Berks & Beyond Blog

Stop for a minute and take a quick inventory – how often do you try to do more than one thing at a time?  Type an e-mail while sitting in on a conference call?  Eat lunch while preparing a report?  Talk to a co-worker while checking your Blackberry?

If you’re like most professionals, you probably spend a portion of your day multitasking.  But over the last few decades, a host of researchers have proven that multitasking (as our culture has come to know it) is a myth.  Why?  When you think you’re doing two things at once, you’re almost always just switching rapidly between them. 

In fact, our brains process different kinds of information on distinct “channels,” and can only process one stream of information at a time.  Overburden a channel and your brain becomes inefficient and prone to mistakes.

So if multitasking doesn’t increase your productivity, what can you do to become more efficient?  Here is a list of time management tips to help you stay focused, organized and operating at your peak:

• Batch your activities.  Have phone calls to make?  E-mails to check?  Instead of peppering these tasks throughout your day, set aside specific times to tackle them.  For example, check your voicemail and e-mail as soon as you get in, midmorning, after lunch and an hour before you leave for the day.  Batching these activities will help you limit the distraction they pose.
• Set goals with a “to do” list.  Give your work day direction by setting goals which are specific, measurable and realistic.  Write your “to do” list down in a place where you can see it.  Some people like to incorporate theirs into their daily calendar or schedule program; others prefer “running” lists which they regularly update.  Find a method that works for you.  When you’re tempted by distractions, you can use your list to help keep you focused.
• Tackle your highest priorities when you’re most productive.  Each person has a best time – do you know when yours is?  If not, monitor your productivity over a period of time to find out when you naturally accomplish the most.  Then, try to manage your schedule to keep your best time free for your most important work.
• Conquer procrastination.  If you’re prone to avoiding a project because it seems overwhelming, break it down into smaller tasks which are more manageable.  Transfer those tasks to your “to do” list and commit to doing just one or two at a time (but not at the same time, of course).  By regularly accomplishing these smaller goals, eventually you’ll reach a point where you want to dive in and finish the rest of the project.
• Use technological time-savers.  Invest the time to program your speed dial, create e-mail distribution lists, use “favorites” to organize frequently visited websites, etc.  Admittedly, these tasks do take a little bit of time to set up; however, the long-term increase in your productivity will more than offset your initial investment.
• Reward yourself.  For each of these tips you successfully implement, indulge yourself with a small reward.  Not only will you enjoy the incentive – you’ll also enjoy the satisfaction that comes from a job well done.

Have a tight deadline you need to meet?

Sometimes, even the best time management tips aren’t enough to complete a project on-schedule.  The next time you’re facing a tight deadline, contact Berks & Beyond to provide the administrative, light industrial, technical and professional support you need to get the job done.

These days, with a greater number of candidates vying for the same openings in your company, you may find yourself having to say “No” more often.  Needless to say, writing rejection letters can be an unpleasant and stressful part of the hiring process.

But even when you can’t offer a job applicant the position, you can still end the interview process on a positive note.  Here are some quick tips for writing candidate rejection letters in a constructive way, to build good will with candidates and position your company as an employer of choice:

• Send out the rejection letter promptly.  If you’re certain you will not be hiring the individual, let him know that he was not selected as soon as possible.  Even when the news is bad, your timely follow-up will convey a high level of professionalism.
• Always use formal company letterhead for a rejection letter and never handwrite it.
• Address your candidate by name.  Further customize the letter with the position for which he applied, as well as a supportive comment about the applicant’s qualifications, experience or enthusiasm.  Although a rejection letter is basically a form letter, your candidate shouldn’t feel as though it is.
• Be direct, but gracious.  Make it clear that there were other candidates more qualified for the job, but do so in a respectful way.
• When appropriate, encourage further action.  If the candidate is a good culture fit, and may be qualified for other openings with your company, say so.  Encourage him to stay in touch and apply again.
• Always end on a positive note.  Thank the candidate for applying and interviewing.  Wish him good luck in his career development.  Remember, this may be the final impression this individual has of your company – make sure it’s a favorable one.
• Close the letter formally with “Sincerely,” or “Best wishes,” and sign your name.

Don’t want to write rejection letters? 

Call Berks & Beyond, a leading Central and Southern PA staffing firm, with your direct placement needs.  We’ll handle every step of the process – from recruiting to testing and initial interviews - and only present you with the most qualified candidates.  If you decide not to hire an individual we refer, just let us know and we’ll take care of the rest.