7 Top Efficiency Tips for Engineers

It's all about one word - DISCIPLINE  -

1. Don't be a slave to the telephone
2. Use the Pareto Principle
3. Focus on the “Must Do Jobs” not the “Nice To Do Jobs” 
   
4. Prioritize
5. Avoid Getting Sucked In (to the gossip trap)
   
6. Qualify the Work (be specific)
   
7. Delegate
   
   

1. Don't be a slave to the telephone
   Turn off the cell phone and let all land line messages go through to voicemail
   I can hear the gasps of disbelief at this.  Blasphemy, I hear you say.  But wait, think about it, 
   the cell phone has the potential to cause the biggest negative impact on efficiency if it is not managed.  The key is to MANAGE it and not get into the position where you are being managed by it.
   
   It's a familiar story, you have set time aside to work on a “must do” project/report/design or similar.  Then the phone rings and suddenly you are being redirected onto all sorts of tangents. 
   And so,  there you are later that evening, 7.00 pm and you are just starting that “MUST DO”
   
   So,  lets rewind and start again.  Turn off the cell phone and let all of the land line calls go through to voicemail.
   Pick a time which suits you to listen to your messages and answer the ones which are important.
   
   Typically people are now conditioned to immediately call when there is any sort of issue. 
   And we have been conditioned to answer the telephone when it rings.  Regardless.
   In my experience, probably half of the calls are simply a waste of time, for both the caller and you.
   Be ruthless.  You will find that people will solve the issues themselves or the issues where not that important anyway.  Focus on what is important to you.
2. Use the Pareto Principle
   The 80/20 rule.  If you are not familiar with this rule there are many sites on the internet which will give you the outline.  The principles are as sound today as they ever where.  Get focused on what gives the best “bang for your bucks”
3. Focus on the “Must Do Jobs” not the “Nice To Do Jobs”
   It's human nature to enjoy the work which we are most comfortable with.  Tho' this may not be the most efficient or the best use of our time.  For example, I like design work and frequently find myself working on design jobs which are not particularly critical to the company.  I get a great deal of enjoyment from them and subconsciously will gravitate to them, even though my manager is urgently chasing (say) cost reports.  Which do not excite me at all. 
   
4. Prioritize
   Set the priorities.  Make a daily list and follow it.  Many people find that a simple sheet of paper is good.  There are also many electronic systems.  What ever suits you.  Set priorities and follow them.
   
5. Avoid Getting Sucked In
   To meaningless conversations by friendly people who just waste lots of your valuable time
   All organizations have them.  Very friendly people who are always ready to stop and have a chat.  They suck you in and when you finally manage to get away from them,  you have wasted a lot of time.  Time which you will need to make up in extra hours.  Your extra hours.  There's no need to be nasty, but be firm in your resolve to avoid the gossip trap and Stop Getting Sucked In
6. Qualify the Work 
   Be specific.  One of the biggest time wasters is not fully understanding the job or the task at hand.  You “think” that you have it and rush off, full of ideas and enthusiasm.  You spend hours working on what you “thought” was required, only to find later that somewhere along the way , there was a misunderstanding and you wasted your (valuable) time.  Document it in simple bullet points on a single sheet and make sure that all stakeholders have a copy and verify the content.
7. Delegate   It's the tip that comes up time and time again. Learn to Let Go.  It is (of course) critical to only delegate to people who you have confidence in.  But it is critical not to get swamped.  Remember, if you drop dead tomorrow, the world will still go on.