Advertising
Advertising

Before You Grumble About Not Having Enough Time, Check If You Have These 8 Time-Wasting Habits

Before You Grumble About Not Having Enough Time, Check If You Have These 8 Time-Wasting Habits

For many of us these days it seems like we have thousands of things to do and never enough time to get to them all. No matter how many things we get done the list just keeps getting longer.

The reality is that we’re likely wasting time on many things that are not accomplishing our main goals. Here are 8 ways you’re probably wasting your time in the day.

1. Doing what others think is important for you means you don’t really get your top tasks done

How often do you start the day by checking your email only to find 10 new things people want you to do? Or maybe you check it in the midst of a deadline instead of actually pushing the project forward.

Instead of starting the day by seeing what everyone else thinks is important for you decide what your top task is before you leave the office or go to bed. When you start the day start on that top task. Only look at what others think is important once you’ve finished the most important task.

Advertising

2. Saying ‘yes’ to everything so you have no margin

Of course we want to keep those close to us happy. It’s something that we’re taught from a young age, to just say yes when people need help. The fact is that if you always say yes you really have no margin in your life. Without that margin you end up running from thing to thing without actually having time to do one thing right.

Don’t always say yes. Evaluate each request based on what’s important to you and only say yes to items that match. Only by saying no regularly do you have room to take advantage of the great opportunities when they come along.

3. Letting perfection get in the way of finishing things

I know you want to do things the right way but the problem is that right so often turns in to perfect and that’s a recipe to never get things finished.

Perfect isn’t ever going to happen, it’s an entirely unattainable moving target. You’ll always think of something more that can be done to make it ‘just right’.

Advertising

Alternatively finish the project and launch it. Then go back and make some changes. It needs to be out where others can see it to have any impact.

4. Letting busy work hide procrastination

How many times do you finish a day feeling like you’ve worked hard only to realize that you really can’t remember what you accomplished. You probably just did busy work like cleaning your desk or checking email or social media. You never put any concentrated effort in on the important tasks.

Start scheduling your email and social time during the day and put a time limit on them. Schedule office cleaning every few weeks. Focus on moving things forward instead of just making yourself look busy.

5. Finishing something just because you started it

Yes it feels bad to not finish things, like books, but if you really don’t like a book you need to put it away and move on.

Advertising

Give a book a fair chance and then drop it if it’s not up your alley. Go find something worth your reading time.

6. Doing many things poorly instead of one thing well

Unfortunately many people think that multi-tasking is a great use of time. You get more done right? In reality you can only focus on one thing at a time and all multi-tasking does is force you to change your focus quickly from task to task.

Focus on one thing at a time. Work on it till it’s done or set a timer and work for an hour or 2 hours on the task. Then switch your focus and put all your attention on the next task. Giving intentional focus to each item on it’s own will yield better work.

7. Trying to remember things causes too many open loops

Having ideas is a great thing. Those ideas yield a wealth of possibilities. The problem is that so many ideas often create a bunch of open loops in your brain. Instead of being able to focus on a single task you end up expending brain power trying to remember everything.

Advertising

To fight this have a notepad with you at all times and write down the title of that new book you heard about and want. If you’re not a fan of a paper notebook use a tool like Evernote and drop a quick note to reference later. Getting those open loops out of your head will allow your brain to focus on the task at hand.

8. Dwelling on the issues that may happen causes inaction

Any sane person tries to account for the unknown. You may hit traffic on the way to visit a friend so you leave early. But some people sit in a state of looking for issues figuring they can move forward when they’ve accounted for all possible issues.

You’ll never find them all. Instead give yourself and hour or maybe only 20 minutes to look for and come up with solutions to issues then take the next step. There is nothing to stop you from getting a few steps towards finishing then stopping and taking that 20 minutes again with the new knowledge you have.

Next time you feel like things are overwhelming come back to this list and make sure you’re engaged in the things that matter not wasting your time.

Featured photo credit: fischerfotos via flickr.com

More by this author

4 Ways to Become a People Connector How Focussing On Project Failure Can Lead To Success 3 Ways To Cut Your Daily Work Interruptions 3 Reasons you need to prioritize sleep if you want to be successful 5 Reasons Saying Yes is Hurting Your Business

Trending in Productivity

1 Why Your Habits Hinder You From Reaching Your Goals 2 We Do What We Know Is Bad for Us, Why? 3 13 Bad Habits You Need to Quit Right Away 4 How to Reprogram Your Brain Like a Computer And Hack Your Habits 5 14 Ideas on How to Measure Productivity to Make Progress

Read Next

Advertising
Advertising
Advertising

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:

Advertising

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.

Advertising

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.

Advertising

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.

    Advertising

    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.

    More Productivity Tips

    Featured photo credit: William Iven via unsplash.com

    Reference

    Read Next