How Fast Do You Work?

[gee4]

Since moving to my new location at work, I have noticed how long individuals take over certain tasks.

Whilst some of us are trained typists for example, my bosses are not, and watching them just type an email makes me realise why perhaps on occasions (more often than not) I am not busy.

Having worked to deadlines during most of my working life, I always tried to get work done in a timely manner as I never knew when the next big job was coming.  So instead of leaving some tasks to later in the day, I get them done as they arrive, unless I am waiting on input from someone else.

In planning your daily work, how quickly do you carry out tasks?  Do you mull over emails for ages before hitting 'send'?  Do you put off doing filing or expenses until the very last minute?  Do you always leave something for mid-afternoon when you know things are quieter?

[matg]

Hi gee

This is a very interesting topic - I am often accused of 'sitting around doing nothing'.  Like yourself, I complete work as a I receive it rather than leaving it until later in the day/week.

Thankfully, my Director appreciates this and has commented that he prefers me to be busy for some of the week rather than making tasks more time consuming than necessary.

Having said that, I do mull over e-mails for a while before sending.  This is usually because the information that I'm sending can be easily misread!

Also, I have a tendency to wait until my 'to file' box becomes a health and safety issue before I actually take time away from my desk to file them!

[spitfire78]

Well, I finished a long response to this a while ago, only to be bumped out when I hit "continue"!  I'll try again.

For 25 years I worked in a fast-paced, hectic department.  When I moved over to this department a couple of years ago, my supervisor spoke to me twice in the first few months about slowing down and not working so fast!  It was second nature for me to rush from one task to the next, and it took a while to change.  She told me that our job is to keep the work flowing and moving, but there is no need to work at warp speed.  I like a nice steady pace and have settled into the pace of this office quite well.  I still accomplish things expediently (don't put off for tomorrow what you can do today!), but without the frantic rush that I had before.

That said, we do have certain times of the year when it is INSANE, and I am working at warp speed and still not getting it all done.  The worst time is rapidly approaching - the dreaded change of the fiscal year.

As far as filing, everything is filed immediately with the exception of packing slips from deliveries.  If I stopped and filed them as soon as I get them, I'd never get anything else done!  Other than that, I am a stickler for filing things immediately.

[peaches2160]

I never have a day when I am not busy.  Something always needs to be done.  Projects, meetings, scheduling and rescheduling, travel planning.....and our list goes on.  
I prioritize and get accomplished what needs to be completed first.  However, I do have to multi task on occassions, but I try to maintain a quick response time.  
Depending on the work load, I do carry over tasks at times.  I just do not ever seem to have time to sit with nothing to do.  

[gee4]

Some interesting replies so far, thank you.

Looking back on my career, and maybe some of you will relate to this, I was less busy working in private companies than I was anywhere else.  

I have worked in 2 universities/colleges and although some of the work was seasonal, I was still kept busy.  Private industry seems to be a whole other ball game and that is where I seem to be bored with less to do and where I have been made redundant from.

[matg]

I completely agree with you on that gee.

I have worked in the public sector in further education colleges and there was always something to do.  In my current role however, working for a private sector education provider, I'm often at a loose end and find that I get bored very quickly!

Matt Griffin MIPA
Wales Regional Coordinator
Institute of Professional Administrators (IPA)

[rose.winter1980]

I never have "quiet" times.

In structuring my work day, I keep a task list and plan each day fairly well.  I don't become too worried if, like yesterday afternoon, I have to do something entirely different and suddenly had two important meetings sprung on me.  How much time do I take over tasks?  As long as they take, is my reply.  There are certain sections of my work that require a lot of concentration and detailed, reasoned replies, so I just take as long as it takes. I know that a number of authorities suggest that a piece of paper should pass once only through your hands, but that isn't always possible or practical.  Sometimes, things need a multi-departmental response or some collaboration from different disciplines, so you may have to deal with that piece of paper more than once.

Having said that, I'm a meticulous planner and never miss a deadline.  Planning is key and I plan "backwards" so that I can complete a project on time, generally with a little bit of time built in for emergencies.

Winter Rose

Laugh long, sing loud and dance when you get the chance

Great topic!

I'll just add this...

My boss actually plans their work around me now.  This working pattern developed because my boss knows just how much work I have generally, in addition to all of the work that they delegate.  This means that my boss asks me about convenient times, etc, for work, which is really nice.

I don't remember a time in this position where I have had a clear plate - I tend to have a minimum of six outstanding tasks each day.

However, that said, I do pop onto DD a couple of times a day and have no problem finding the time to do it... (just a note - I use my breaks!).

I'm of the school of thought that says "a task can take you as long as the amount of time available to you in order to do it".

Dippa

[peaches2160]

Winter Rose, we seem to have the same work pattern, planning backward.  I use this method consistently and also with my boss. He appreciates it.  No more up until 1AM the night before preparing a presentation the next day.  This seemed to be the scenario with his previous assistant.  I either block out time for him a few days in advance, plan reviews with other team members, and he is usually ready the day ahead of time, which gives him time to be completely prepared.

[gee4]

Peaches you are lucky that your boss communicates.  I would have no idea if my boss was working on a presentation or not.  People here seem to work on a "need to know basis".

[itsme_calista]

I'm in the lucky position of having a boss that delegates very little and so I often have quiet or dead times.  I rarely have to juggle tasks and can "get to" immediately when things are handed out.

I do have routine jobs but again because I am able to stay on top on my work I rarely need to delay or catch up.

I gave up the things to do list a long while back!