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3 Ways to Increase Your Productivity Without Burning Out

3 Ways to Increase Your Productivity Without Burning Out

You want to get more done every day, but you’re already doing so much that the thought of adding anything makes you feel sick to your stomach. How do you get more done without getting bogged down in the daily “urgent” tasks like email and meetings?

Years ago when I started my business I was stuck in that daily grind of emails and appointments that I simply couldn’t get out of. They all felt important but only a few items actually pushed my business forward. The rest was just busy work.

It took me instituting 3 things to get my time back and start pushing the truly important projects forward. Today I want to share those 3 things with you so you can start putting your focus on the right things in your life.

1. Say NO.

This is the most important aspect of getting more productive without burning out. Before you move on to the other things in the list you need to make sure that you’re focused on the right things in your life.

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Last week I had 3 people I know invite me for coffee. I could have said yes, but my real focus is packing a house to move and getting ready for a month-long vacation. Because the important tasks of my week didn’t leave room for going out with friends, I told them to get in touch with me after my vacation.

It’s so easy to want to please a new prospect in business, but before you worry about pleasing them you need to ask yourself if you should even be working with them. Just because someone wants to work with you or sends you an email doesn’t mean that you need to work with them or respond to the email. That request is simply an indication of what they think is important for you to use your time on.

If that prospect doesn’t fit with your current business focus, tell them you can’t work with them. If you get emails asking for your time on things that don’t fit with your current focus, politely decline the opportunity.

Your default answer to any inquiry for your time needs to become “no.” Start with no and then evaluate how the request matches up with your focus. Only change the no to a yes when it matches up with your focus.

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Staying focused on the few things we really should be doing is the best way to keep us energized while making sure that we don’t have a deluge of busy work stealing our attention from what matters.

2. Delegate.

Unfortunately, despite your best efforts there are always going to be some things you can’t say no to. Maybe it’s your taxes. Few people enjoy doing them or are gifted in tax prep, but it’s something we have to do or we can expect the tax agency to come visit you.

Despite having to get my taxes done, I’ve never done them even in a year when I made $8k for 12 months. I paid someone to submit my taxes for me. I don’t even enter my day-to-day receipts; I’ve delegated that to my assistant.

Do you need to set up your weekly email to your email list? Once the content is written, someone else can do the busy work of setting it up in your email marketing software. Your time is more effective spent writing more content.

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If you have any repetitive tasks, delegate them. It’s going to take investment up front to build the training material, but then you don’t have to touch that task again.

Getting these tasks out of your list means you can stay focused on the things that you do best.

3. Automate.

A close cousin to delegation is automation. In fact some people say that before you look at delegation you should be looking at automation because if you can automate a task, it means you don’t need to delegate it.

I use this with my invoicing software 17hats and their “workflows.” Instead of taking a few minutes at the beginning of every project to write the same email and send it, I now just let 17hats take care of the project intro email for me.

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Zapier is another great tool to automate easy repetitive things. You could use Zapier to push your email receipts off to Evernote for long term storage and the person you have entering your business receipts. Investing a few dollars a month in Zapier can save you hours of time a month in repetitive tasks.

What tasks do you do regularly that can be automated? Do you send essentially the same email to every client at the beginning of a project? Save it in a tool like TextExpander and never write it again.

With these three tools in under your belt, you can cut so many of the things that steal your focus. Stop doing things over and over, and instead, automate. What you can’t automate, delegate to someone who can do it better or cheaper.

Most importantly, do a serious evaluation of what you’re doing and make your default answer to new requests “no.” Only say yes to opportunities that you’re passionate about and fit in with your focus.

Doing these three things is going to give you new energy in your life as you only need to focus on the things that matter most to you.

Featured photo credit: pedrosimoes7 via flickr.com

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Last Updated on July 8, 2020

How to Prevent Decision Fatigue From Clouding Your Judgement

How to Prevent Decision Fatigue From Clouding Your Judgement

What is decision fatigue? Let me explain this with an example:

When determining a court ruling, there are many factors that contribute to their final verdict. You probably assume that the judge’s decision is influenced solely by the nature of the crime committed or the particular laws that were broken. While this is completely valid, there is an even greater influential factor that dictates the judge’s decision: the time of day.

In 2012, a research team from Columbia University[1] examined 1,112 court rulings set in place by a Parole Board Judge over a 10 month period. The judge would have to determine whether the individuals in question would be released from prison on parole, or a change in the parole terms.

While the facts of the case often take precedence in decision making, the judges mental state had an alarming influence on their verdict.

As the day goes on, the chance of a favorable ruling drops:

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    Image source: Proceedings of the National Academy of Sciences

    Does the time of day, or the judges level of hunger really contribute that greatly to their decision making? Yes, it does.

    The research went on to show that at the start of the day the likelihood of the judging giving out a favorable ruling was somewhere around 65%.

    But as the morning dragged on, the judge became fatigued and drained from making decision after decision. As more time went on, the odds of receiving a favorable ruling decreased steadily until it was whittled down to zero.

    However, right after their lunch break, the judge would return to the courtroom feeling refreshed and recharged. Energized by their second wind, their leniency skyrockets back up to a whopping 65%. And again, as the day drags on to its finish, the favorable rulings slowly diminish along with the judge’s spirits.

    This is no coincidence. According to the carefully recorded research, this was true for all 1,112 cases. The severity of the crime didn’t matter. Whether it was rape, murder, theft, or embezzlement, the criminal was more likely to get a favorable ruling either early in the morning, or after the judges lunch break.

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    Are You Suffering from Decision Fatigue Too?

    We all suffer from decision fatigue without even realizing it.

    Perhaps you aren’t a judge with the fate of an individual’s life at your disposal, but the daily decisions you make for yourself could hinder you if you’re not in the right head-space.

    Regardless of how energetic you feel (as I imagine it is somehow caffeine induced anyway), you will still experience decision fatigue. Just like every other muscle, your brain gets tired after periods of overuse, pumping out one decision after the next. It needs a chance to rest in order to function at a productive rate.

    The Detrimental Consequences of Decision Fatigue

    When you are in a position such as a Judge, you can’t afford to let your mental state dictate your decision making; but it still does. According to George Lowenstein, an American educator and economy expert, decision fatigue is to blame for poor decision making among members of high office. The disastrous level of failure among these individuals to control their impulses could be directly related to their day to day stresses at work and their private life.

    When you’re just too tired to think, you stop caring. And once you get careless, that’s when you need to worry. Decision fatigue can contribute to a number of issues such as impulse shopping (guilty), poor decision making at work, and poor decision making with after work relationships. You know what I’m talking about. Don’t dip your pen in the company ink.

    How to Make Decision Effectively

    Either alter the time of decision making to when your mind is the most fresh, or limit the number of decisions to be made. Try utilizing the following hacks for more effective decision making.

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    1. Make Your Most Important Decisions within the First 3 Hours

    You want to make decisions at your peak performance, so either first thing in the morning, or right after a break.

    Research has actually shown that you are the most productive for the first 3 hours[2] of your day. Utilize this time! Don’t waste it on trivial decisions such as what to wear, or mindlessly scrolling through social media.

    Instead, use this time to tweak your game plan. What do you want to accomplish? What can you improve? What steps do you need to take to reach these goals?

    2. Form Habits to Reduce Decision Making

    You don’t have to choose all the time.

    Breakfast is the most important meal of the day, but it doesn’t have to be an extravagant spread every morning. Make a habit out of eating a similar or quick breakfast, and cut that step of your morning out of the way. Can’t decide what to wear? Pick the first thing that catches your eye. We both know that after 20 minutes of changing outfits you’ll just go with the first thing anyway.

    Powerful individuals such as Steve Jobs, Barack Obama, and Mark Zuckerberg don’t waste their precious time deciding what to wear. In fact, they have been known to limiting their outfits down to two options in order to reduce their daily decision making.

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    3. Take Frequent Breaks for a Clearer Mind

    You are at your peak of productivity after a break, so to reap the benefits, you need to take lots of breaks! I know, what a sacrifice. If judges make better decisions in the morning and after their lunch break, then so will you.

    The reason for this is because the belly is now full, and the hunger is gone. Roy Baumeister, Florida State University social psychologist[3] had found that low-glucose levels take a negative toll on decision making. By taking a break to replenish your glucose levels, you will be able to focus better and improve your decision making abilities.

    Even if you aren’t hungry, little breaks are still necessary to let your mind refresh, and come back being able to think more clearly.

    Structure your break times. Decide beforehand when you will take breaks, and eat energy sustaining snacks so that your energy level doesn’t drop too low. The time you “lose” during your breaks will be made up in the end, as your productivity will increase after each break.

    So instead of slogging through your day, letting your mind deteriorate and fall victim to the daily abuses of decision making, take a break, eat a snack. Let your mind refresh and reset, and jump-start your productivity throughout the day.

    More Tips About Decision Making

    Featured photo credit: Kelly Sikkema via unsplash.com

    Reference

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