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How to Stop Feeling Overwhelmed and Accomplish Your Goals

How to Stop Feeling Overwhelmed and Accomplish Your Goals

It seems like every day is a struggle between an endless to-do list and a limited amount of time. This struggle can make us feel extremely overwhelmed, triggering us into habits that are less than productive and that keep us from getting things done. When the day ends, we then feel a crushing sense of guilt and anger for not having accomplished what we set out to do.

Sounds familiar? Don’t despair! There is a way to get rid of that nasty sense of being overwhelmed by our list of tasks, to feel better towards our goals and to handle and our to-do lists like a pro! Here’s how:

Pick one thing

Feeling overwhelmed often happens when you feel you have too much to do. But here’s the thing: Regardless of how much you have to do, you can only do one thing at a time, period. Contrary to popular belief, multitasking is not doing more than one thing at a time, but rather stopping one thing and doing another, repeatedly. No matter what, you can only do ONE thing at a time. So pick that one thing and focus on that.

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The idea of only doing one thing at a time may seem stressful because it will feel like you’re ignoring important projects that need to get done. But give it a try! Pick one thing out of your to-do list and tell yourself: I will only focus on this right now until I finish (or until I reach a certain point). Act as if finishing this one thing, and not your entire to-do list at once, is your immediate priority. You will find this raises your productivity because you’ll be able to focus without feeling overwhelmed about everything else you need to do.

Get pumped

If you feel overwhelmed about a certain task, chances are you dread doing it. And even if you were to clear out your entire schedule just to focus on this one task, you may still find yourself procrastinating because you dread it so much.

So here’s what you do. Pump up the happiest, brightest music. Change your physical state to a positive one by sitting up high, pumping your arms, smiling, dancing, singing, whatever. Then imagine yourself doing this task while getting excited about it. Fake the excitement if necessary, but do it. Go through the steps of the task in your mind (quickly, don’t get too crazy with the details) while being excited! Imagine you are Rocky Balboa running up those steps waving your arms around in victory. Picture finishing this task and doing a happy dance, and rewarding yourself somehow. Get pumped up and excited, even if it feels artificial. The more you do it, the more you’ll believe it and the more you’ll want to get it done.

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Break it down

Maybe you’re feeling overwhelmed not because you have too much to do or because you are not excited enough, but because your project just feels too monumental. People who have to accomplish major goals like, say, writing a book, will often experience this.

The trick to make  the pressure off a major project is to break it down into actionable steps in order to make it more manageable. So take out a sheet of paper (or an excel spreadsheet or something of the sort) and break down the steps for your project. If it’s a book, for example, the steps could be: Overview, ideas for chapters, outline, detailed outline, etc. Just make sure it’s not so many steps that the process feels bigger than it should be.

This is a great exercise not only because it helps to curb the dread that comes with being overwhelmed, but also because it helps you see the steps to a project, and aids in planning and execution. You’ll find you’ll do a better job at anything if you break it down into smaller, digestible steps.

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Timebox it

This productivity hack is a favorite of most self-help junkies and there are plenty of different timeboxing methods and even apps to get you going. But the main premise is this: Carve out a reasonable amount of time to focus on a task, just one task. Then set an alarm. Once that alarm goes off, you’re done. Either go take a break or move onto another task.

It is unbelievable how much easier it is to get something done when you tell yourself: I’ll work on this for only 20 minutes and no more. I promise you’ll find that you work harder in those 20 minutes than you would if you had given yourself all day to do this thing. And it takes off so much pressure if you’re going to devote a limited amount of time to a chore! It makes the task feel easier, lighter and even funner. This will be a hack you’ll use for years to come!

Make it smaller in your head (Focus on the next step)

Oftentimes we feel overwhelmed in completing a task because we make that task so monumental, important, huge in our head. Take writing a book for example. Maybe you’re feeling overwhelmed not at writing a book, but because you’re imagining that this book will have to be big, it will have to break records, it will have to be revolutionary. So you’re creating this invisible unattainable goal that goes beyond just writing the book. We do this all the time without noticing it – we create these unspoken and unrealistic goals. And of course we should always aim to do our very best. But when we have what feels like an epic goal to achieve, it is much more likely we’ll quit before we even begin.

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The only fix is to make the task a bit smaller in your head. You do this by focusing on the next step. Instead of thinking: I’m going to write the next Harry Potter series, just focus on brainstorming the best ideas for a fiction book. And then focus on writing the best outline possible, and then focus on achieving excellence in completing another step, etc. If you focus on giving your all on just the next step, you won’t have to give up any lofty goals but will feel like each task you do is reachable instead of impossible.

Think of why

Lastly, a quick way to feel less overwhelmed with what you have to do is to think of why. When we look at the bigger picture, we often find the strength needed to get through a particularly difficult to-do list. When we know why we do what we do, it makes it easier to actually do. When a job feels bigger than us, we put more effort into it, with greater pleasure.

Whether the reason ‘why’ is for your children, or the success of your company, or to impact lives, think of that. Focus on that. Remember that. And you’ll find the last couple of drops of motivation that you needed to get through.

Featured photo credit: flick user Dima Bushkov via flic.kr

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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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