Sometimes finding the right rhythm of productivity can be difficult. And with increasing demands from today’s anytime, anywhere workplace, it has never been more important. To get the most out of your day, you need to focus on these three segments of your life: Time, Space and Mindset.
Humans are notoriously poor multitaskers, so managing your time is critical to improving productivity. The biggest time suck is unexpected (and usually unimportant) tasks. We all know that urge to read the email that just came in or to peek at the latest notification to pop up. It is known as novelty bias. This unintentional task-switching eats up more time than you might think. In fact, it takes an average of 26 minutes to recover from trivial interruptions. To avoid this, plan out your day and compartmentalize unexpected interruptions:
- Start the day with structured ‘me time’: Because honestly, we all could use some me time at work. Go through email and social media updates that have piled up overnight and triage the backlog. Knock out quick responses and referrals, so other people can start working on tasks. Schedule the bigger tasks. And delete the stuff that is informational or not important.
- Use commute time to complete coordination tasks: It’s crazy not to use commute time to manage time-intensive tasks. For example, during one’s morning commute, you could do a roundup of your external consultants — getting an update on open projects and finding out if they need assistance. By the time you arrive at the office, you should have an accurate picture of the projects’ status. Or at least be able to review them by the time you get to your desk.
- Reduce all meeting times by 25 percent: Meetings are effective, but there are a lot of distractions and set up. Cut the meeting time by about 25%, and you will get the same amount of work done, because so much time is wasted dealing with conference call setup and useless banter. If you cut one five-person meeting per day from one hour down to 45 minutes, you will gain back 25 hours a month of work time. That’s roughly 300 hours a year — almost two months of work!
- Schedule regular breaks during the day: Running from back-to-back meetings is not productive because you get tired and lose focus. Block off time in your calendar and take breaks. Making these breaks a routine increases predictability, creating a regular schedule to keep your mind organized. If you can afford it, take a 10- to 20-minute walk after lunch, too. The endorphins you will release during the walk will help clear your mind and help you regain focus.
“Space” refers to your environment — your office locale as well as to your virtual space. Workspace may not be the final frontier, but it is an important element for increasing work productivity. Here are a few space-related tips:
- Work ‘offsite’ when it makes sense: When you need to write a document or research a topic, the absence of office interruptions will improve concentration. Some companies are finding that letting employees work from home has other advantages including reduced commute time, shorter lunch times and fewer sick days.
- Consolidate the number of places you need to go for information: There are too many apps to navigate nowadays — email, blogging tools, chat tools, social media utilities like Twitter and LinkedIn and operational systems like SAP, Oracle and Salesforce. Make notifications from each application appear in one place. For example, you can set daily or weekly alerts on your outlook calendar for consistent reminders.
- Switch off popup notifications on mobile devices and on desktop: Don’t let applications interrupt your concentration with annoying popup messages. Shut them off. Right. Now. And limit checking your email to set times during the day. You won’t regret it.
Put yourself in a position where you can focus on doing the right task for the moment:
- Converse, don’t email: Pick up the phone or walk down the hall and talk directly to colleagues. For geographically remote folks, use chat. You can give precise direction and clear up misunderstandings quickly. The amount of time wasted perpetuating endless email threads is mindboggling — and the pointless mistakes generated.
- Chop up big problems into smaller chunks: This will reduce the feeling of overload and the procrastination associated with taking on big jobs. You can also space out projects and research this way to achieve maximum production.
- Use checklists for repetitive tasks to reduce errors: Particularly when you are overworked or are operating under time constraints, checklists keep you on track. This can be from your Outlook (again alerts and reminders work wonders!) or you can simply make yourself a written checklist before you leave for work, during your commute, or when you first get in the office.
With these simple changes, you can effectively get organized, become more productive, and easily tackle on all of your projects. Which step do you think will help you the most during your workday?