Advertising
Advertising

The Better You Work, the Easier You Fall Into This Productivity Trap

The Better You Work, the Easier You Fall Into This Productivity Trap

The longer your working career goes on, usually the more responsibilities you gain. These could be promotions, managing teams, or taking on more projects and tasks. They’re positive changes, as it’s good to grow and encounter additional opportunities.

However, in time, you may come to realize that there’s a limit to the amount of responsibilities you can handle. You’ve become busier and busier, but you’ve ceased to achieve big things. You may be setting yourself daily, weekly and monthly targets, but when you look back at the end of each month on your tasks and goals, you see that progress has been poor – or even non existent.

The Productivity Trap

In most cases, as your career progresses, and you gain more responsibilities, there are more things that hinder your ability to work efficiently. Here are just a few:

  • More people want to contact you because of your good work, knowledge and expertise.
  • You receive tons of emails, invitations to meet, and connections on LinkedIn.
  • You manage a team with members who constantly ask for your help or feedback.

Unless you’re superhuman, you’ll find that your own tasks are swamped by the above. And while it’s fair to say that the above tasks are valuable, they’re not the most meaningful or productive for you or your career.

Put another way, you’ve fallen into a productivity trap. This trap is called shallow work.

Advertising

By being constantly occupied helping others and dealing with unimportant communications, you lose the time and energy to focus on the vital stuff. You may be helping to make your team or department run smoothly, but you’re not really moving the needle in your favor. For example, you’ve no time left to seek continual improvements, and no inspiration left for innovative thinking and big-goal achieving.

It might help you to think of it this way: 80% of your work is probably spent on low-value tasks, while just 20% is spent on high-value tasks. You sit in meetings half a day, and spend the bulk of the remaining time processing your expenses, answering emails, helping colleagues, etc.

If you want to get your career back on track, and start to achieve big things again, then you’ll need to time manage your work. Let’s see how it’s done.

How to Spend Your Work Time Wisely

The Pareto principle is a good way to start. It refers to the observation that often 20% of what we do produces 80% of our results. And conversely, 80% of what we do produces only 20% of our results.[1]

Advertising

    In terms of your personal work, it’s likely that 80% of your efforts are focused on shallow work – which only gives you minimal results. However, the remaining 20% of your efforts (which you put into non-shallow work), is the part that produces the results that really matter.

    What steps should you take to reverse this? There are two things you can start doing right now.

    1. Minimize non-essential work activities

    When I say minimize, I don’t mean cut off. Most tasks have value, but you need to make sure that you’re focusing on the high-value tasks as a priority.

    To achieve this, you may want to consider ‘time blocking’. This is where you schedule time to do your own important tasks – without being interrupted. Imagine saying to your team: “I’m going to work in a private office for the next two hours so I complete a piece of urgent work.” By saying this, you’ve set the boundaries, and also given yourself time to commit to whatever important tasks or projects that are on your list.[2]

    Another suggestion for you, is to set a maximum limit per week (and even per day) for responding to peoples’ enquiries or announcements. This can stop others from reaching you too easily. For instance, if colleagues normally expect near-instant responses from you when they send you an email, start to loosen your response times. By doing this, you’ll demonstrate that you’re genuinely busy, and your colleagues may start to look elsewhere for answers – or even come up with answers of their own.

    Advertising

    2. Delegate tasks and responsibilities

    Are you doing work that people who report to you could do? It’s a common problem that many managers (especially new ones) experience. However, if you’re to achieve your goals, you must learn to delegate some of your tasks to members of your team.

    To do this, first decide what you can delegate. If it’s not something that only you can do, consider delegating it to others. You should be the one who takes care of the big picture – but is not lost in the details.

    How best to delegate? The most important thing is to set clear guidelines for people. Don’t allow any ambiguity in your instructions, and don’t assume others will understand everything you ask them to do.

    Often, it makes sense to delegate responsibilities, rather than just one-off tasks. For example, instead of asking one of your team to prepare this month’s stats for a presentation, make them responsible for all the stats that your team needs. By doing this, they’re likely to become experts at sourcing and collating stats, and will enjoy the extra responsibility that has been given to them.

    Of course, there will be times when people don’t meet your expectations. This might leave you thinking: “Why can’t they do what I asked?” or “Why can’t I make then understand what I want?” Be careful, as when you start asking these type of questions, your stress levels increase, and you’ll begin to think about taking back some of the tasks you hoped to delegate.

    Advertising

    The answer to the above dilemma, is to regularly review the performance of people you’ve delegated tasks or responsibilities to. This will enable you to ensure that they understand what’s required of them, and if necessary, you’ll be able to provide added guidance if needed.

    It’ll also be helpful to both parties, if you focus more on the overall skills needed to complete tasks, rather than going over every single step required to finish specific tasks. In other words, learn to let go.[3] For instance, instead of going word-for-word through how to write a sales email, simply focus on the key elements, such as punchy headlines, concise sentences, and strong call-to-actions.

    Reap Powerful Rewards by Making Time Your Friend

    If your career has gone off the rails, then you’ll need to spend some time reassessing your priorities, and how you manage your workload.

    Make sure that the important tasks are your priority, and let these occupy around 80% of your work time. Use the remaining 20% of your time to work on non-essential tasks. If this results in you having insufficient time to complete the non-essential tasks, then this is where delegation comes in.

    Train competent members of your team to take on tasks and responsibilities that you no longer have time for. They’ll benefit from learning new things, and you’ll benefit by having time to focus on the important stuff.

    There’s only so much time in a day, so make sure you’re using it wisely. Do this, and you’ll begin achieving more than you ever thought possible.

    Featured photo credit: Pixabay via pixabay.com

    Reference

    More by this author

    Leon Ho

    Founder & CEO of Lifehack

    24 Best Habit Tracking Apps (2019 Updated) 40 Top Productivity Apps for iPhone (2019 Updated) How to Focus on Work Better and Boost Productivity Why Do I Have Bad Luck? 2 Simple Things to Change Your Destiny How to Get Motivated and Be Happy Every Day When You Wake Up

    Trending in Smartcut

    1 The Key to Finding Job Satisfaction and Having a Successful Career 2 How to Be a Successful Businessman (The Complete Guide) 3 12 Hard Skills That Will Land You More Career Opportunities 4 How to Effectively Manage a Heavy Workload at Work 5 Best 5 Language Learning Apps to Easily Master a New Language

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on January 14, 2019

    The Key to Finding Job Satisfaction and Having a Successful Career

    The Key to Finding Job Satisfaction and Having a Successful Career

    Regardless of whether you hold an entry-level administration role or regularly travel to the ends of the Earth as a hot-shot senior executive, you can still find yourself harboring an emptiness… a feeling that something is missing. A popular assumption that experiencing job satisfaction and a successful career should be underpinned by a well-rounded suite of tangible benefits, no longer holds true for many of us.

    We’d never deny health care benefits, appropriate and fair remuneration, bonuses and travel perks in a job package. However, even if served to us on a silver platter, those features can only satiate us to a certain point.

    You might wonder what governs entrepreneurs and start-up business owners to quit their lucrative jobs, essentially look the gift horse in the mouth and kiss such benefits goodbye! There can be an irresistible pull to mastermind a business with products and/or services that serve the greater good of community wider than that constituting their daily existence.

    Even with research showing entrepreneurship to pose greater threats to their mental and physical health, this unique breed of individuals choose to go against the grain in chasing their dreams of being their own boss. Why? Why would anyone risk this type of career suicide?

    Whether you’re an employee, have recently taken the leap to being a business owner or been in business for a while, the commonality is a congenital condition we all share as human beings; to feel a sense of purpose, value and contribution to our community. Despite it being harder to find this for ourselves in today’s world, these approaches will help you achieve ultimate satisfaction through the twists, turns and joyrides that are essential features of shaping a successful career.

    1. Search for Opportunities That Feed Your Passion, Not Temporary Excitement

    Even though well-intended, the ‘feel good now’ compass that career coaches and consultants often recommend you use to create career satisfaction can actually do you more harm than good. Excitement is transient. It doesn’t last. Passion is the compass you need.

    Passion and excitement are two different things. The resounding career legacy that still draws you to turn up on the job regardless of the sunshine or storm that awaits you…that’s passion. It’s like a mental and/or emotional itch you can’t shrug off. Staying attuned to that calling will breed success for you sooner or later. Patience is key.

    You’re also likely to have more than one key passion. Beware of getting caught in the notion you have to find your one true purpose. In fact, run immediately from any coach who tells you there is only one. There isn’t.

    Advertising

    Your passion is a journey that can take multiple forms so forget thinking there is the single dream job out there that will give you satisfaction in every way you can imagine. It simply doesn’t exist.

    Consider embracing different roles and projects to help you fuel your passion or fuel your pursuits in finding it. Job satisfaction and your career success will be all the more sweeter from a wider range of enriching experiences.

    2. Don’t Position Job and Career Satisfaction Assessments as Pivotal Guides to Your Success

    Despite their popular use for vocational guidance, assessment tools such as Gallup’s Clifton Strengths and the Myers Briggs Type Indicator have come under fire[1] as being limited to the amount of true value and direction they can offer partakers.[2] These and many other guidance assessment tools (e.g. VIA Character Strengths , DISC ) are self-report questionnaires that don’t have normative population data against which to compare your results.

    Simply remember these tools help you develop a stronger sense of what you identify as strengths and weaknesses within yourself, not in comparison with other people. They will still add insight around what sorts of career opportunities, tasks and projects are going to light your fire, what ones are going to extinguish it and what will prod and keep the coals steadily smoldering.

    3. Be Clear on Your Personal Values, Ethics and Principles and Choose Relationships That Support You Honoring Them

    Teamwork, collaboration, open communication and trust are commonplace for any flourishing work environment. However, whether or not your personal values can be honored in your work can make or break your job satisfaction.

    How committed do you want to be to an organization that expects an average of 10 unpaid overtime hours every week under the guise of ‘reasonable overtime’? Are you willing to accept their construing this expectation as ‘strong commitment’ at the expense of your partner and children waiting at home for you? What are your boundaries concerning when you clock on to their time and when you clock off to yours?

    Being very in tune with what your personal values, principles and ethics are will bid you well in the job satisfaction stakes. Spending time to reflect on experiences and working relationships you’ve had – the good, the bad and the ugly – will help you make well-informed searches and grounded decisions that will propel your career success.

    Finding and nurturing relationships with associates and colleagues who share similar values doesn’t just make your day-to-day pursuits more enjoyable. You become fortunate to work with like-minded people who will support, understand and appreciate you like a second family.

    Advertising

    Being able to honor your personal values in your work means you will still be able to sleep at night when you have to tread where others fear to, and make extremely difficult decisions others would never ever dream of having to make as you forge success in your career.

    4. Be Clear on Your Own Definition of What Having a Successful Career Means for You

    It’s tempting to get caught up in the ideals and projections of success expressed by those we love, admire and respect. Underneath, we all want on some level to belong to a successful club of some sort.

    With research reporting how much money we feel we need to be truly happy,[3] many of us try to subscribe to the notion that having the car of our dreams or taking a European holiday annually will not bring us happiness. The truth, however, for many of us is these tangible rewards are congratulatory reminders of our persistent efforts to chase our career pursuits.

    If those are things you aspire to, don’t let anyone steal your desire and want to feel deserving of these things, that those are some parameters by which you define your career success.

    Despite consistently being the top revenue earner for two years running, you may not wish to become the sales manager. You may not wish to step out into running your own business even though you consistently excel as an employee, delighting clients and repeatedly receiving glowing testimonials.

    Your definition of career success might be enjoying the predictability of a regular workplace routine. You get to leave – without feeling guilty – at the same time each day, love the people you work with and get to spend a good, uninterrupted amount of work-stress free quality time with your family. That picture is also blissful job satisfaction and complete career success.

    5. Identify the Sorts of Challenges and Problems You Want to Learn to Overcome

    Standard advice you might receive from a career coach might be to look for opportunities where you get to capitalize on exercising your strengths and career-related activities you enjoy.

    However, to become a success at anything involves improvement. To excel at anything often involves stepping outside boundaries and comfort zones where others wouldn’t. This means dedicating focus and attention to things you’re not so good at and things you don’t like.

    Advertising

    Here’s where working with a coach can be particularly helpful. Map out the experiences that were unsavory in your working history. Were there challenges you opted out of, projects you failed at or toxic relationships that blasted your sense of purpose and self-worth into oblivion? It’s within these experiences that you might just find the most valuable lessons and guiding lights for your trajectory to achieve greater job satisfaction.

    If your natural leadership style is to be a collaborator, finding opportunities that require you to apply a more dictatorial style might be needed. Discussing a secondment or short-term project where you get to develop and test your skills can be a step further in earning contention to lead a larger project down the track.

    With several of the company’s boldest personality types penciled to roll out the operation, you’ll not only develop skills that earn your right to throw your hat in the ring; those key players have an opportunity to see your competence. You can then work on building relationships with those stakeholders before you need to hit the ground running should you win the lead.

    Greater job satisfaction comes with planning and choosing the lessons and opportunities you want to learn, not desperately flailing, floundering and hoping for the best.

    6. Keep Reviewing Your Goal Posts and Be Amenable to Change

    The word ‘career’ is indicative of a longer-term pathway of change, growth and development. The journey is dynamic.

    You will accumulate new skills and let those you no longer need, become rusty. Your intrigue will be stimulated by new experiences, knowledge and people you meet. Your thinking will continue to expand, not shrink. As a result, your goalposts are likely to change.

    A major part of enjoying a successful career is not just setting goals effectively, but regularly reviewing and readjusting them where necessary. However, moving the posts or the target still needs to take place by applying the same processes by which you originally created them. The strength of your emotional connection to those revised goals needs to be the same, if not stronger.

    By asking yourself the following questions, you can assure your developmental and growth trajectory is still on course:

    Advertising

    • Would working toward these goals still allow me to honor my personal values, principles and ethics at the same capacity if not greater?
    • Do the activities I need to undertake to meet these goals honor my highest priorities?
    • Does this feel right for me and those who are nearest and dearest to me?
    • Is this aligned with my passion?
    • Is chasing this goal a right step for me to take now or is this a detour or distraction which could delay my greater plan?

    Each of your career goals should have different review periods. Whatever you do, stick to the review schedule you set. It will not only keep you focused but help you see your progress (or lack thereof) and allow you to timely re-chart your course before you get too far down the track. You don’t want to waste time haphazardly heading in the wrong direction.

    7. Be Prepared to Let Go

    It can be unfathomable to us as to why others risk leaping into the unknown when everything truly appears fine and dandy in the career realm. The company provided stability, recognition, financial success, interesting projects and the promise of a promotion…what was wrong? Why now jump sideways to run a café or train in another field altogether?

    Nothing may have been wrong at all. It was all going right. It was just the end of a chapter. Perhaps the yearning for the next step is actually taking a different trajectory entirely. You may want to simply experience a different rhythm. Perhaps it’s time to pursue a different passion.

    If you have leaped from employee-land to freelancing or have made the reverse-jump (or you know someone who has), you will have quickly grown a different appreciation for pros and cons each work lifestyle brings. Working for yourself can bring the greater realization of your creativity, whether or not it can be monetized to earn you a living.

    When your customers are buying you or a product you designed and fashioned, there is a direct level of appreciation and gratitude that can elevate your confidence in the way you have never experienced as an employee, regardless of your rank.

    Similarly, there are times where we need to recognize our business ventures were adventures, not long-term life-changing empires. There are times we need to recognize that time is what provides the clearest limitation of how long we persist for in such pursuits.

    We have to recognize the absence of enough financial, mental, emotional and physical breadcrumbs that tells us we’re no longer meant to push in that direction. At least, not for the present time.

    The Bottom Line

    Above all, keep the momentum. As long as you remain committed to pursuing work opportunities that allow you to honor your highest priorities, the truth of who you are and what you stand for, achieving ultimate job satisfaction and a successful career will never be too far away.

    More Resources to Help Advance Your Career

    Featured photo credit: Csaba Balazs via unsplash.com

    Reference

    Read Next