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Smile For IUKL

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Ways to Tackle Timeliness

Greetings! In line with our concern to enhance better customer service, the "Smile for IUKL" campaign this year is emphasising on "Timeliness".

We shall be focusing on 'turnaround time' and 'response time'. Hence, beginning this month, you shall be receiving messages about the value of time and how tardiness (slowness to act) can affect the quality of services provided.

 

Ways to Tackle Timeliness

Timeliness is part of good professional etiquette. It shows you value others and respect their time.

Here are three ways you can tame tardiness and promote a "time value mindset" in the workplace:

 

1. Be timely for work and for meetings.

• Arriving to work on time may simply mean nothing more than setting your alarm clock a few minutes earlier. Do allow time for traffic.

• For meetings, use the reminder feature on Outlook or set your cell phone’s alarm for ample time to arrive, whether the meeting is across the hall or in another building.

• If you are leading the meeting, start on time, and avoid repeating information for latecomers. It penalizes those who came on time and rewards tardiness. And to be respectful of everyone’s busy schedules, try to end meetings on time, too.

• Being on time is impressive. But, being a few minutes early is even more impressive. Not only that, those extra minutes give you a chance to clear your mind and become focused and engaged.

2. Respond promptly to phone messages and e-mails.

• In today’s 24/7 communications environment, people expect quick responses. It’s proper etiquette to respond within a couple of hours if you can, or at least by the end of the day, but never longer than 24 hours. It’s just not courteous to leave people hanging.

• If an e-mail request requires more time to gather facts, at least send back a quick e-mail that you’re working on it, and indicate when you’ll get the information back to them.

• Use an automated out-of-office reply when you’re gone from your office, whether for part of the day or several days or longer. It’s a courteous way to let people know why your response will be delayed.

3. Deliver the goods sooner than promised.

• If you promised a proposal or other work product to someone by Friday morning, try to have it there by Thursday afternoon instead. You will stand out by respecting their time---and, exceeding their expectations.

• When you’re working on a team project, be sure to have your part ready in plenty of time or even early. That way you won’t be the log jam holding up others who may need your work to do theirs.

Timeliness is always admired. When you tame tardiness and choose instead to have a “time value mindset,” you distinguish yourself as a caring and courteous professional who plans well and shows respect for others and their time.

How a Lack of Punctuality can be Negatively Perceived

In many cultures, a high precedence is placed on time. Daily life is dictated by the clock and these societies define their days through blocks of time. In business, the reason for this perhaps goes back to the old adage of "time is money". Business environments that rely on time-based principles use specified periods of time for appointments, meetings, conferences, due dates and other deadlines.

As a result of this rigid perspective of time, punctuality is valued and noticed. This is because if promptness is not observed, other time designated tasks and processes are thrown off-kilter in cultures that use the clock as a fundamental basis for planning the workday.

A lack of punctuality can be tied to developed perceptions of disrespect, incompetence or being unprofessional. In the professional environment even those who are familiar with time expectancies may tend to be late or give little attention to the clock. While an occasional lateness is usually alright, repetitive tardiness, in most instances, will result in negative opinions being shaped. Following are some of the perceptions that management can form if an employee is consistently late at work or is late in meeting deadlines:

Ø  Unprofessional

In many workplaces lateness is frowned upon and deemed as unprofessional.  Individuals who tend to be late for work, appointments or other deadlines are bound to see negative perceptions derived about them. Additionally, an increased level of intolerance for lack of punctuality is also probably a given. These are primary reasons to seriously consider practicing timeliness at work.

Ø  Disrespect

Individuals who are expected to be punctual and disregard this preference to time are often perceived by others as demonstrating a lack of respect. Organisations put a high value on time, and those who do not pay much heed to the clock may even be looked upon as demonstrating contempt for their colleagues/management and/or stakeholders, and as a result, are not well-received by management, or even in some instances, other colleagues.

Ø  Incompetence

Lateness can also be perceived as being incompetent. Those employees who are consistently late for work related events, schedules or meeting deadlines may be looked upon as being incapable of handling the job. The perception is if a person cannot follow a clock, they may wonder whether or not they can follow other directives.

Efficiency and Effectiveness

Efficiency and Effectiveness

An effective employee produces at a high level, while an efficient employee produces quickly and intelligently. By combining effectiveness and efficiency, a company produces better results faster and with fewer resources.

Effectiveness:

Effectiveness is the level of results from the actions of employees. Employees who demonstrate effectiveness at the workplace help produce high-quality results.

The effectiveness of a workforce has an enormous impact on the quality of a company’s product or service, which often dictates a company’s reputation and customer satisfaction.

Efficiency:

Efficiency at the workplace is the time it takes to do something. Efficient employees complete tasks in the least amount of time possible with the least amount of resources possible by utilizing available timesaving strategies.

‘Efficiency’ and ‘effectiveness’ are mutually exclusive. An employee who is efficient isn’t always effective and vice versa. What needs to be done is to equip onself to be both efficient and effective at the workplace as this increases productivity and saves both time and money .