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How to Have the Second Brain to Remember More

How to Have the Second Brain to Remember More

Your whole life depends on you being able to retrieve things from your memory.

I’m sure you know what I mean… “Where are my keys?” “What major tasks do I need to complete today?” “What time is that meeting I need to attend?”

Questions such as these bombard our minds daily. If you’re able to recall the relevant information, you’ll keep your life on track. However, if you fail to recall the information – your life will start to move in a confused and unproductive direction.

We’d all love to boost our memories, but often we go about it in the wrong way. It’s not about how much information we can absorb into our minds, but how easily we can retrieve this information (which most people aren’t good at).

Information Overload = Memory Failure

We live in an information age, where our minds are besieged 24/7 by facts, figures, news, drama and trends.

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To maintain our standing among our peers, most of us strive in vain to keep up-to-date with everything from music to movies to politics.

It’s a never-ending whirlpool of information. And if you try to remember all of this information – you’re likely to find that your mind becomes so full that you begin to lose the ability to think clearly.

Information overload is a modern-day plague. And your memory is likely to be one of the plague’s victims.

For example, when you were younger, you may have loved to sing along with your favorite songs. Sadly, as you’ve grown older, you’ve started to forget the words to the songs. The more you try to recall the words – the further from your mind they seem to be. It’s frustrating, and has probably blighted a pastime that you used to love.

Could it be that over the years, you’ve tried to remember just too many songs? Perhaps.

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As you’ll see below, continually overloading your memory, can lead to recall issues and embarrassing social interactions.

It’s on the Tip of My Tongue, But…

It can be distressing when the flow of our conversation is blocked by our inability to recall information. And this can be especially traumatic if it takes place during a formal work environment.

For instance, imagine that you’re doing a presentation at work to some potential clients. You’ve created PowerPoint slides to guide you through your presentation, but the bulk of the message you’re hoping to convey is held in the memory banks of your mind. You start your presentation positively, but after a few awkward questions from one of the clients, you notice your confidence slipping – and your recall ability falling too! Suddenly, facts and figures seem out of your grasp. You’re stuttering, and rapidly losing the attention of the audience. To put it another way: you’re presentation has gone down the pan!

Storing tons of information in your memory is worthless if you’re unable to recall the parts you need – at the time you need them. Luckily, there’s a way to give your physical memory some much-needed breathing space.

How to Let a ‘Digital Brain’ Take the Strain

Our physical brains can only offer us a limited amount of memory storage and recall abilities. These limits used to be sufficient, but as mentioned earlier, we now live in an information age, where our ability to absorb and recall information has been stretched beyond our normal capabilities.

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What’s the answer to this problem? Well, you could start by giving some of this storing and recalling work to a digital brain.

By this, I don’t mean you should turn yourself into a cyborg. In fact, the only thing you’ll be turning yourself into is a super-efficient and productive version of yourself!

I’ve called it a digital brain, but you’ll know it simply as digital or online storage. And you’re sure to recognize some of the tools:

  • Airtable
  • Dropbox
  • Evernote
  • Google Drive
  • Pocket

The above software (and other similar ones) allows you to store, organize, and easily retrieve information. For example, Pocket lets you capture blogs, news and videos into a digital pocketbook. This is achieved through a one-click process. Once the content is within your pocketbook, you can retrieve and view it at any time. Clearly, this is far more efficient than trying to remember which stories you’ve seen earlier in the day – but hadn’t had chance to read/watch.

Instead of trying to remember everything with your physical brain, begin moving over some of the information to your digital brain. Whichever tool (or tools) you decide to use, you’ll immediately be able to take advantage of the following benefits:

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  • You can store as much information as you wish. (Free plans may offer only limited storage.)
  • You can easily organize and prioritize the stored information.
  • The stored information is available in an instant, 24/7, 365 days a year.

Compared to relying 100 percent on your physical brain, the addition of a digital brain will help you immensely. You’ll be able to determine what to store, what not to store, and when to retrieve information. You’ll also be able to use a digital brain to help you with your to-do lists and goal planning.

I personally use Google Drive for storing all my documents and images, and I use Todoist to help me manage my day-to-day tasks and workload. I’ve found using a digital brain to be liberating. Before, I used to stress over trying to remember everything – now my mind feels relaxed and free. I also have more mental energy for creative pursuits.

You may think that highly-productive people must be blessed with super-powered memories. For sure, some are, but most of these people are ordinary folks, with one difference… They have learned how to use a digital brain to help them store and retrieve information – and to organize their lives.

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Craig J Todd

UK Writer who loves to use the power of words to inspire and motivate.

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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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