Increase the Level of Living with Happiness (Third Phase)
Md. Asaduzzaman
Learning & Development || Personal and Professional Coach || Fleet Management || Facility Management || Administration || HR ||
2. Professional Life: Our work consumes a significant portion of our day, usually spanning eight to nine hours out of the total twenty-four. Regardless of our workplace, job, or business, organizing our work hours through small activities can greatly enhance our efficiency. The key factors to consider when structuring our work hours are:
2.1. Enhancing Efficiency: Often, a latent frustration exists within us, hindering our income growth or promotion opportunities. This resentment stems from comparing our workload and income/salary with that of others. By increasing our workload, we can gradually boost our income. Essentially, if we can accomplish more within the same timeframe as before, our income will naturally increase. Let's explore how we can enhance our workload efficiency.
2.1.1. Avoid Multitasking: Our brain's structure and capabilities make it challenging to effectively multitask. Although the brain can perform multiple tasks simultaneously using different senses, attempting to engage in two tasks that require the same senses diminishes efficiency. For example, cooking while listening to music poses no disturbance as the sense of hearing is not vital for cooking. However, trying to listen to music while also paying attention to the news proves impossible. Hence, it is better to refrain from multitasking with the same senses, as it reduces brain efficiency.
2.1.2. Minimize Distractions: Our brain is always active, constantly contemplating something. When we're engrossed in a task, thoughts about unfinished tasks and ambient noise can disrupt our focus. This phenomenon is known as distraction. By managing distractions and maintaining full focus on the task at hand, we can significantly enhance efficiency and complete tasks in less time. Here's how to control distractions:
? Avoid leaving tasks incomplete and moving on to the next one, as the brain will continue thinking about the unfinished work, compromising the quality of both tasks.
? Use a diary to note down the day's activities, allowing the brain to let go of constant planning and focus more on the current task.
? When important work is in progress, employ the "five-second rule." Count silently from five to one before responding to conversations or interruptions from colleagues. This technique helps override the urge to immediately engage in conversation and refocuses attention on the task.
2.1.3. 18-Minute Rule: By dedicating just eighteen minutes of the workday, we can significantly boost productivity. According to this rule:
? Spend five minutes at the beginning of the day to note down the day's activities.
? At the start of each hour for the next eight hours, take one minute to reflect on the previous hour and plan how the upcoming hour will be spent.
? Allocate five minutes at the end of the day to review completed tasks and identify any remaining work.
2.1.4. Work Rearrangement and Priority Setting: Analyzing and categorizing our work into four types can help improve efficiency:
2.1.4.1. Repeated Work: This category includes routine tasks that occur daily, weekly, or monthly. To ensure timely completion, it's essential to establish specific plans for these tasks, allocating them to designated days or times.
2.1.4.2. Ad Hoc Work: These tasks arise suddenly but are short in duration. Categorize them using the ABCDE method:
? A: Tasks of high importance and urgency should be tackled immediately.
? B: Tasks of relatively low importance but with significant consequences if left undone can be prioritized after completing ongoing work.
? C: Tasks of low importance and urgency can be recorded in a diary and completed at any convenient time during the day.
? D: Tasks that can be delegated to others should be assigned accordingly.
? E: Tasks with minimal gravity or impact should be eliminated.
2.1.4.3. Project Work: Projects involve tasks that span a considerable duration and carry significant importance. Effective project management techniques can be applied, including:
? Initiation: Establishing goals, objectives, scope, and deliverables.
? Planning, Scheduling, and Budgeting if required.
? Execution, Risk Management, and Course Correction if necessary.
? Work delivery or project conclusion.
2.1.4.4. Pending Work: This category comprises tasks that were not completed within the designated time frame. A high volume of pending work negatively impacts efficiency. Common characteristics of pending tasks include irregularity and the presence of troublesome aspects. To tackle these tasks:
? Approach them with courage and self-confidence, dividing them into smaller parts.
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? Begin with one part, and the momentum will carry you through the rest.
2.1.5. Self-Skill Development: Continuously improving our skills and acquiring new knowledge can contribute to increased efficiency. Consider investing 5-10 minutes each day to learn something new, such as taking courses or acquiring technical skills like MS Excel.
By implementing these strategies and effectively managing our work hours, we can enhance our efficiency, productivity, and overall professional success.
2.2. Develop Communication Skills:
Effective communication is crucial in professional life. By focusing on improving our communication skills, we can enhance our interactions and build stronger relationships with colleagues and clients. Here are some strategies to further develop communication skills:
2.2.1. Practice Active Listening: Active listening is a fundamental aspect of effective communication. By fully engaging in the conversation and attentively listening to others, we establish a psychological connection and foster mutual respect. When we actively listen, we can better understand the speaker's perspective, gather complete information, and respond appropriately. Developing the habit of active listening is essential for improving communication skills.
2.2.2. Avoid Interrupting: Interrupting others while they are speaking hinders effective communication. It is important to let individuals express their thoughts and opinions fully before sharing our own. Interrupting can leave both parties feeling unheard and disregarded. To improve communication skills, it is crucial to avoid interrupting and instead take notes or mentally organize our thoughts while listening. We can then express our ideas after the conversation has concluded.
2.2.3. Choose the Right Words: Using the appropriate words is a vital aspect of good communication. The selection of words can significantly impact the clarity and effectiveness of our message. It is important to be mindful of our word choice to avoid misunderstandings or unintended negative reactions. We should refrain from using words that denigrate specific castes, groups, or individuals. If we inadvertently use the wrong word, it is best to acknowledge it and apologize promptly. Choosing the right words fosters understanding and respectful communication.
2.2.4. Expand Vocabulary: Expanding our vocabulary naturally enhances our communication skills. By learning new words daily, we can improve both our spoken and written communication. Developing a habit of reading books and listening to educational talks by renowned speakers can help us learn new words and understand their usage. When we come across unfamiliar words, we can write them down and later explore their meanings and applications. Increasing our vocabulary enriches our communication abilities.
2.2.5. Use Inclusive Pronouns: Being mindful of pronoun usage contributes to effective communication. Minimizing the use of "I" or "you" and incorporating "we" when appropriate creates a sense of inclusivity and teamwork. Overusing "I" may convey arrogance or selfishness, while addressing mistakes or challenges using "we" fosters a collaborative atmosphere. For instance, instead of saying, "Why didn't you do this?" we can improve communication by saying, "Let's work together to accomplish this task." Using inclusive pronouns strengthens communication skills.
2.2.6. Demonstrate Courtesy: Showing respect and courtesy to others significantly enhances communication skills. Treating everyone, regardless of their position, with proper respect establishes a positive rapport. Simple gestures like expressing gratitude to a tea server or responding to greetings with clarity and warmth contribute to effective communication. When a senior official addresses their subordinates as brothers or sisters and engages in appropriate greetings, it demonstrates advanced communication skills. Such behavior fosters a comfortable and open environment for communication.
2.2.7. Avoid Regional Bias: Minimizing the use of regional language or biases improves communication skills. While speaking, it is important to be mindful not to favor one region or display regionalism. Communication should be inclusive and sensitive to diverse backgrounds and cultures. By avoiding regional bias, we promote understanding and effective communication among individuals from various regions.
to be continued.....
First Phase: (Introduction) https://www.dhirubhai.net/pulse/increase-level-living-happiness-first-phase-md-asaduzzaman
Second Phase: (Health and Fitness)
Third Phase: (Work efficiency and Communication Skill)
Fourth Phase: (Managerial and Leadership Skill)
Fifth Phase: (Family and Friends)