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DOCUMENT YOUR PROCEDURES

Does your firm have its own internal Procedure Manual that plans the course of action on how your company handles day to day activities, disaster planning and troubleshooting? Even a simple procedure manual can help protect you from a personnel disaster.

The busier your office is, the more you need more than one person to know how to perform each of the basic operations in your office. This especially includes computer operations.

Two simple steps you can take to protect your business operations at a fairly low cost are documenting processes and then cross training:

One very simple way to document your critical processes is get a printout of screens then make notes on that printout. This allows you to capture and catalog the most important information about how you do business. It also provides a quick and easy set of training materials for new hires.

A "print screen" can be done to get an exact copy of a screen on paper.

Have the people who actually use the screen take a few moments to highlight, make notes and write policies right on the printout to which it applies. Those who use the features frequently will probably know the most about your business processes. Investing a few minutes from each person thinking about the critical items for your company's business processes will quickly and efficiently capture your internal "know how". Put all these screen captures with notes written on them into a binder. Making a few copies and keeping one copy off site can offer ample protection.

Once you have captured your internal processes, it is important to do some cross training. Cross training can protect you from personnel disasters, employee turnover/layoffs and possibly from dishonesty. You can do your own cross training in your office, but it takes COMMITMENT. It will never be done if you wait until it's convenient. Make it a priority. One or two hours a week is a small investment for the security and efficiency benefits an office can realize.


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Take A Brain Break
A recent Harris Interactive poll found that one-third of workers ages 25 to 39 feel burned out by their jobs. Additionally, primary care physicians report that between 70 and 90 percent of their patients are seen because of underlying emotional stress.

One of the keys to reducing your workday stress and increasing your productivity is multi-tasking. Learning how to multi-task efficiently can help you enjoy your work once again.

Re-Boot Your Mind
Shift multi-tasking to single tasking throughout the day to allow your mind to re-boot. The human brain uses more energy than any other part of the body. As such, it needs constant replenishment.

Rest is one of the key components to increasing personal energy and productivity. Every two to three hours, stop multi-tasking and allow yourself to do just one thing for 15 to 20 minutes.

At the end of this rest period, you'll feel refreshed, alert, and ready to tackle more tasks -- and you'll do so with fewer mistakes than if you plowed through your tasks without this re-boot period.

Give Your Brain A Rest
Most employers offer their full-time staff a lunch break and two 15 minute breaks throughout an eight-hour day. Do you take yours?

Most people do not, and as such, they're not giving their mind a true break from the stresses of the day. Use this time get out of the car and walk around a park or a mall, or get a cup of coffee. If you are working inside the office, sit outside or take a walk around the building -- or just close your eyes and meditate. Do whatever you like to clear your head and give your brain a rest.

If you really can't afford a 15-minute break in your day, then turn off your mind for a few minutes. Give your mind a total break from workday tasks. To function at peak levels on a consistent basis, regular breaks are essential.

Source: Dr. Ron Knaus is a psychiatrist, and sports medicine physician who works helping clients reach peak performance levels. His clients include celebrities, professional athletes, and business executives. He has received board certifications from the American Osteopathic Board of Psychiatry and Neurology and the American Osteopathic Academy of Sports Medicine.


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