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Online Resources To Help You Stay Highly Focused At Work

Online Resources To Help You Stay Highly Focused At Work

Technology provides access to just about everything we can imagine — but that instant gratification is a double-edged sword. When it comes time to buckle down and get to work, it can be difficult to stay distraction-free and keep our minds from wandering.

According to one study, our minds wander 47 percent of the time. Combine this with noise and other distractions around the office, and it should come as no surprise that the average office worker is disrupted every 11 minutes.

Luckily, there are several online resources that can help you silence the chatter, eliminate distractions, boost productivity, and stay focused at work.

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Start the Day off Right with 7-Minute Workout

Exercise is good not only for your physical health, but also for your memory and ability to focus. For many of us, hitting the gym in the morning before work isn’t possible. With the 7-Minute Workout app for iPhone and iPad, you can get your heart pumping in just a few minutes, track your activity, and set goals. The basic version of the app is free to download, but you can pay to upgrade and access various other features, including alternate workouts.

    Avoid Internet Browsing with SelfControl

    Whether it’s Facebook, a blog, or email, we all have our online Kryptonite that distracts us from getting any work done. SelfControl, a free, open-source OS X app, can fix this. With SelfControl, you can set a timer and block selected websites and mail servers, which is great for when you are on a deadline. Set a timer for four hours and you won’t be able to access your “blacklisted” sites — even if you restart your computer.

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    Focus Booster

      Master the Pomodoro Technique with Focus Booster

      The Pomodoro Technique is a time-management method that breaks down work into intervals of 25 minutes, followed by five-minute breaks. This is believed to improve concentration and mental agility. The Focus Booster app is based on this technique, helping you manage your time and dedicate specific time increments to projects. After a free 15-day trial, Focus Booster costs $2.99 per month or $29.99 per year.

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        Write Without Distractions with FocusWriter

        When you are on a deadline and falling prey to writer’s block, even the battery icon and clock on your toolbar can prevent you from focusing on the page. FocusWriter is like a full-screen Microsoft Word, eliminating all distractions. You can look at only the page on which you are working. Available for both Windows and Mac, FocusWriter is free to download.

          Relax to Ambient Sounds with Soundrown

          Silence isn’t always conducive to productivity. While breakroom chatter or a silent office may work for some, others require the fine balance between sound and noise. With Soundrown, you can choose the type of ambient sound that best helps you focus and boost your productivity. Currently, the free-to-use website offers 10 different options that range from Coffee Shop to White Noise.

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            Find Your Center with Mental Workout

            Sometimes, we need to embrace our inner hippie and meditate. Meditation can increase your ability to concentrate by helping you relax, de-stress, and clear your mind. For new practitioners, meditation can be harder than it looks. The Mental Workout app, which was designed by a meditation teacher and psychotherapist, offers an eight-week guided meditation program for beginners. It also has more advanced options for experienced practitioners. Along with inspirational talks and body scans, the app is well worth the $1.99 download fee.

              Conclusion

              Beyond using apps that help you focus, set yourself up for success by using the right tools. Make sure your computer is running efficiently and that you are regularly backing up your files. You may also consider investing in a good set of headphones when you need to drown out office noise. Lastly, don’t forget to ensure that your Internet connection is fast enough for your productivity needs. Videos that take too long to buffer and delayed website load times can quickly distract you from the task at hand.

              By staying focused at work and using apps to boost your productivity, you can get more accomplished in less time. Start by trying some of these tools at your place of employment to see which ones work best for you.

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              Last Updated on January 6, 2021

              14 Ideas on How to Measure Productivity to Make Progress

              14 Ideas on How to Measure Productivity to Make Progress

              Everyone has heard the term productivity, and people talk about it in terms of how high it is and how to improve it. But fewer know how to measure productivity, or even what exactly we are talking about when using the term “productivity.”

              In its simplest form, the productivity formula looks like this: Output ÷ Input = Productivity.

              For example, you have two salespeople each making 10 calls to customers per week. The first one averages 2 sales per week and the second one averages 3 sales per week. By plugging in the numbers we get the following productivity levels for each sales person.

              For salesperson one, the output is 2 sales and the input is 10 sales: 2 ÷ 10 = .2 or 20% productivity. For salesperson two, the output is 3 sales and the input is 10 sales: 3 ÷ 10 = .3 or 30% productivity.

              Knowing how to measure and interpret productivity is an invaluable asset for any manager or business owner in today’s world. As an example, in the above scenario, salesperson #1 is clearly not doing as well as salesperson #2.

              Knowing this information we can now better determine what course of action to take with salesperson #1.

              Some possible outcomes might be to require more in-house training for that salesperson, or to have them accompany the more productive salesperson to learn a better technique. It might be that salesperson #1 just isn’t suited for sales and would do a better job in a different position.

              How to Measure Productivity With Management Techniques

              Knowing how to measure productivity allows you to fine tune your business by minimizing costs and maximizing profits:

              1. Identify Long and Short-Term Goals

              Having a good understanding of what you (or your company’s) goals are is key to measuring productivity.

              For example, if your company’s goal is to maximize market share, you’ll want to measure your team’s productivity by their ability to acquire new customers, not necessarily on actual sales made.

              2. Break Down Goals Into Smaller Weekly Objectives

              Your long-term goal might be to get 1,000 new customers in a year. That’s going to be 20 new customers per week. If you have 5 people on your team, then each one needs to bring in 4 new customers per week.

              Now that you’ve broken it down, you can track each person’s productivity week-by-week just by plugging in the numbers:

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              Productivity = number of new customers ÷ number of sales calls made

              3. Create a System

              Have you ever noticed that whenever you walk into a McDonald’s, the French fry machine is always to your left? 

              This is because McDonald’s created a system. They have determined that the most efficient way to set up a kitchen is to always have the French fry machine on the left when you walk in.

              You can do the same thing and just adapt it to your business.

              Let’s say that you know that your most productive salespeople are making the most sales between the hours of 3 and 7 pm. If the other salespeople are working from 9 am to 4 pm, you can potentially increase productivity through something as simple as adjusting the workday.

              Knowing how to measure productivity allows you to set up, monitor, and fine tune systems to maximize output.

              4. Evaluate, Evaluate, Evaluate!

              We’ve already touched on using these productivity numbers to evaluate and monitor your employees, but don’t forget to evaluate yourself using these same measurements.

              If you have set up a system to track and measure employees’ performance, but you’re still not meeting goals, it may be time to look at your management style. After all, your management is a big part of the input side of our equation.

              Are you more of a carrot or a stick type of manager? Maybe you can try being more of the opposite type to see if that changes productivity. Are you managing your employees as a group? Perhaps taking a more one-on-one approach would be a better way to utilize each individual’s strengths and weaknesses.

              Just remember that you and your management style contribute directly to your employees’ productivity.

              5. Use a Ratings Scale

              Having clear and concise objectives for individual employees is a crucial part of any attempt to increase workplace productivity. Once you have set the goals or objectives, it’s important that your employees are given regular feedback regarding their progress.

              Using a ratings scale is a good way to provide a standardized visual representation of progress. Using a scale of 1-5 or 1-10 is a good way to give clear and concise feedback on an individual basis.

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              It’s also a good way to track long-term progress and growth in areas that need improvement.

              6. Hire “Mystery Shoppers”

              This is especially helpful in retail operations where customer service is critical. A mystery shopper can give feedback based on what a typical customer is likely to experience.

              You can hire your own shopper, or there are firms that will provide them for you. No matter which route you choose, it’s important that the mystery shoppers have a standardized checklist for their evaluation.

              You can request evaluations for your employees friendliness, how long it took to greet the shopper, employees’ knowledge of the products or services, and just about anything else that’s important to a retail operation.

              7. Offer Feedback Forms

              Using a feedback form is a great way to get direct input from existing customers. There are just a couple of things to keep in mind when using feedback forms.

              First, keep the form short, 2-3 questions max with a space for any additional comments. Asking people to fill out a long form with lots of questions will significantly reduce the amount of information you receive.

              Secondly, be aware that customers are much more likely to submit feedback forms when they are unhappy or have a complaint than when they are satisfied.

              You can offset this tendency by asking everyone to take the survey at the end of their interaction. This will increase compliance and give you a broader range of customer experiences, which will help as you’re learning how to measure productivity.

              8. Track Cost Effectiveness

              This is a great metric to have, especially if your employees have some discretion over their budgets. You can track how much each person spends and how they spend it against their productivity.

              Again, this one is easy to plug into the equation: Productivity = amount of money brought in ÷ amount of money spent.

              Having this information is very useful in forecasting expenses and estimating budgets.

              9. Use Self-Evaluations

              Asking your staff to do self evaluations can be a win-win for everyone. Studies have shown that when employees feel that they are involved and their input is taken seriously, morale improves. And as we all know, high employee morale translates into higher productivity.

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              Using self-evaluations is also a good way to make sure that the employees and employers goals are in alignment.

              10. Monitor Time Management

              This is the number one killer of productivity in the workplace. Time spent browsing the internet, playing games, checking email, and making personal calls all contribute to lower productivity[1].

              Time Management Tips to Improve Productivity

                The trick is to limit these activities without becoming overbearing and affecting morale. Studies have shown that most people will adhere to rules that they feel are fair and applied to everyone equally.

                While ideally, we may think that none of these activities should be done on company time, employees will almost certainly have a different opinion. From a productivity standpoint, it is best to have policies and rules that are seen as fair to both sides as you’re learning how to measure productivity.

                11. Analyze New Customer Acquisition

                We’ve all heard the phrase that “It’s more expensive to get a new customer than it is to keep an existing one.” And while that is very true, in order for your business to keep growing, you will need to continually add new customers.

                Knowing how to measure productivity via new customer acquisition will make sure that your marketing dollars are being spent in the most efficient way possible. This is another metric that’s easy to plug into the formula: Productivity = number of new customers ÷ amount of money spent to acquire those customers.

                For example, if you run any kind of advertising campaign, you can compare results and base your future spending accordingly.

                Let’s say that your total advertising budget is $3,000. You put $2,000 into television ads, $700 into radio ads, and $300 into print ads. When you track the results, you find that your television ad produced 50 new customers, your radio ad produced 15 new customers, and your print ad produced 9 new customers.

                Let’s plug those numbers into our equation. Television produced 50 new customers at a cost of $2,000 (50 ÷ 2000 = .025, or a productivity rate of 2.5%). The radio ads produced 15 new customers and cost $700 (15 ÷ 700 = .022, or a 2.2% productivity rate). Print ads brought in 9 new customers and cost $300 (9 ÷ 300 = .03, or a 3% return on productivity).

                From this analysis, it is clear that you would be getting the biggest bang for your advertising dollar using print ads.

                12. Utilize Peer Feedback

                This is especially useful when people who work in teams or groups. While self-assessments can be very useful, the average person is notoriously bad at assessing their own abilities.

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                Just ask a room full of people how many consider themselves to be an above average driver and you’ll see 70% of the hands go up[2]! Now we clearly know that in reality about 25% of drivers are below average, 25% are above average, and 50% are average.

                Are all these people lying? No, they just don’t have an accurate assessment of their own abilities.

                It’s the same in the workplace. Using peer feedback will often provide a more accurate assessment of a person’s ability than a self-assessment would.

                13. Encourage Innovation and Don’t Penalize Failure

                When it comes to productivity, encouraging employee input and adopting their ideas can be a great way to boost productivity. Just make sure that any changes you adopt translate into higher productivity.

                Let’s say that someone comes to you requesting an entertainment budget so that they can take potential customers golfing or out to dinner. By utilizing simple productivity metrics, you can easily produce a cost benefit analysis and either expand the program to the rest of the sales team, or terminate it completely.

                Either way, you have gained valuable knowledge and boosted morale by including employees in the decision-making process.

                14. Use an External Evaluator

                Using an external evaluator is the pinnacle of objective evaluations. Firms that provide professional evaluations use highly trained personnel that even specialize in specific industries.

                They will design a complete analysis of your business’ productivity level. In their final report, they will offer suggestions and recommendations on how to improve productivity.

                While the benefits of a professional evaluation are many, their costs make them prohibitive for most businesses.

                Final Thoughts

                These are just a few of the things you can do when learning how to measure productivity. Some may work for your particular situation, and some may not.

                The most important thing to remember when deciding how to track productivity is to choose a method consistent with your goals. Once you’ve decided on that, it’s just a matter of continuously monitoring your progress, making minor adjustments, and analyzing the results of those adjustments.

                The business world is changing fast, and having the right tools to track and monitor your productivity can give you the edge over your competition.

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                Featured photo credit: William Iven via unsplash.com

                Reference

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