Quick Ways To Save Time

By playing it smart, you can boost productivity at work, says leadership coach Stephanie Winston, author of "Organized for Success."

To save time:

Try the fast exit. "When John Reed was chairman of Citicorp, staffers noticed he dropped into their offices rather than summoning them to his," Winston said. Reason? "By arriving in their offices, he could exit on his own timetable."

The next time a co-worker calls to say he'll be stopping by, immediately say, "I'll be right over," Winston advised. You can then "leave whenever you want."

Say no. Make out a don't-do list, says Winston. It'll steer you away from needless tasks.

Expand the delegation. "Clarify for (subordinates) the range of actions and decisions they're empowered to make without consulting you," she said. "You'll eliminate many interruptions and speed the flow of work."

Frame it. "When a staffer asks, 'Do you have a minute?' reply, 'No, but I have 30 seconds,'" said Winston. This tells the person you're busy and puts him in editing mode.

Meet over a meal. It promotes discussion and allows more time for work in the office, Lee Iacocca says in his autobiography, "Iacocca."

Share. Don't be "overwhelmed with reading material," Winston said. "Divvy up publications among staff, and meet monthly to have each person summarize key items they've read."

The meetings could lead to brainstorming sessions that advance your department or firm.

Double up. Don't go into a funk when you lose your planner, she says. "Keep a backup set of addresses and any permanent records in your computer."

Post it. Inform co-workers of your key work periods.

Winston suggests doing it with an amusing sign: "Genius at work, 9 to 10. Please leave me a note, or drop by later."

Be proactive. "Simply stopping by people's desks to ask 'What's up?' can keep small problems from escalating into big ones -- and head off interruptions in your office," Winston said.

Cut to the chase. When a staffer drones on -- in a meeting or an informal chat -- say, "This is great, but give me the short version," Winston suggested. You'll get a laugh -- and save time.

Spot 'em and advertise. Before going on a business trip, "laminate some of your business cards to use as tags on your luggage (and) briefcase," Winston said. "Besides serving as ID, they might also spark (useful) conversations."

Track effectively. Color-code projects on your calendar based on priority.

Check the quick projects. "Tick tasks on your to-do list that take five minutes or less to accomplish," Winston said.

When you get a quick break, dive into them.

Shorten. Insist that status reports be boiled down into bulleted, one-page memos, says Winston.

Negotiate. If a worker barges in during a busy period, Winston suggests saying, "I really want to see you, but I'm working on something critical. Can you come back at 1:30?" If the person says no, respond with: "OK, how about five minutes now?"