ADAPTING STRUCTURES AT WORK

Often, we don’t realise that we can take control over our existing structure in order for it to work better for us. For example, at work we can set up times when we can’t be interrupted, co-opt a meeting room to get peace and quiet, or move regular meetings to another day. In addition, we may need to bring structure into our personal lives to have more time for ourselves. Structures that will give us more free time at the weekends may include doing household chores in the morning or evening during the week, doing laundry on Thursdays, or hiring external help.

If you run your own business, you may have complete freedom regarding how you run your business, or you may be constrained by the hours of operation of your customers, or by personal commitments, such as looking after children. Instead of adopting a nine-to-five structure, you may create something else that works for you, incorporating your commitments outside of work. Below are some elements of structure that you can take on in various areas of life.

Structure for productivity at work

• Have a tidy desk, so you’ll know where everything is.
• Use a calendar that works for you. Ensure that it is full enough to call you into action, but not so packed that you become overwhelmed.
• Take regular breaks.
• Create transition periods in your day so that you rejuvenate for each activity.
• Schedule your most productive time for your most worthwhile activities.
• Have weekly update meetings so that everyone has specific deadlines to work to.
• Have a project manager or project management system.
• Be accountable to someone so that you stay on track.
• Appoint someone to check your work.
• Create a checklist for routine items.
• Set aside a daily practice time to get you in a productive frame of mind. This may include jogging, yoga, deep breathing, reading and praying, spending time with your children, or washing the dishes. This can be something small, which takes about 10 minutes, or it can be something longer.

For health and fitness

• Make time to go to the gym.
• Keep a fitness progress sheet.
• Have your personal trainer visit you to make sure you do your exercises.
• Jog in the morning so that you get out of the house and start your day with a clear head.
• Cycle to work to get your daily exercise.
• Clear your home of all unhealthy food.
• Keep your food supplements where you can find them easily.

Relationships

• Have a weekly ‘date night’.
• Spend time with friends at weekends.
• Speak daily with a friend or loved one so you feel connected. This is particularly useful if you spend a lot of time working by yourself.
• Have a dinner party once a month with friends.

Finances

• Do a weekly or monthly financial review.
• Have a direct debit set up to put money into your savings account.

Personal

• Set up a weekly review of your personal and professional goals.
• Create a challenge or goal for the month.

Peace of mind/wellbeing

• Book a holiday.
• Book a weekly spa treatment.

Structures that don’t work or create limited productivity

There are certain structures that don’t work for us, or limit our productivity. It often pays to look at our existing structures to determine what doesn’t work so we can change them. Here are some structures that limit our productivity:

• Having an open door (or open-door policy if you don’t have an office) when you are in a high-interruption or crowded environment.
• Having your email set up so that it interrupts you at inconvenient times (Blackberry users take note).
• Having the internet on, when you know you are prone to distraction.
• Having too a rigid structure when you know you thrive on variety.
• Having no structure when you need to have order and be organised.
• Doing everything on your own when you thrive on being with people or working in teams.
• Having no structure to contain/limit work time, resulting in work expanding to fill the space.