How to be More Productive: Dealing with Email and Administrative Tasks

There is never enough time in the day, and you and your employees are all being pulled in different directions. When there is a constant feeling that too much is going on and that there is never enough time, progress will feel minimal. We have found a few tips for you and your team to try to help bring you back on track.

Set Time Aside for Administrative Tasks

Checking your email once every hour is going to make it hard to get any real work done. Every time you are pulled away from the task you’re doing, it takes a solid 15 to 20 minutes to get back into it. While we like to think that we can multitask well throughout the day and have tabs upon tabs open in our web browsers, the truth is we might not actually be getting any work done at all.

Set aside a few time slots in the day to check your email, return phone calls and take care of those little tasks that we never think will ask take as long as they do. If you receive a lot of email, instead of glossing it over first thing in the morning and slowly going back and forth with it throughout the day, spend the first 30 minutes of your day getting your inbox down and replying to everyone you have to reply to. Then turn it off. Go to your next task and work.

When you have finished the next task, that’s when you can go back and briefly deal with the next set of messages. It is important to not let emails and these small tasks overtake your entire day. Make sure to set a time for them and try not to go over your allotted time.

Think About Getting Rid of Email Entirely

At first this might sound a bit scary, but think about how much time you spend each day writing and checking your email inbox. Think about how frustrating it is when you don’t get a response from someone you’ve messaged hours ago.

These problems could be avoided if you and your agency switched from email to an instant-messaging service. Instant-messaging can be a lot faster, and the messages don’t get bogged down with everyone’s gigantic email signature. They would instantly appear as a message so you would not have to go back and forth refreshing your mail client. Most of the time they are more informal as if you were speaking to one another, and the entire message is kept so if you need to refer back to a previous message you don’t have to dive into a large email chain to find what you need. Plus, if someone goes home, it’s a lot easier to keep in touch with them. Most services have a “has read” function to let you know if your message has even been seen.

While email would not be completely phased out, you could potentially save yourself a lot of time and improve your team’s communication by adopting instant-messaging as your go-to means of in-office talk. Many startups and large business have already done this, and it’s time to think about how you can improve your productivity and communication as an insurance agency in the modern era.

 

 

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