Do it and you can beat procrastination

Chapter 33 Your Time is Yours: Super Time Management (6)
(3) When refusing to accept a request, it should show that you have given serious consideration to the requester's request, and that you have fully understood the importance of this request to the requester.

(4) Refuse to accept the request, you'd better be able to point out the reason for the refusal to the requester.Doing so will help maintain your original relationship with the requester.However, this does not mean that reasons must be attached to all refusals.

Sometimes not giving a reason can appear sincere.For example, you occasionally say kindly to the person who asks frequently: "I'm really sorry, I really can't do anything this time, I hope you don't mind!" I believe that there will be no bad consequences.But once you have attached a reason for the refusal, the refusal should only be repeated, not contested.

(5) Do not refuse a person's request through a third party, because once you do so, it will not only show your cowardice, but also make you not sincere enough in the mind of the requester.

(6) After refusing to accept the request, if possible, you should provide the requester with other feasible ways to deal with the request.

(7) If you cannot decide to accept or reject the request on the spot, you must clearly tell the requester that you still have to consider it, and point out exactly the time you need to consider it, so as to eliminate the other party's mistaken belief that you are using consideration as a shield.

(8) Let the requester understand that what you are rejecting is his request, not him.That is to say, your rejection is about things rather than people.

(9) When refusing to accept the request, in addition to showing a pleasant expression, you should still show a firm attitude.That is to say, don't be persuaded by the requester to dismiss or modify the original intention of the refusal.

The above 9 essentials are all in one mind.

Save the desk from the "sea of ​​paper"
When you walk into the office and look up, you will see that your desk is full of letters, reports, memos and other things. It is easy to make people feel confused, tense and anxious, and leave a bad impression on people.Some people don't develop the habit of tidying up their desks. They can always find excuses for themselves, saying that they are too busy to be distracted by these small things, or they are afraid that when cleaning things, they will leave needed or valuable documents. Also cleaned it up.In fact, this is a busy and disorderly performance, which will not only increase your workload, but also affect the quality of your work.How to take control of your work?Start by tidying up your desk.

·The desk is a mirror of work

At work, every employee should have some basic knowledge of file management.The documents and materials shared by the department will be managed by a special person, but individuals should also collect and save some documents and materials for their own use.For personal documents and materials, you should keep them properly so that you can find them quickly when you need them.Which documents must be kept?How to save it if you want to save it?What kind of data can be destroyed after reading it?There is a lot of learning here.

As a general employee, the commonly used materials can be roughly divided into two types: one is shared by the department, and the other is for personal use.Although some information can be shared by departments, it can also be used exclusively by individuals.If it is for personal use, then it is very different from the one shared by the entire department in terms of storage time, scope of use, and storage method.Companies generally have clear regulations on which data is for personal use and which data is shared by departments.

The materials shared by the whole department include: government laws, various rules and regulations within the company, business reference materials, etc.Business reference materials include various regulations and standards, various business manuals and business application collections, etc.The materials for personal use of employees are mainly the documents and materials they need.If it is a material that has no preservation value, it should be destroyed as soon as possible, so as to save space and save office costs.

Of course, in many cases, it may be difficult for you to judge whether some files are needed or not. If you save them, you can’t see any practical significance except for occupying the file cabinet. If you destroy them, in case they are used in the future, So what?In such a situation, the safest way is to ask your superiors for instructions. If your superiors say you want it, save it; if your superiors say you don’t want it, destroy it.If you often encounter this kind of situation, you can't always bother your superiors. Therefore, in this regard, you mainly rely on learning from old employees and accumulating your own experience.

An excellent employee should maintain the habit of "finishing daily affairs". The documents on the desk are arranged in categories according to urgent, postponed and general, orderly and orderly.Before leaving get off work, tidy up the desk, including the placement of chairs.

Your office is like a mirror, reflecting your productivity and style of work.

·The office environment needs to be organized and decorated
A clean and orderly office environment is essential in daily work. The organization and decoration of the office environment must follow the following standards:
(1) The first thing to organize in the office should be the desk.The desk is the concentrated point of the office, and it is the place where the personnel who enter the office work concentrate the most attention.Under normal circumstances, the desk should be placed facing the sun, so that the light can come in from the left or right, which can protect the eyes.Do not place too many things on the desk, only the documents that need to be processed on the day or at that time, other books and newspapers should not be placed on the desk, but should be placed on the bookshelf or newspaper rack; except for special circumstances, do not let them go on the desk Plenty of water glasses or tea sets.Water cups and tea sets for entertaining guests should be placed in a special place for drinking water, and if possible, they should be placed in the reception room; stationery should be placed on the table. For convenience, a variety of pens can be prepared, such as brushes, fountain pens, ballpoint pens, pencils etc., the pens should go in the pen holder instead of lying loose on the table.

(2) The bookshelf should be placed against the wall, which is safer.If there is a sofa in the office, it is best to stay away from the desk so as not to disturb other people's work while talking.On the coffee table, decorations can be placed appropriately, such as potted flowers and so on.Ad hoc conversations can be held here, while longer conversations or negotiations should be held in special conference rooms.

(3) If there are many people in the office, there is no need for special decoration, but it must be clean and bright.Windows and glass should be cleaned frequently, and the glass doors of bookshelves should be kept clean and transparent.The door of the office should not be closed so tightly that visitors may mistakenly think that no one is there, nor should it be covered with curtains.

(4) It is not advisable to pile up objects in the office. The piled up objects will give visitors the impression of being dirty and messy. The accumulated objects in the office should be cleaned up frequently.

(5) The floor of the office should be kept clean, and the cement floor should be cleaned and scrubbed frequently.Carpets should be vacuumed regularly to avoid the breeding of parasites and dust mites.The windows should be opened frequently for ventilation. If the doors and windows are not opened frequently, the indoor air will be turbid, which will make visitors feel uncomfortable.

(6) Do not carve or graffiti on the walls of the office, and do not record phone numbers or post note papers on the walls of the office.Maps or pictures related to the company can be hung on the wall.

(7) The office is a public place, and you and visitors are not allowed to smoke or make loud noises without permission.No one should slam the door or open it forcefully, and should step in and out lightly.

(8) The telephone is a necessary item in the office, but it is also a public item in the office.The office phone should generally be placed on a dedicated phone desk; if there is no dedicated phone desk, it can also be placed in an obvious position on the desk.The telephone should be cleaned frequently, scrubbed with a special disinfectant, and should not be covered with dust and dirt.Whether an office is clean or not, the telephone is an important indicator.When answering the phone, keep your voice low and do not shout loudly, so as not to affect others.It is inappropriate to discuss another person's privacy on the phone.Talking about privacy on the phone is also disrespectful to others in the office.

(9) Potted flowers can be placed in the spacious office, but the potted flowers must be carefully selected, and blooming flowers are generally not used to decorate the office.Too bright colors will distract the visitor's attention and divert people's energy.You can choose green plants as the main color. Green can give people a comfortable feeling and adjust people's emotions.Regular watering and tidying should be given to potted flowers to prevent yellow leaves from appearing.You can spray water on the green leaves to keep them green.The soil in the flowerpot must not have peculiar smell, and the fertilizer must be carefully selected.Odor-smelling fertilizers can attract flies or breed parasites, which in turn can pollute the office.

· Keep your desk clean and orderly
A researcher at a research institute finally solved a difficult problem in the research after countless days and nights of hard work.The researcher put together the materials for overcoming this difficult problem with other materials on his desk at home, and went to sleep with a satisfied smile.He slept soundly, but when he woke up the next morning, he couldn't find the information to overcome the problem.It turned out that the researcher's grandson happened to take away those useful materials in order to build a kite.When the kite flew higher and farther in the sky with the fantasies of the little grandson, and finally turned into an invisible black dot, the researcher's hard work also came to naught.This is really one of the great regrets in life.If the researcher's desk is well-organized, and those useless things are not placed on the desk, and the little grandson is told that everything on the desk is useful and cannot be moved around, will such a tragedy happen again?
In many cases, what makes you feel exhausted is often not a lot of labor at work, but because you don't have good working habits and can't keep your desk clean and orderly, thus reducing your work efficiency.

In most cases, the higher the pile and the more disorganized the objects, the more time is likely to be wasted.When you can't remember what's under the pile, or when you need to find all the relevant information for a project, you have to dig through the piles.In this way, part of the time is wasted in finding lost things.Worse yet, randomly placed objects can grab your attention at any time.When you are doing a certain job, your eyes may be unconsciously attracted by small souvenirs, clocks or family photos that others give you.When you come back to your senses, you have to rethink the work you were doing or the paperwork you were writing just now.

On the other hand, if your desk is always messy, your boss may think that your work is as messy as your desk, and the tasks assigned to you are afraid that you will not be able to do well. Because of this, your boss will feel uneasy and distrustful of you, and your position in the office will not be stable, so how can you talk about success?
Whether the desk is tidy is an important aspect of work organization.A disorganized way of working is a vice.Some people regard clutter as a way of working, and they also claim that in this casual working environment, their mood will be more relaxed, and those important things will always appear in piles of files.A well-known manager in the West put forward an "incisive" explanation for the piles of things on the desk: "It's because you don't want to forget everything. You put the things you want to remember the most on the desk. of the top so you can see them."

In fact, this bad work habit will not only aggravate your work tasks, but also affect your work enthusiasm.

There was once a survey involving 2000 people, 67% of them said that the time they sat at their desks had increased compared with two years ago; get angry.Studies have shown that a cluttered desk can make people sick.Researchers at NEC and Mitsubishi say office workers in Japan are suffering from "office irritability syndrome," a new urban disease caused by long hours, cluttered desks and incorrect sitting posture. main reason.Things like keeping your desk tidy and personalizing your desk while you work can reduce the incidence of the illness, the researchers say.

The cleanliness of the desk can also reflect a person's ability and self-cultivation. Therefore, treat the desk as if you care about your own body. It should not only be spotless, but also clean and clear.

The process of organizing your desk is actually a process of organizing your thoughts. No matter how busy you are, you must keep your desk clean and orderly.

American management scientist Lansden can be regarded as a truly organized person.There are always few papers on his desk because he knows he can only deal with one at a time.When you ask him about a document, he can immediately find it in the filing cabinet.When you ask him about the history of a project, he can immediately figure out where to put it.When a memorandum or plan is handed to him, he inserts it in the proper file, or puts it in some filing cabinet.

Fighting procrastination skills: develop a good habit of tidying up your desk
If there are often items and files piled up on your desk, you will have to spend time to sort them out. It is worth spending half an hour to an hour at this time.

(1) Clear out all the things on your desk that are not related to the work you are doing, find out the ones that need to be dealt with immediately, and put them in the center of the desk, and put the others into file bags or drawers according to classification. The purpose is to remind you that the work you are doing now should be the most important work at the moment, you can only do one job at a time, you must focus all your energy on this work, and not let other work affect you.

(2) Don't put down the work you are doing because you are disturbed or tired, and turn to other irrelevant things.Because if you start another job before the job is over, your desk will start to clutter.You must strive to finish the work at hand before starting another work. Even if this work encounters obstacles, you must try to complete it to a stage where it is easy to start when you do it again.

(3) After finishing a job, be sure to tidy up the materials related to this job, and put them in the appropriate place according to the category, and never spread them on the desk like this.

(4) Take away the books and documents that are not needed at present from the desk, and classify them according to the principles of importance and sequence.

Before leaving get off work every day, you can take a few minutes to clean up your desk, and clean up according to the above standards every day, so that you can finish today's work with peace of mind and lay the foundation for a good start tomorrow.If things go on like this and you develop a habit, your desk will definitely be kept tidy, which will be of great benefit to your work.

(End of this chapter)