Skip to content

UXL Blog

Creating Successful Leaders

Tag Archives: productivity tips

8 Methods for Increasing Productivity

We all get the occasional “blahs” where we don’t feel like doing much of anything. This feeling has been exacerbated for many of us lately because of “pandemic burnout.” We might have trouble feeling enthusiastic or energetic, or we might get more easily discouraged or distracted. For some, it’s been difficult to keep a positive frame of mind or outlook.

And, the thing is, many of us WANT to be productive. We don’t enjoy feeling like we’re in a slump or that the days are long, yet unproductive.

So, how can we combat our listlessness, change our mindsets, and increase productivity? Everyone is different, of course, but I suggest trying one or more of the following approaches to improve your daily productivity.

1. Take Care of Yourself

I’m starting with a tip that may seem obvious, but to me, it is by far the most important. If you’re not getting enough sleep, eating well, or exercising regularly, your mental health and emotional health will suffer right alongside your physical health. There is a strong link between these health factors and personal wellbeing and, frankly, it’s nearly impossible to perform at your peak if you’re feeling unhealthy or mentally unwell. Take care of yourself! Do it for you, do it to help your productivity (and, in turn, feel better about yourself and your achievements!)

2. Tackle Difficult Projects at Your “Peak Time”

Everyone has peak times throughout the time—times when you function best, your mind is clearest, and you’re feeling mentally nimble (See Daniel Pink’s book “When” for more). For some people, that’s the morning (perhaps right after you awaken, or after you’ve had that first cup of coffee). For other people, that might be later in the day or even at night. Take note of your peak time(s) and set aside time to tackle difficult tasks for that timeframe. If you’re a morning person, for instance, it’s better to ignore your emails for a while (they can be answered when you’re not at your peak) in favor of more complex projects.

3. Do NOT Multitask

Have you heard this one before? That’s because it’s absolutely true! You won’t do your best work, and you’ll likely feel more scattered, if you try to field multiple projects or tasks at the same time. Don’t do it! Pick one assignment and put all your attention on that one thing.

4. Block Your Time

Time blocking is a method of setting aside chunks of time throughout the day to work on specific tasks, or a group of related tasks. You might, for example, set aside an hour from 9 a.m. to 10 a.m. to type up a particular report. Or, you might set aside a half-hour from 1:30 to 2:00 to prep for a meeting. Putting a frame around an assignment is like making yourself a little promise: “I will focus on this one particular task from X time to Y time, and do nothing else.”

Keep in mind, you may need to adjust your time slots as the day progresses, but do your best to stick to them! Don’t overschedule yourself. Instead of blocking tasks back-to-back, be sure to schedule in some buffer time, just in case you need to reschedule. And don’t forget to take breaks!

5. Set Timers

An alternative to time blocking is setting a timer when you begin working on a particular project. See what you can get done in, say, 45 minutes. Ready, go!

Setting a timer gives you some incentive to plunge in and JUST WORK. It doesn’t matter how you approach your work or how perfect it is on the first go-around; the important thing is to forge ahead and do it.

6. Set Healthy Boundaries

What’s the one thing that derails you on a given day? For many people, it’s emails.

We see an email pop up from an important co-worker, client, or supervisor, and we automatically want to look at it and reply. I encourage you to be less reactive with your emails and more proactive. When emails control you, they also control your day. Instead of hovering over your inbox, do your best to only check it at designated times (3-4 times per day, if you can!). That way, you can maintain your focus and work on projects at hand, instead of being derailed by “the latest thing.”

7. Manage Meetings and Phone Calls

Like emails, it’s a good idea to only participate in meetings and phone calls that are scheduled in advance. If someone would like to talk with you, they can get on your calendar. Unless something is a true emergency (which, unless you’re a surgeon, this is rarely the case!), they can wait. If you are coerced into participating in a last-minute meeting, be sure to express how you feel. For example: “I can make an exception today and participate, but typically I prefer at least a day or two notice for meetings. I know you didn’t realize this, so I thought I’d let you know my policy. I appreciate it!”

8. Step Away

When you need to, take a break. Step away from your desk, stretch, exercise, eat a healthy snack—whatever it takes to rest and rejuvenate. Some workplaces even encourage naps when you’re feeling dead tired. If you’re working from home (as many people are these days), there’s no harm in stepping away for a power nap. As long as you can bounce back and continue your work, a nap can actually be quite beneficial.

If you’re hoping to increase your productivity, there are many methods and approaches you could try. Sample a few, and see what works for you. Here’s to a better week, month, and year ahead!

MARGARET SMITH IS A CAREER COACH, AUTHOR, INSIGHTS® DISCOVERY (AND DEEPER DISCOVERY) LICENSED PRACTITIONER, AND FOUNDER OF UXL. SHE HOSTS WORKSHOPS FOR PEOPLE WHO NEED CAREER OR PERSONAL GUIDANCE. 
CHECK OUT MARGARET’S ONLINE LEADERSHIP COURSE. 

Tags: , , , , , ,

Get things done

David Allen has influenced people all over the world with his best-selling book, Getting Things Done. What can we learn from his methods? I’ve highlighted seven key lessons for increasing productivity, each and every day:

1. Focus on your workspace

Where you work is important. Set up your workspace so that it is your “cockpit of control.” That means everything is intentionally organized and you have efficient, instant access to information or tools you need.

2. Don’t multi-task

Focus on one task at a time and give it your full attention. Multi-tasking ultimately slows you down because your attention will be disjointed and you may not complete tasks to the best of your ability.

3. Cut down on distractions with a Thought Bucket

When you’re working on a specific task and something else comes to mind, jot it down in your “Thought Bucket.” That way, you won’t lose your thought and it’s less likely to control your mind. Every week, take a look at your notes in the Thought Bucket. Remove unimportant items, complete 2-minute tasks, and plot out appointments/deadlines in your calendar.

4. Break down goals

If you’re staring down a big-picture goal, it may seem intimidating (and you may turn and run the other way!). Instead, break down your goals into bite-sized pieces and tackle those pieces one at a time. The most urgent step on the project list goes to the Next Action list.

5. Pay attention to time-sensitive items

Allen suggests keeping track of time-sensitive tasks in something called the Tickler File. Use this file to set reminders for deadlines that are coming up within the next 31 days and also 12 months into the future.

6. Keep a Someday/Maybe list

Dare to dream. If you have ideas for projects you’d like to tackle or initiatives you’d like to start in the future, keep track of them on your Someday/Maybe list.

7. Regularly update your information

Allen suggests reviewing and updating all lists weekly. In his view, daily to-do lists are inefficient because of their warped view of time. Weekly lists help you think “bigger picture,” but do not overwhelm.

How about you? Are you a list-maker? How do you organize your day/week/quarter/year? Do you tend to multi-task or lend your focus to one task at a time? If you’re finding that your current system isn’t working, you may want to give David Allen’s a try!

 

MARGARET SMITH IS A CAREER COACH, AUTHOR, INSIGHTS®DISCOVERY LICENSED PRACTITIONER, FOUNDER OF UXL, AND CO-FOUNDER OF THE TAG TEAM. SHE HOSTS WORKSHOPS FOR PEOPLE WHO NEED CAREER OR PERSONAL GUIDANCE. YOU CAN VISIT HER WEBSITE AT WWW.YOUEXCELNOW.COM

Tags: , , , , , ,

%d bloggers like this: