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How to Avoid Productivity Guilt (And become more productive in the process)

How to Avoid Productivity Guilt (And become more productive in the process)

“Self Development” sites (mine included) are constantly bombarding the internet with productivity advice. “Productivity” is a cultural trait that is now securely ingrained in our minds, mainly because we all have so much “stuff” to do in our everyday lives.

Within the self development “space”, there are a lot of people who are genuinely interested in accomplishing more in their everyday life. Whether this be coursework, business, blogging, or creating; people want to do more – and by god don’t we hear all about it. Productivity has become the buzzword to kill all buzzwords. There’s a new “hack” every day, a new way to work every week, and a new guru emerging on the subject from every corner of the internet.

Whilst the pursuit of productivity is often healthy and beneficial, something I’ve been experiencing recently has made me seriously re-evaluate the content I’m consuming and creating, and that is: productivity guilt.

Productivity Guilt

Productivity guilt is pretty self-explanatory. It’s a mindset of feeling bad about not creating, achieving, or working hard and it has (probably) been around since forever.

In the early 1900’s, Bluma Zeigarnik termed the Zeigarnik effect. This is the tendency to have “intrusive thoughts” about a task that we once started but didn’t finish. In other words, it is in our human nature to finish off things that we start and we often hate having to leave a project unfinished. In some ways, this explains productivity guilt, suggesting that it could be hardwired in to our psyche.

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Recently, I’ve been having some guilt of my own. I’ve found myself coming home after a 10 hour shift, going to the gym afterwards, but then feeling bad because I don’t feel like opening up the laptop and writing that post or replying to those emails. A big voice inside is telling me to “chill the f*ck out”, but a little voice is telling me to “be productive”, “get sh*t done”. That little voice is guilt.

We often feel guilty because we’ve been pumped with information about filling our day with productive things and “never wasting a second of our precious time”. Whilst there’s definitely merit in living a productive life (I write about it a lot myself), there’s a fine line between beating yourself up about it and realizing when to stop and just… chill.

Naturally, this is very subjective. Some people are very good at maintaining a detachment between their work and their outside life. For others (especially those indoctrinated in ‘life hacks’ and productivity tips), the guilt to be constantly doing something can be a real energy sucker.

Here’s how to beat productivity guilt in your everyday life:

Stop Comparing Yourself to Others

You’ve heard this one before. I hate clichés as much as you do, but hear me out.

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Just because Casey Neistat gets up at 5am and runs 10 miles before growing his start-up and editing his vlog until 1am doesn’t mean that you have to do the same.

There are massive costs to living a “productive” lifestyle. Before comparing yourself to that guy over there, realize what he’s sacrificing. If you’re okay with that, then carry on.

Don’t get me twisted on this one, this is not about living the path of least resistance. You should be actively seeking challenges and pushing yourself in some facet of your life. If you’re not, you’re going to live a very mundane, average life. However, if you’re feeling guilty about your lack of “productivity”, then you’re not going to be truly productive at all. This links to my next point:

Realize the Difference Between Being “Busy” and Being “Productive”

Lots of people are busy. Busy-ness (or business) is a state of doing what you are told to do, having tasks piled on top of you and running around frantically trying to balance them all. Often, when people say “I was so productive today”, they really mean “I had time to do all the things my life required of me today”.

I’ve worked in kitchens, so I understand the state of busy-ness extremely well. Having someone ask you to do 3 things. Then, whilst you’re doing one of those things, someone else asks you to do 2 things, then you get shouted at for not doing the first thing quick enough. It’s a never-ending cycle.

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Productivity; however, is a state of doing what we truly need to do to reach our goals. For me, that is writing a blog or doing some email outreach or guest posting. Whilst there may be some busy-ness involved in this process, cutting down the unnecessary and focusing on the essential is going to be a quick way to boost your real productivity

There is plenty of online literature on this subject and how you can make your tasks more efficient rather than doing more tasks (and this may just be a case of eliminating procrastination). That said, my main point here is to not feel guilty because you’ve not accomplished all the tasks you set out for yourself. Realizing the difference between being busy and being productive is the first step in cutting out some of that unnecessary guilt.

You Can’t Force Creativity

If ideas are an important aspect of your life, then you may need to realize that you cannot force creativity.

Creativity is not something we “do”. It is not a process we can follow or a set of steps which lead to a destination. We can “grind” out a workout, we can “force” ourselves to do some paperwork, but we cannot force ourselves or grind out a completely new creative idea for a blog post or essay.

Productivity guilt has often led to me sitting in my chair, aggressively pursuing an idea and wanting to find it, rather than letting it come to me. This is not the right way to do it.

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Relaxing and doing nothing can actually be a vital part of the creative process. Why do you think artists often go on retreats or isolate themselves from the outside world? Without the busy-ness of everyday life, our minds are free to wonder and create new and exciting things. This is also why people find themselves stuck in a rut when they work a busy and demanding office job. They cannot see past their immediate duties and assigned tasks, so they lack the creativity and mental capacity to break out of their routine and dream big ideas.

My articles often come to this conclusion, but it seems that most things in life are all about balance.

Conclusion

You ultimately know when something is important enough to stress you out. You ultimately know when you are being lazy. You ultimately know when you are being productive and when you are just being “busy”.

Step back and evaluate the day-to-day tasks which are the most important to you. If you’re feeling guilty about putting off an unimportant task, then cut that task out or outsource it to someone else. If you’re feeling guilty about putting off a really important task, then maybe you should do that task right now.

Most importantly, don’t let your most important tasks become a chore. My writing has suffered recently because it has been an afterthought rather than a primary importance. From now on I won’t be feeling guilty about not writing because I’ll be putting it first.

Featured photo credit: VFS Digital Design via imcreator.com

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Last Updated on September 30, 2019

How To Write Effective Meeting Minutes (with Examples)

How To Write Effective Meeting Minutes (with Examples)

Minutes are a written record of a board, company, or organizational meeting. Meeting minutes are considered a legal document, so when writing them, strive for clarity and consistency of tone.

Because minutes are a permanent record of the meeting, be sure to proofread them well before sending. It is a good idea to run them by a supervisor or seasoned attendee to make sure statements and information are accurately captured.

The best meeting minutes takers are careful listeners, quick typists, and are adequately familiar with the meeting topics and attendees. The note taker must have a firm enough grasp of the subject matter to be able to separate the important points from the noise in what can be long, drawn-out discussions. And, importantly, the note taker should not simultaneously lead and take notes. (If you’re ever asked to do so, decline.)

Following, are some step-by-step hints to effectively write meeting minutes:

1. Develop an Agenda

Work with the Chairperson or Board President to develop a detailed agenda.

Meetings occur for a reason, and the issues to be addressed and decided upon need to be listed to alert attendees. Work with the convener to draft an agenda that assigns times to each topic to keep the meeting moving and to make sure the group has enough time to consider all items.

The agenda will serve as your outline for the meeting minutes. Keep the minutes’ headings consistent with the agenda topics for continuity.

2. Follow a Template from Former Minutes Taken

If you are new to a Board or organization, and are writing minutes for the first time, ask to see the past meeting minutes so that you can maintain the same format.

Generally, the organization name or the name of the group that is meeting goes at the top: “Meeting of the Board of Directors of XYZ,” with the date on the next line. After the date, include both the time the meeting came to order and the time the meeting ended.

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Most groups who meet do so regularly, with set agenda items at each meeting. Some groups include a Next Steps heading at the end of the minutes that lists projects to follow up on and assigns responsibility.

A template from a former meeting will also help determine whether or not the group records if a quorum was met, and other items specific to the organization’s meeting minutes.

3. Record Attendance

On most boards, the Board Secretary is the person responsible for taking the meeting minutes. In organizational meetings, the minutes taker may be a project coordinator or assistant to a manager or CEO. She or he should arrive a few minutes before the meeting begins and pass around an attendance sheet with all members’ names and contact information.

Meeting attendees will need to check off their names and make edits to any changes in their information. This will help as both a back-up document of attendees and ensure that information goes out to the most up-to-date email addresses.

All attendees’ names should be listed directly below the meeting name and date, under a subheading that says “Present.” List first and last names of all attendees, along with title or affiliation, separated by a comma or semi-colon.

If a member of the Board could not attend the meeting, cite his or her name after the phrase: “Copied To:” There may be other designations in the participants’ list. For example, if several of the meeting attendees are members of the staff while everyone else is a volunteer, you may want to write (Staff) after each staff member.

As a general rule, attendees are listed alphabetically by their last names. However, in some organizations, it’s a best practice to list the leadership of the Board first. In that case, the President or Co-Presidents would be listed first, followed by the Vice President, followed by the Secretary, and then by the Treasurer. Then all other names of attendees would be alphabetized by last name.

It is also common practice to note if a participant joined the meeting via conference call. This can be indicated by writing: “By Phone” and listing the participants who called in.

4. Naming Convention

Generally, the first time someone speaks in the meeting will include his or her name and often the title.

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For example, “President of the XYZ Board, Roger McGowan, called the meeting to order.” The next time Roger McGowan speaks, though, you can simply refer to him as “Roger.” If there are two Rogers in the meeting, use an initial for their last names to separate the two. “Roger M. called for a vote. Roger T. abstained.”

5. What, and What Not, to Include

Depending on the nature of the meeting, it could last from one to several hours. The attendees will be asked to review and then approve the meeting minutes. Therefore, you don’t want the minutes to extend into a lengthy document.

Capturing everything that people say verbatim is not only unnecessary, but annoying to reviewers.

For each agenda item, you ultimately want to summarize only the relevant points of the discussion along with any decisions made. After the meeting, cull through your notes, making sure to edit out any circular or repetitive arguments and only leave in the relevant points made.

6. Maintain a Neutral Tone

Minutes are a legal document. They are used to establish an organization’s historical record of activity. It is essential to maintain an even, professional tone. Never put inflammatory language in the minutes, even if the language of the meeting becomes heated.

You want to record the gist of the discussion objectively, which means mentioning the key points covered without assigning blame. For example, “The staff addressed board members’ questions regarding the vendor’s professionalism.”

Picture a lawyer ten years down the road reading the minutes to find evidence of potential wrongdoing. You wouldn’t want an embellishment in the form of a colorful adverb or a quip to cloud any account of what took place. Here’s a list of neutral sounding words to get started with.

7. Record Votes

The primary purpose of minutes is to record any votes a board or organization takes. Solid record-keeping requires mentioning which participant makes a motion — and what the motion states verbatim — and which participant seconds the motion.

For example, “Vice President Cindy Jacobsen made a motion to dedicate 50 percent, or $50,000, of the proceeds from the ZZZ Foundation gift to the CCC scholarship fund. President Roger McGowan seconded the motion.”

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This vote tabulation should be expressed in neutral language as well. “The Board voted unanimously to amend the charter in the following way,” or “The decision to provide $1,000 to the tree-planting effort passed 4 to 1, with Board President McGowan opposing.”

Most Boards try to get a vote passed unanimously. Sometimes in order to help the Board attain a more cohesive outcome, a Board member may abstain from voting. “The motion passed 17 to 1 with one absension.”

8. Pare down Notes Post-Meeting

Following the meeting, read through your notes while all the discussions remain fresh in your mind, and make any needed revisions. Then, pare the meeting minutes down to their essentials, providing a brief account of the discussion that summarizes arguments made for and against a decision.

People often speak colloquially or in idioms, as in: “This isn’t even in the ballpark” or “You’re beginning to sound like a broken record.” While you may be tempted to keep the exact language in the minutes to add color, resist.

Additionally, if any presentations are part of the meeting, do not include information from the Powerpoint in the minutes. However, you will want to record the key points from the post-presentation discussion.

9. Proofread with Care

Make sure that you spelled all names correctly, inserted the correct date of the meeting, and that your minutes read clearly.

Spell out acronyms the first time they’re used. Remember that the notes may be reviewed by others for whom the acronyms are unfamiliar. Stay consistent in headings, punctuation, and formatting. The minutes should be polished and professional.

10. Distribute Broadly

Once approved, email minutes to the full board — not just the attendees — for review. Your minutes will help keep those who were absent apprised of important actions and decisions.

At the start of the next meeting, call for the approval of the minutes. Note any revisions. Try to work out the agreed-upon changes in the meeting, so that you don’t spend a huge amount of time on revisions.

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Ask for a motion to approve the minutes with the agreed-upon changes. Once an attendee offers a motion, ask for another person in the meeting to “second” the motion. They say, “All approved.” Always ask if there is anyone who does not approve. Assuming not, then say: “The minutes from our last meeting are approved once the agreed-upon changes have been made.”

11. File Meticulously

Since minutes are a legal document, take care when filing them. Make sure the file name of the document is consistent with the file names of previously filed minutes.

Occasionally, members of the organization may want to review past minutes. Know where the minutes are filed!

One Caveat

In this day and age of high technology, you may ask yourself: Wouldn’t it be simpler to record the meeting? This depends on the protocols of the organization, but probably not.

Be sure to ask what the rules are at the organization where you are taking minutes. Remember that the minutes are a record of what was done at the meeting, not what was said at the meeting.

The minutes reflect decisions not discussions. In spite of their name, “minutes,” the minutes are not a minute-by-minute transcript.

Bottom Line

Becoming an expert minutes-taker requires a keen ear, a willingness to learn, and some practice, but by following these tips you will soon become proficient.

Featured photo credit: Unsplash via unsplash.com

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