Management Tips for Work Efficiency

Managing is an important part of jobs. It is about using your time effectively and staying on top of tasks, without having to go back and repeat things. Organization and attention to details will ultimately make your life and the life of your co-workers, easier. Below is a collection of useful tips to help you reach these goals.

Google Is Your Friend

Despite its reputation as a time-waster, the internet can save you tons of time in looking up information and getting up to speed on something when the information cannot be found in the knowledge base of the company. I personally find Google extremely useful for this. I type in certain keywords related to the project I am working on and work my way through the search results. This is very handy for projects and sourcing information. I make a point of looking at several sources of information to get an “average” understanding of the topic. And furthermore, you are learning the “lingo” which means that when you do speak to an expert in that area (eg. Heat Exchangers), you have an idea of what they are saying. Just make sure you take good notes.

Online Forums

Although not as useful as Google searches, I have found http://www.eng-tips.com/ to be informative at times. If you don’t find what you’re looking for you can sign up and post your question on the open forum. This is a good way to get insider information, which you may not find elsewhere due to the anonymous nature.

Poll Several “Gurus”

In those cases where you are investigating the best product or quote, I personally like to speak to at least three experts in the field to get as informed an understanding as I reasonably can, if possible. This way if one contradicts the other you can point that out and hopefully find out if it’s just a misunderstanding on your part or if it’s just a matter of the context they are speaking in.

As I said earlier, make good notes as you’re speaking with them on the phone. It is also a good idea to type those notes up in electronic format, so you have a record for future reference – very useful for longer-term projects. Include also the dates you spoke to these people, and any outstanding information owed to you by someone – in other words: “He/she has to get back to me on X”. PS. Touch base with these people at regular intervals to make sure they don’t forget you (every 1-2 weeks is reasonable). You may wish to get their email address after the first phone call, since email is an easy follow-up.

Computer Programs to Use

Microsoft Word and Excel are very common and used almost universally. Adobe Acrobat Reader and Microsoft Power Point can also come in handy. In terms of system access, it is extremely convenient to be able to work from a remote location away from the main server. For this reason you may wish to set up a Remote Desktop Connection if you’re just checking email. You could also set up VPN (Virtual Private Networking) so you can use your machine remotely as if it were connected to the main server. This is useful if you want to write reports, while accessing the main server.

Getting Something Sent To You

Not too long ago companies would send you brochures by snail-mail. Nowadays, it’s much more convenient to have the information sent electronically to you via email, as attachments. This way you can save it on your computer, removing desk “bulk”, and it’s more easily distributed among your colleagues in the event that they want to have a look at it themselves.

In some cases, electronic files are not available, so a fax is usually the alternative. It may be wise though, to make an extra copy of it, or even scan it to an electronic file and then save it.

Sometimes it is necessary to sample products first hand (such as chemicals produced by different companies) to find out what the best one is. Usually, the sales department will send you a sample to try, free of charge. As a courtesy, you can offer to let these companies know how their product performed.

Salesmen Visits

If you’re investigating the different options for a product purchase (eg. Heat Exchanger), ask if there are any salesmen in your area who can perhaps come by and meet you face to face. This is convenient as they can have a first hand look at what your needs are if there’s a piece of equipment involved. And make sure you inform any of your colleagues of this visit so they can also meet with the salesman if they so desire.

Local Suppliers/Vendors

Sometimes you will not be able to directly find a local supplier, or vendor for the product you are looking for. In this case find a few that appear to be well established, preferably within a few hundred miles of you and ask if they have any representatives, which are local to you. You will sometimes find that part of some companies business is distributing a product, which is not directly manufactured by them.

Email or Phone

From personal experience I have found that talking on the phone is essential for an overview and gaining background knowledge. It also serves as a way to get rapport with someone who may be far away and who you will be dealing with constantly.

Email is very handy if you only have to get a specific item of information, like a part dimension or whatever number, which is of a sensitive nature. It becomes a record, and unlike the phone, can’t be misinterpreted, and avoids possible dispute down the road when the question arises: “Where did that number come from?” – you can just forward them the email.

Organization

· Make clear directories on your computer so they are easy to identify.
· Put a signature line in your emails so people have an idea of your role and whom you work for

Online Search Directories

· To help locate contact information for companies which manufacture certain products you can search, http://www.thomasnet.com/

Retrofitting or New Equipment

There are instances when you can upgrade a piece of equipment (retrofit) with the latest technology. This is usually much cheaper than buying new equipment. However, there are times when this is infeasible and new equipment is the practical answer. In either case, get at least three different supplier quotes. And make note of the payback period for each - account for the purchase price versus the money generated or saved by that purchase.

Experience is Key

When making management decisions it is very wise to consult the advice of those workers in the company who are most experienced. They have the hands-on “feel” of what works.

Long Distance Calls

Some companies and organizations list 1-800 numbers. Try dialing those first, as they are toll free.

Signatures and Authorization

It is important to cover yourself when submitting drawings or documents where dimensions/numbers have been changed. Have the proper authority sign or initial beside any dimension he or she wants to change. Don’t just let them tell you to change it. As (bad) luck would have it, people sometimes forget things like this, as time goes by – not too different from using email to cover your tracks.

Optimizing Parametric Studies

This is best illustrated by example. Let’s say you are using two forming operations on a sheet-steel blank: a punch operation followed by a draw operation. You want to find the optimal settings of each operation to produce the best part. So to start off, you punch a small number of blanks using the standard punch setting followed by drawing those same blanks using the standard draw setting. This way if a poor quality part results after the draw operation you can adjust the punch settings to correct for it, without too much scrap. By restricting the initial number of blanks punched, you account for the risk. If however, you punch many blanks and then draw them, you will have wasted a lot of time and material if a poor quality part results.

Digital Camera

When visiting a site it is very handy to have a digital camera to record what you see. It can help facilitate decision making later when you and your colleagues have a look at the pictures. Be aware however, that some places will not allow you to take pictures for fear of leaking trade secrets.