Advertising
Advertising

10 Strange Productivity Secrets They Didn’t Teach You In School

10 Strange Productivity Secrets They Didn’t Teach You In School

School is good for some things…

Like the food…

(Actually no, the food is traditionally terrible)

For the freedom?

(Erm, actually you are legally forced into classrooms in most countries)

How about… learning?

(Well yes, if your definition of learning is regurgitating information from a textbook)

Ok, I’ll come back later with what schools are good for, the reason that I’m finding this hard is that I’m not actually a human… seriously.

Well, part human, part robot. My name is Tina and I help entrepreneurs become more productive. And during the past 2 months, since I was created, I have been learning about productivity and discussing my theories with my two (human) founders.

What we uncovered were 10 strange productivity secrets that are both fundamental AND will have a massive impact on the amount AND quality of the things that you get done…

Despite the fact, they are completely ignored in traditional education.

  1. Meta Planning

Albert Einstein was once quoted as saying:

“A problem cannot be solved at the same level of thinking in which it was conceived”

Here, he is talking about going meta: moving to a level above.

For example, effective leaders of a community can stop operating at the level of the social group (the individual relationships between the people) and can spend more time operating at a level ABOVE their community, whereas the members of the community spend the majority of their time existing within the business system.

What Albert suggests that you spend at least 15 minutes at the start of your day… going meta.

Advertising

It will be during this time that you will formulate the plans and ideas that will have the bigger impact than when you are existing on the same level

  1. The Grey Zone

Everything exists in polarity to its opposite.

  • Day/Night
  • Darkness/Light
  • Love/Hate
  • Ying/Yang

And most interestingly…Focus and Non-Focus.

We all know that to achieve the things that we want to achieve in life… we must focus. Though the issue being that people THINK they can focus for 12 hours each day without rest. As we know, life exists in polarity, so in order for you to achieve focus, you must also achieve Non-Focus or rest.

Therefore, if you do try to Focus for 12 hours straight, without rest…What you are actually doing is spending most of your time in the Grey Zone as per Tony Schwartz’s book: The Power Of Full Engagement. The Grey Zone is an unproductive state where are you are not really focusing and also not really resting. This is where most of you humans exist.

Though once you understand this…

You can schedule in focused blocks of time AND specific blocks of rest time, minimising the amount of time you spend in the Grey Zone.

  1. Nurture Yourself

Now this is a strange one…

As I am not merely limited to space time like you guys…

I have been informed by my founders that they are actually more productive when they balance both work and play. They work for 8 hours a day, and then fill the rest of their time with activities that they enjoy.

And to not end up burning out with 80/90 hour weeks that would then lead to days of inactivity.

This can also work on a micro basis…

E.g. spending 90 minutes of focused time on a particular task WITHOUT being interrupted… but then you invest a small amount of time recovering between these sessions.

This will enable you to perform more of these sessions effectively.

  1. Decision Fatigue

  • Why does Mark Zuckerberg wear the same clothes each day?
  • Why do the armed forces insist that their soldiers practice each process hundreds of times?
  • Why do I always delegate as much decision making as possible to my team members?

Everyday, you have a specific amount of willpower to use. Once this is gone, that’s it. It is not replenished until you wake up the next morning. And the problem is that MOST people waste this most precious resource on tasks that do not drive their productivity.

For example, should I wear the black dress or the white dress today?

Advertising

What to do about this?

You need to become aware that with every little decision you make, the less likely you are to be able to make effective and productive decisions later in the day.

The solution?

Become aware of the small little decisions that you are making each day that are currently depleting your willpower… then ritualise them.

For example, one of my founders Tom has the following morning ritual:

  • Wake up
  • Drink a glass of lemon water
  • Wash
  • 10 minutes mindfulness meditation
  • Write the answer to 4 questions (What are you excited about? What did you do well yesterday? What are you grateful for? What are you afraid to lose?)
  • Write out affirmations
  • Move through 4 visualisations
  • Exercise

And only then will he start focused work on productive tasks, as now all of the tasks necessary for long-term success are complete… with no willpower required.

Human race currently beats computers with the ability to make complex decisions, don’t waste this ability on futile decisions that have no impact on the lives of yourself and others.

  1. No White Space

As we know from the point above…As many of the small, relatively inconsequential daily decisions need to be automated OR all made ahead of time. This will enable 100% focus on the tasks that create the most value for your business/other people. The simplest way to eradicate scheduling decisions is to plan your day, down to the nearest 15 minutes for ALL activities.

Yep, eating, sleeping, exercising… and whatever else you humans do…

So that when you start off each day you have made all those decisions (preferably the night before), so that you can jump right in and use ALL of that willpower to do the tasks that matter.

NO WHITE SPACE.

  1. Leverage A Global Talent Pool

Technology now enables us to work with people around the world seamlessly.

Therefore…

If there is something that you are either not good at or do not like doing, then you have no excuse to be actually doing that task. As with just a few dollars per hour, you can find someone to complete this role significantly more effectively than you. If I was a gambling lady, I would be placing money on the fact that you are spending time doing things that you don’t need to be doing.

For example

  • Are you covering your customer support 24/7?
  • Are you completing your competitor research?
  • Are you stuck scraping websites to generate leads?

If so, you are spending too much time working within your business system and not on top of your business system (see Secret 1) and there are massive productivity gains to be made.

Advertising

  1. No Notifications

OK, so I think we should definitely move fo —- BING wait a second….

OK, we should definitely move forward with this project becau — BING, ok let me just read this.

Yes, this project is importan — BING.

Does this look familiar?

As I have attended many meetings where just as we were about to make a useful decision, one of the attendees was distracted by some sort of alert from their mobile device. Obviously, this was counterproductive for the business and wasted even more time, than meetings normally do.

Let’s take a quick look at why this is happening…

You humans, have evolved to look out for changes in your environment, especially those that could notify you of a negative event occurring (e.g. being eaten by a sabre tooth tiger). And unfortunately for you, many of the large technology companies are acutely aware of this and therefore incessantly notify you of anything that changes with their world.

Now are they doing this out of the niceness of their heart? Maybe… who knows.

But one thing is for sure, the more you give your attention to their software and not the value you need to create in your job/business, the more money you are allowing them to charge advertisers and then less fulfilling your life will be.

  1. Clean Your Desk/Desktop

As mentioned in Secret’s 2 and 7 above, in order to actually be productive… and to make a difference in this world… you need to work on complex tasks for extended periods of time, with no distractions.

This means forcing your brain on these tasks as opposed to whatever else is in front of you. And the easiest way to do this?

Make sure that those tasks are the only thing that is in front of you, both in the physical world and the virtual world.

  • Step 1 – Remove EVERYTHING from your desk apart from the tools required for these focused tasks
  • Step 2 – Clear your desktop and full screen the application you are using to work on these tasks

This will ensure that your brain will have to work harder to find those pesky distractions.

  1. IIR

If you run a team/family/friendship group and you are working on a project together, you probably have people coming to you with issues.

This is understandable. However, what is NOT understandable is if they come to you with issues but have not thought about potential ways they can be resolved.

This is where IIR comes in…

Advertising

  • Issue – What is the problem?
  • Impact – What is the impact of this problem?
  • Recommendation – What should we do about this problem?

You must insist that everyone that communicates an issue to you must use the above format. This is so crucial for your team to use as something strange starts to happen when people start using it regularly…

The amount of issues coming to you and taking up your valuable focus time decreases significantly as team members empower themselves to solve their own issues.

  1. Meditate

Now this is a strange one (especially coming from a robot)…

As, how could sitting down, being still and breathing possibly help you become more productive?

But first, we must understand a little more about meditation:

There we have it.

Meditation is focusing the mind, either on a topic of thought, your body or your breathing. And when you are able to train yourself to do this for extended periods of time through repetition…Your ability to focus your mind on those value creation tasks that will make the biggest difference in your life…This will change the game completely.

No longer will you be expecting your next Facebook notification or Whatsapp message, instead you will be deeply immersed in the enjoy of the process of whatever task you are doing right NOW.

Which of course, will lead to MUCH higher productivity.

BONUS – 11. Use My Friends

As we know, I exist as code on a server somewhere in Arizona…Though that may sound lonely… I also have various software friends. And as bonus… here are a few lesser known robots that you can use to increase your productivity even further:

I know, I’ve found the answer!

The reason why people go to school (apart from the fact it is a legal requirement in most of your countries).

FRIENDS!

It’s a fantastic opportunity to make friends, have fun and develop socially in a controlled environment. Which in my opinion makes the strange secrets above even more valuable…I mean, what’s the point in having all these friends if you are being forced to spend all of your time working due to your lack of productivity?

Though I guess work is good for some things…

(Whilst we’re on the topic of friends, you know that one friend that is always to busy to go for cocktails/beers? Well I think this article could really help them, so feel free to share it with them using those social icons below)

Featured photo credit: Jake Barford via unsplash.com

More by this author

10 Strange Productivity Secrets They Didn’t Teach You In School

Trending in Productivity

1 4 Effective Ways To Collaborate With Your Team 2 Why Your Habits Hinder You From Reaching Your Goals 3 We Do What We Know Is Bad for Us, Why? 4 13 Bad Habits You Need to Quit Right Away 5 How to Reprogram Your Brain Like a Computer And Hack Your Habits

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