I would prefer to address broader aspects because how much I work is less important than understanding bigger organisational requirements and understanding top leadership perspectives and finalysing HR strategies for achieving the vision, mission and value of the organisation.
Deploying the best HR policies, processes and practices and training team members and employees to adhere, follow and achieve organisational goals is the first challenge. This is leadership aspects of HR as failing in this will lead to just doing routine activities of job posting on various job portals, shortlisting, conducting interviews and giving offer letter, doing induction, making persosal documents, tracking attendence for processing Salary and filling other statutory returns. Apart from this, establishing PMS system, identifying skill framework, planning and conducting Training sessions etc etc.
But question above asked is how to maximize our productivity and we would like to have the following suggestions:
1. Planning the day, week, month, quarterly, half yearly, annual and long term planning is first essential task and it should be based on vision, mission, value, business plans and day to day requirements of HR and top leadership team. We would recommend use of some tools or organisers available to individual like computer, mobile or dairy etc. This helps us in developing our organising and planning skills in the long term. There are few good books on this subject available in the market, if read, it may further give a lot of ideas to improve our skill sets.
2. Daily Focus and self review of essential individual tasks and defined roles and responsibilities is required in order to avoid delay or last minute fire fighting. If clarity in roles and jobs are not fully defined it may lead to confusion and may result in not taking ownership by any of us.
3. Keep open and timely communication with all stakeholders in order to get their support in getting it completed on time and achieving the organisational goals. Explore alll channels of communication open, may be email, phone, face to face, meetings, notice, websites etc based on their effectiveness and availablity.
4. All important tasks and projects high on priority should be completed in the morning hour or when you are less disturbed or feeling higher energy and lots of ideas. This timing depends on person to person and office set up as well as on availablity of meeting schedule of the day. Fist thing first is one of the success mantra for higher productivity.
5. Giving and taking feedbacks is equally important both for team leader and team members as it helps in getting better ideas from senior and iffering necessary inputs and guidance to juniors.
6. Working on skills or leadership improvement should be a continuous efforts for all positions and at least few hours in a week to need to update our refresher training, technical skills or behavioural competencies based on our job roles, functions, industry domain technology or on strategy to excel in life, career, position. business training sessions to be conducted or to be attended Upgrading our skills, knowledge and attitude is essential for higher productivity.
7. Keeping checklists for all activities of HR / rokes like Recruitment, Joining Formalities, Induction requirements, checklist for Training sessions, Checklist for statutory requirements, Appraisal checklists, etc will help us to complete these things on time without failures. Top management and HR Head can have dashboard for this purpose.
8. We need to spend some time on building relationships in order to build trusts with key stakeholders as when trusts higher the speed of execution becomes faster and easy and business deals will close smoothly.
9. Documentation is equally important aspect for all functions and more specially for HR as without data we can’t analyse the outcome and it will be difficulty for us to improve further. Sometme, there are legal and statutory requirements to have necessary documents.
10. Formal Mechanism of weekly/ monthly depts review ( MRM) is important to track the progress on all activities and it offers management, team leader’s and team members an opportunity to do couse corrections in time.
11. Some of time should be spent on updating ourselves on latest rules and regulations issued by various government and statutory bodies. We also need to know the best practices of other organisations. Regularly reading professional journals, books etc is also helpful in improving our productivity.
12. Working on collecting suggestions and feedbacks from employees and customers are an important tasks. We can use these inputs to improve our products, services, organisational policies and practices on time to time which helps us in improving our effectiveness and improving our business.
13. Understanding the employees engagement/ satisfaction data vis equally important as more engaged employees will be more productive and vis a vis. Ultimately, the customers and Productivity will suffer if employees are not engaged or satisfied. Not engaged employees speak negative about the organisation, the stay short and not strive hard to achieve excellenct results.