing System

Discover an effective system for organizing your desk and maximizing productivity by setting up a professional filing system with four compartments or hanging folders: Incoming, Current projects, Outgoing, and Reading material.

If you struggle with a desk overwhelmed by piles of paperwork and clutter, it’s time to take control. In his book, the author emphasizes the importance of setting up a professional filing system with at least four compartments or hanging folders. First, create an Incoming folder where you can put all the paperwork and mail you have not yet seen, sorted by priority and subject if you have a secretary. Remember to follow the golden rule of handling files: do it right away.

Next, designate a Current projects folder for paperwork you plan to work on in the next two days. This folder should include preliminary work or items you need to get from your coworkers, customers, or suppliers. Do not use this folder as a way to procrastinate and delay work.

Your Outgoing folder should hold completed work that is ready to be sent or filed away, and you should endeavor to empty it several times daily. Finally, set up a Reading material folder for articles, summaries, or other literature you need to read. Be disciplined and avoid letting things pile up in this folder, and instead have a fixed time for reading through the items you compile here.

By setting up a professional filing system, you will create a conducive environment to maximize productivity, reduce stress, and free up more time for yourself. Remember, by choosing to “Do It Now”, you make “now” your ally, not your enemy.

Streamlining Your Digital Desk

Learn to manage your virtual desktop like your physical one to stay on top of tasks, eliminate paper, and increase productivity. Set up digital folders mirroring your physical filing system to quickly access necessary files. Avoid printing emails, use electronic faxes instead. Use a follow-up folder or task list to remind yourself of upcoming meetings or deadlines. Consistently implement a “Do It Now” mentality to stay organized and avoid falling behind. With this approach, you’ll keep your virtual workspace clutter-free and avoid missing important deadlines.

Maximizing Time and Productivity

Learn how to take control of your time and increase your productivity by avoiding time wasters and implementing effective communication strategies.

Do you ever feel like there aren’t enough hours in a day? It’s no secret that time is a precious resource, and managing it effectively can be a challenge. The key to maximizing your time and productivity is to identify and eliminate time wasters. One way to do this is to keep an activity record for a few days, tracking your activities, participants, schedule, and time required. This will help you determine where your time is going and where you may be wasting it.

One of the biggest time wasters in the workplace is simple procrastination. By prioritizing tasks, delegating unimportant tasks, and setting planned time limits on tasks, interruptions and distractions can be minimized. Interruptions, such as spam mail, can also be controlled by installing a spam filter and delegating email management tasks to staff members.

Additionally, communication strategies, such as finishing simple tasks at once and avoiding interrupting yourself during important tasks, can help to increase productivity and minimize time wasted. By prioritizing tasks and setting clear boundaries for communication, you can ensure that your time is being spent on important tasks that contribute to your goals.

In conclusion, taking control of your time and increasing your productivity begins with identifying and eliminating time wasters. By implementing effective communication strategies and utilizing tools such as spam filters and activity records, you can unlock the full potential of your time and achieve greater success.

Efficient Email Communication

Improve your email communication by following these simple guidelines. Firstly, ensure that each email only addresses one topic and clearly states it in the subject line. Secondly, send emails only to relevant people, “cc” those who need to be informed, and avoid sending emails to those who are not involved. Thirdly, structure your emails appropriately, use correct language, and check your grammar and spelling. Fourthly, use standard formats when sending attachments and avoid sending private emails. Finally, it’s important to remain polite regardless of the behavior of others.

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