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Stepping Away From Your Work Skillfully Can Trick Your Brain To Be More Productive

Stepping Away From Your Work Skillfully Can Trick Your Brain To Be More Productive

Do you work long hours believing it’s the most effective way to get your tasks completed? If you do, then you’re not alone – it’s a common perception held by many that ultimate performance is achieved through time and effort and often think this is how to be more productive in our work life.

Our productivity is like a rubber band stretching to its capacity. Working harder is adding extra stretch to the rubber band but it’s futile because the rubber band will only end up over-stretching and break. When we put so much effort and hard work in one sitting, as tempting and productive as that can seem, it is counteracting how our brains work and finally our productivity levels deteriorate over time because we do not take the necessary breaks.

Taking Breaks Is Good For Your Productivity

Vacations are something we often look forward to but how much do we take advantage of these much needed breaks? A recent study found that employees who took vacations displayed higher levels of productivity, morale and improved job satisfaction.

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A real-life story that validates the finding: Mark Douglas, the CEO of advertising and marketing company Steelhouse, wanted to boost both his employees work life satisfaction and his company’s overall success by paying his workers $2000 a year to take a vacation.

Surprisingly, through this policy, he has not only cultivated a sense of trust and increased overall happiness within his company, but he also found that people who come to work recharged are more productive!

Focused Mode And Diffused Mode

The reason taking time out for vacations and taking breaks is so great for our productivity has much to do with how our brains work. We have two types of thinking modes: focused mode and diffused mode.

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Focused mode is when we spend long amounts of time on a task. It may involve marathon sessions of work, studying, memorising and problem-solving. Our brains focus entirely on what we need to do but can often lead to cramming too much in and believing getting something done all at once is ultimately productive but can lead to counter-productivity due to us not working at our best capacity.

Diffused mode is when we’re doing something else entirely and vaguely, sometimes subconsciously, thinking about what you are trying to solve. This happens when we take breaks and go on vacation – in other words, it’s creating a space where our subconscious mind is open to inspired action and problem-solving.

So by switching back and forth between these two modes, we’ll be more productive when switching back to a focused mode after spending time in the diffused mode during our breaks.

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How To Be More Productive Through Taking Breaks

To learn how to be more productive, we actually need to adopt both modes of thinking. Switching between focused and diffused modes is where the magic happens. While it’s important for our mind to be focused by spending time retaining details, learn and concentrate at a task, we also need the space for our mind to be more free and open to let the subconscious mind take over and allowing the information to be processed more effectively.

That means you should break down your work schedule into smaller, regular sessions and make sure you take breaks in between to take advantage of the diffused mode. This could mean just switching off and taking a walk, exercising, listening to music or the ultimate break – taking a vacation.

We mustn’t underestimate the benefits we reap from taking time out and relaxing. If we make it all about focused mode we don’t take advantage of our brain’s true potential and ability to be at its most productive. So don’t shy away or judge yourself for stepping away from your work – you are doing your productivity and, ultimately, your career a massive favour.

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Featured photo credit: snapwiresnaps.tumblr.com via pexels.com

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Jenny Marchal

A passionate writer who loves sharing about positive psychology.

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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