At some point in life, everyone experiences the frustration of having a large workload to complete in a short period of time. Although working in pairs can make completing tasks easier, it also comes with its own set of difficulties. In particular, effective group work requires that everyone has access to the same information and stays updated on the progress of the project in a timely manner. Otherwise, things quickly become disorganized and confusing.
To address this problem, many companies resort to the messy process of endless document sending among colleagues through email as projects progress. Some still even turn to more crude practices like passing stacks of paper with post-it notes around the office. Still others simply restrict their workload, minimizing productivity and efficiency.
Fortunately, there are better ways to address this problem. Indeed, it is possible to strengthen communication between colleagues and save valuable time while increasing overall productivity. It all starts with streamlining your documents, methods of communication, and work practices. To understand what this means, let’s take a look at three simple methods that everyone should take advantage of.
Make Use of Templates
Instead of starting from scratch every time you create a new document or start a new project, it is much more efficient to work with a limited set of templates with which you can fill in more specific details. It could be worth your time to identify certain patterns, structures, or information that you routinely use in your documents so you don’t have to waste time doing the same thing over and over.
You may be wondering what use a template will be if you’re working with a group. Won’t the problem of sharing information efficiently and effectively still remain? This is where platforms like Templafy come in, which consolidate a group’s templates in a shared online space. As members modify templates for particular projects, updates are automatically shared with everyone else working on the project. With Templafy, group members can share updates and work on a project together in real-time from anywhere in the world.
This might seem obvious, but it is worth mentioning since many people often overlook the simplest solutions. If you want to get through a large project, you ought to dedicate as much time as possible to it. However, increasing productivity doesn’t mean working 24 hours per day without breaks. If you are working that much, chances are the quality of each minute you put in is suffering. It is important to strike an appropriate balance between work and breaks to maximize productivity.
This final point is a bit like the last. Just as it is counterproductive to work endlessly without taking breaks, it is likewise fruitless to take on too many tasks at once. While is important to always keep your eye on the end goal, if you let it consume you, you won’t have to focus necessary to complete the smaller tasks that are necessary for getting there. If you’re working in a group, it is useful to designate specific tasks to each individual to help everyone stay on task.
In short, to make the most of your productivity you will have to streamline your project with platforms like Templafy, allow yourself to work at a reasonable pace, and focus on one task at at time. You can only finish a marathon by taking one step at a time.
Opinions expressed here by Contributors are their own.