Do you work in information technology? Have you found it difficult to work efficiently because of the number of questions you get asked? This is a common complaint I have heard from information technology (IT) specialists. Here are some ideas that other IT specialists use to help them overcome this problem and become more productive.
- Rotate responsibilities. If there are 2 or more people working in an area. Consider rotating tasks and taking it in turns to be the person who takes the questions. This frees one of you up at any point in time to work for an extended uninterrupted period on other tasks.
- Prepare a list of frequently asked questions (FAQs) and distribute them to staff. Each time someone rings you can ask them if they looked in the FAQs first or tell them that they will find the answer in the FAQs. They will gradually look there before ringing you.
- Have a word document for standard email replies to the most frequently asked technical questions. Rather than type a reply each time, you can cut and past the appropriate response into the email.
- Have a three strikes and you are out policy. Tell people you are happy to answer a question once but that you have a ‘three strikes and you’re out policy’. If they ask the same question three times, you refuse to answer that question again. Remind them of which strike they’re up to when they ask you a question.
- Disconnect your phone during particularly vital periods and respond only to emails. This enables you to reply to queries in a more efficient way.
We hope you can use or modify these ideas to become more efficient at time management your IT role.