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I’ve Read over 100 Productivity Books and Summarized the 15 Most Important Tips

I’ve Read over 100 Productivity Books and Summarized the 15 Most Important Tips

Ten years ago, nearly to the day, I was given a promotion from starting-level engineer to upper management. Honestly, as exciting as the promotion was, I was incredibly overwhelmed. I felt that I didn’t have enough time to do everything that I needed/wanted to do and I began to feel that I was in over my head. Something had to give.

I’d heard of productivity books being helpful, so I decided to give it a try. I was hoping that the books would teach me how to get more done in less time. Not only did they help me achieve that goal, but other aspects of my performance as well.

After reading 100 productivity books, I have found that there are 15 key elements to staying productive and being efficient. I have compiled a list of my findings to help you to be as productive as you can be.

1. Don’t wait for others to set your deadlines, set them for yourself

While growing up with our structured school system, students are used to being given deadlines and working to meet them. This causes a problem when we suddenly don’t have a deadline to work towards. We tend to get lazy because there is no sense of urgency. This is why overachievers in school tend to be average in the real world, as they don’t have deadlines to work towards once no one sets it for them.

Successful people don’t wait, they set deadlines for their personal goals. While meeting external deadlines (those that are given to you) helps you to survive and meet the bare minimum, internal deadlines (those that you give yourself) make you push through your boundaries. The key is to be proactive, not passive.

2. Keep track of your time like you do your bank account

We like to think that we know ourselves well. But when asked to recall, we can’t remember what we did at this time on this day last week. Time is the most valuable resource we have. We need to track it like we do our bank accounts, because as the old saying goes, time is money. You can always earn more money, but you can never get back wasted time.

Keep a time-sheet to record how much time you spend on tasks. Even everyday/personal tasks. You’ll be surprised to see how much time you waste on certain things.

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3. Don’t focus on your weaknesses, work on your strengths instead

It’s common practice to improve your weaknesses. But that shouldn’t be your primary focus.  The most important thing is to first improve your strengths.  Having a strength means that you already have a foundation for it (otherwise it wouldn’t be a strength) and acquired the basic skills.  You should already have a solid idea of what to improve.  The difference is that this growth will be exponential versus improving anything else.

Weaknesses cause limitations because you’re starting from the ground up. Everything is so new and it can be difficult to identify what works.  But once you find those weak points, you can utilize your strengths (which you’ve improved) to help turn these weaknesses into an asset.

4. Rank tasks by importance, not the order you received them

Every task does not hold the same weight of importance as others might. Always ask yourself: What needs to be done right away? Regularly rank your tasks, and get the vital ones out of the way.

Sometimes we make the mistake of thinking that because a task came earlier, it is more important than the following tasks. Some tasks have a leveraging effect, so even if they arise later than other tasks, it should be prioritized to be finished right away.

Example: You are planning to brush up on your presentation skills, so you read 20 self-improvement books to reach your goal. Then you decide to read books on speed reading. The best move would have been to read the speed reading books first, to make reading your self-improvement books quicker and more effective.

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    5. Don’t bite off more than you can chew

    “You can’t eat the whole pizza at once.” Now while this statement may come off as a challenge (I’m sure some of you could scarf down a whole pizza with no issue) the point is that we think we can handle enormous tasks on our own. Taking on too much at once can be discouraging, and will ultimately lessen your motivation.

    The solution: break down big tasks into smaller, digestible tasks to create order and relieve some of the stress.

    6. Smart people know when to delegate

    Don’t feel obligated to do every little thing yourself. Doing more doesn’t mean doing better. In fact, if you have too much on your plate you are very likely to make careless mistakes because you’re trying to do too much at once. Recognize which tasks can be passed on to others so that you can focus on more challenging and important tasks.

    7. Use your brain for thinking, not remembering

    Information is unlimited, it’s impossible to remember everything. There’s a popular saying, “You have already forgotten more than you already know.” Meaning, there is just too much information to retain it all through memory alone. There’s a variety of tools that we can use to organize our thoughts and ideas for us, such as: computers, notebooks, our phones, etc.

    8. Review your productivity at the end of the day

    At the end of your day, take the time to reflect what you have accomplished, and what could be improved.

    Ask yourself these questions:

    • What have I done well?
    • What have I done poorly?
    • Why did some things not work out as planned?
    • How can I do better tomorrow?

    When we don’t reflect, we rely only on natural growth. Successful people concentrate on deliberate practice, where they actively identify and focus on things to improve. Even if you feel that you’ve done a job well done, still consider what could be done in terms of improvement. There is always something!

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    9. Sometimes cutting tasks is better than adding them

    Make it a practice to regularly clear out what isn’t useful to you. This can be manual tasks, physical items, or even relationships. Think about it, physical clutter doesn’t only take up space, but it inhibits our performance as well because we have the physical impression of overload. I know that I personally need to have an organized work space, or I just can’t concentrate.

    Just like we need to de-clutter our surroundings, we need to do the same with our digital space, only making room for what it important and deleting the rest. Your device will work more efficiently, and you don’t have to sift through endless folders and files to find whatever you’re trying to access. Less is more.

    10. Estimate time for your task

    Sometimes this is something that we slack off on, going into a project without considering how much time it is going to take us. To help with this, follow the 2 minute rule. If it can be completed within two minutes, get it out of the way first.

    Neglecting to estimate your time can cause you to waste time; because you do not have a real goal in mind or deadline you are trying to meet. If you don’t set a standard, then you won’t know which aspects need to be improved upon and tweaked for efficiency when the task is repeated.

    Example: You are making an avocado salad. Before beginning, how long do you think it is going to take? 30 minutes? 15? 3? When we consider the task at hand and the time needed to complete it, we start planning on how to do it more efficiently.

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      11. Stretch your creativity no matter what your job is

      We need a bit of creativity for every task that we complete, no matter how mundane it may seem. Creativity is not always a naturally given talent, but a muscle that can be trained. Perhaps you’re not the Renaissance man (or woman) of the century, but you can drum up some out-of-the-box ideas along with the best of them. We need a bit of creativity in order to step up our efficiency.

      This could relate to tasks such as time management or production procedures. You need to exercise your creativity to make an already existing practice even better.

      12. Know when to stop as tasks tend to devalue overtime

      When the productivity of a project beings to diminish, you need to know when it’s time to call it quits. Tasks tend to devalue overtime. The longer a task is taking, the less likely it is to be successful. When it starts to seem that progress is declining, it’s time to cut your losses and reevaluate your game plan.

      Example: When a business realizes that they are losing more and more money each month, they need to change their strategy.

      13. Always assume that you don’t know as much as you may think you know

      Because the truth is, most people don’t know much. There’s an endless supply of information relating to just about anything. Never be overly satisfied, always know that there is room for improvement. Just because you have a good thing, it doesn’t mean that it couldn’t be better. Always continue to strive for more and look for new insights. You’re really only the best if you look for new ways to grow. And most importantly, don’t allow yourself to be secretly arrogant. Or outwardly arrogant. Stay humble. You will gain much more respect from your peers and your followers this way.

      14. Identify your instant gratification and ditch it

      You might think that you don’t have an instant gratification trigger, but everyone has one. This is something that you don’t really need to work for, but fills you with enough confidence and feeling of productivity that you don’t feel you need to do anymore. What is yours? Identify yours, and overcome it.

      Example: Your boss is always very complimentary, nearly to the point of being coddled. Since you’re always hearing that you’re doing a good job, you feel like you don’t need to do more. But in order to improve, you should strive to do more to get to the next level of excellence.

      15. Start with the big picture, work down to the details

      Identify the ultimate goal at hand, and start from the beginning. Then, break down every task in sequential order that needs to be achieved in order to reach this ultimate goal. Double check your tasks at hand, ask yourself how it fits into the big picture and if it is really necessary. Could you time be better spent on a different task? Don’t just work mindlessly. Always consider the big picture and the moves you are making towards it.

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      Leon Ho

      Founder & CEO of Lifehack

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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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