6 Ways Employees Can Synchronize Their Schedules and Organize Their Activities

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Negosentro | 6 Ways Employees Can Synchronize Their Schedules and Organize Their Activities | When employees are working in tune with one another to tackle a project or activity, it’s almost like seeing a NASCAR pit crew adjusting the nuts, bolts and tires on a high-power racecar. However, when communication falters and individuals work on their “to-do” lists without guidance or clarity, it’s like hearing a band, with each member playing a different instrument at varying speeds.

For managerial staff and corporate leaders, this creates chaos and non-productive action that ultimately dismantles the organization from within. Knowing that communication and coordinated effort is essential for growth and productivity, how can employees optimize their day to get their work done more efficiently? Here are six tips that will revolutionize your staff’s daily activities and push your organization in the right direction.

1. Delegate Non-Critical Tasks

One of the most effective strategies to organize your business and synchronize your staff’s actions is delegating non-pertinent tasks to other people. When employees spend their working hours tackling trivial minutiae and running errands, they’re less likely to focus their remaining mental energy toward the “big picture.”

However, don’t fall into the trap of thinking “non-critical” actions aren’t necessary; on the contrary, corporate entities and managers must find employees whose skills align with the nature of those demands. When you clearly define and individual’s role within the organization, they’re more likely to succeed.

2. Synchronize Calendars and Time-Sensitive Data

The ability to exchange shared calendars is, without a doubt, a superpower in today’s society of digital connection. In business, you live or die by your ability to finish pertinent tasks on time and ignore distractions. When employees are on the same page and are aware of upcoming deadlines, they’re more likely to work with one another to complete their portion of the work. Luckily for us, there’s a piece of software that makes calendar sharing easier than ever: itrezzo.

Itrezzo is an all-encompassing software application that shares calendar information between your employees in real time. More specifically, itrezzo’s intuitive design distributes calendar information between smartphones, making deadlines and critical data easy to manage and tweak. The beauty of itrezzo’s approach is that users don’t have to install bloated software that bogs down their device. Simply sign up for the application, sync your employee’s devices and get ready to crush your to-do list.

3. Set Clear and Concise Tasks for Each Member

Now that you’re using intelligently-designed calendar software, it’s time to trim the “fat” from your workflow. Although this statement borders on being too blunt, your meetings cause more harm than good. Instead of halting production and boring your staff with meetings and unnecessary “touch-base” conversations, have short, concise and pre-planned gatherings.

In these meetups, define each individual’s role and how their contribution plays a role in the overall production. When employees understand what they need to do after the meeting ends, they’re more likely to begin the necessary actions to push the organization forward.

4. Evenly Distribute Talent

For managers who want to get a project or task done in as little time as possible, it becomes second nature to lump “star players” into a group by themselves. However, this creates a dynamic within the organization where other teams struggle to meet deadlines and finish pertinent work for the overall mission. Instead, distribute one or two high-producing individuals into each subgroup and allow them to motivate and mentor employees who struggle to get started.

5. Frequent Communication

Communication is the bread and butter of any successful business. When employees regularly communicate and share their insights, new breakthroughs and discoveries propel the organization into a league of its own. Conversely, if workers dread a conversation with the people they work with, workflow and productivity come to a standstill. If that sounds confusing, let’s clear some things up about work-related communication.

For starters, encourage your staff to use digital platforms to relay messages in a timely manner. Rather than walking to an individual’s desk or trekking to another floor in the building, rely on in-house chat services and digital hangouts created by the company. Moreover, consider using itrezzo’s non-intrusive, target-specific notifications to relay critical data to employees.

6. Ditch Bureaucracy

In our digital marketplace, bureaucratic behavior destroys companies from within. Information within the workplace needs to flow organically, and when managers adopt a “chain of command” for relaying critical data, employees are less likely to converse about errors that arise within their work. Instead, adopt an open-door policy that allows employees to talk with all members of the organization, regardless of title.

However, there’s a catch: you can’t spend all day answering emails and replying to messages on your phone. Instead, leadership staff needs to designate a time during the day when they’re available to answer questions from lower-ranking employees. Not only does this improve communication flows throughout the organization, but it also allows workers to make better decisions and improve their skill set.

Practice Makes Perfect

Let’s be clear: these strategies aren’t a magical cure that will suddenly solve all of your organization’s problems and communication errors. However, these tips will unlock the potential of your staff and allow them to work on projects and tasks that make a difference, rather than spending their day addressing menial problems. For industry leaders and entrepreneurs who value their time and want to squeeze the most productivity out of each day, use the tips above to your advantage.


Eric Reyes is a passionate thought leader having been featured in 50 distinguished online and offline platforms. His passion and knowledge in Finance and Business made him a sought-after contributor providing valuable insights to his readers. You can find him reading a book and discussing current events in his spare time.

Photo by Austin Distel on Unsplash

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