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Last Updated on February 7, 2018

Want To Know How Much You’re Getting Done In A Day?

Want To Know How Much You’re Getting Done In A Day?

I’ve always been interested in finding new ways to boost my productivity.

Recently, a colleague of mine recommended an online productivity assessment tool that he’d tried out. His words caught my attention, especially as he mentioned that the assessment was free – and only took around 2 minutes to complete!

For most people (including myself), productivity is the difference between success and failure.

Just think about your typical working day… However well you plan your tasks at the start of the day, if your productivity falls below par, you’ll quickly find yourself running out of time to complete all your work.

So, what is the online productivity assessment that my colleague recommended?

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It’s called the GTD-Q® assessment. Developed by David Allen, the assessment evaluates two key elements of self-management: control and perspective.

While the assessment is not supposed to be a comprehensive overview of the way you work, in just 2 minutes of answering some simple questions, you’ll be able to gain valuable insight into what your personal productivity level currently looks like.

Could a 2-Minute Quiz Help You Get Things Done?

David Allen created his Getting Things Done®(GTD) system after he came to the realization that: “Your mind is for having ideas, not holding them.”

GTD is the work-life management system that has helped countless individuals and organizations bring order from chaos.

People who have undertaken the system report greater performance, capacity and innovation. On top of these things, the system helps alleviate the feeling of being overwhelmed, while at the same time instilling focus, clarity and confidence in the individual.

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What does the assessment look like? Well, here’s a screenshot of the first five questions…

    There are 18 questions in total, and as I’ve mentioned earlier, it should just take you a couple of minutes to answer them all.

    As you can see from the screenshot above, for each question (or statement) that you are presented with, you’ll have a choice of selecting one of the following answers:

    1. Strongly Disagree
    2. Disagree
    3. Neutral
    4. Agree
    5. Strongly Agree

    It’s important to remember that there are no wrong or right answers in the quiz. Instead, focus on answering all the questions in as open and honest manner as possible. By doing this, you’ll gain the most benefits from taking the assessment.

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    Once you’ve submitted all your answers, you’ll be immediately presented with an appraisal of your strengths and weaknesses. It’ll look something like this:

      The above image shows in a striking visual form how your self-control and perspective determine the way you work – and your level of productivity.

      On the results page, you’ll also be given a brief written overview of your strengths and weaknesses, and what you can do to improve these. For instance, the example above has the following wording associated with it:

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        How the GTD-Q Assessment Can Help You

        You’ll probably already know where you stand on some of the questions. For example, “My life is too chaotic” is a dead giveaway, as is “I have a good way to track all of my things to do.”

        However, not all of the answers are as straightforward, and it’s the totality of your answers that draws together the assessment’s conclusions.

        As you’ve seen from the image above, your test results will place you into one of four quadrants:

        1. Visionary (Crazy Maker)
        2. Captain and Commander (Autocrat)
        3. Responder (Victim)
        4. Implementer (Micro Manager)[1]

        Whichever quadrant you’re placed into, you’ll be given some insights for improving your productivity – or, at the very least, confirmation about what usually challenges you.

        Finally, it’s only fair to warn you that the 2-minute assessment is definitely a tool to help sell the GTD system. However, the good news is, that you don’t have to buy or sign-up for anything to see if you’re a Visionary (Crazy Maker), Captain and Commander (Autocrat), Responder (Victim) or Implementer (Micro Manager). You’ll also get the basic insights and advice for free too.

        So, don’t hesitate, head over to the GTD-Q assessment now – and discover how you work, and how you could improve your work.

        Reference

        More by this author

        Brian Lee

        Chief of Product Management at Lifehack

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        Last Updated on July 19, 2018

        What Is Procrastination (And the Complete Guide to Stop Procrastinating)

        What Is Procrastination (And the Complete Guide to Stop Procrastinating)

        If you have so many things to do that you often find yourself struggling to finish projects and tasks and move on to other stuff, you’re certainly not alone. Studies show that over 20 percent of the adult population put off or avoid doing certain tasks by allowing themselves to be overtaken by distractions.[1]

        What about the rest of the population? What do they do to prevent procrastination?

        In this article, I am going to explain to you why procrastination is so difficult to beat and how you can stop procrastinating once and for all by following a step-by-step guide. But first, you need to understand how procrastination happens.

        What is procrastination

        Piers Steel, the author of the book The Procrastination Equation: How to Stop Putting Things Off and Start Getting Stuff Done, defines procrastination in this way:[2]

        “Procrastination is to voluntarily delay an intended course of action despite expecting to be worse off for the delay.”

        In other words, procrastination is doing more pleasurable things in place of less pleasurable ones. The end result is that important tasks are put off to a later time.

        This comic is one of the typical examples of procrastination:

          Why stopping procrastination is difficult

          Human beings have limited self-control. Dr. Roy Baumeister, a psychologist from Florida State University, has been studying self-control and he has found that just like any muscles, human’s self-control is a limited resource that can quickly become exhausted.[3] When self-control is close to being depleted, human tend to choose what’s more pleasurable– the immediate procrastinated tasks instead of the actual works.

          At its core, procrastination is an avoidance strategy. Procrastinators choose to do something else instead of doing what they need to do because it’s much easier to choose pleasure over pain.

          In short, procrastination is so difficult to beat because it is a battle against human’s natural enemy, a human weakness that is in-born.

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          A step-by-step guide to stop procrastinating

          Despite the fact that it’s human nature to seek for immediate rewards and procrastinate, here I have a step-by-step guide for you to follow so as to stop procrastinating.

          1. Identify your triggers: the 5 types of procrastinator

          Identifying the type of procrastination you personally experience is an essential step for you to fix the problem at its root.

          Take a look at this flowchart here to find out what type of procrastinator you are:

            Which type of procrastinator are you? Let’s take a look at the triggers for your procrastination type:

            Perfectionist

            Being perfect is the pleasure perfectionists want. But often this leads to them being too scared to show any imperfections. Because of this, they frequently fail to complete things, as they’re forever seeking the perfect timing or approach. Tasks end up never being completed, because in the eyes of the perfectionist, things are never perfect enough.

            Instead of finishing something, perfectionists get caught up in a never-ending cycle of additions, edits, and deletions.

            Ostrich

            An ostrich prefers to stay in the dreaming stage. That way, they don’t have to work for real, or deal with any negativity or stress.

            Dreaming gives this type of people a false sense of achievement, as in their minds, they envision big, ambitious plans. Unfortunately for them, these plans will most likely stay as dreams, and they’ll never accomplish anything truly worthwhile.

            Self-saboteur

            A self-saboteur has bought into the line that ‘by doing nothing, bad things won’t happen.’

            In reality, self-saboteurs have developed a fear of making mistakes or doing anything wrong. Their way to avoid these mishaps, is to do nothing at all. In the end, they may make few mistakes – but they also see few accomplishments.

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            Daredevil

            Daredevils are those who believe that deadlines can push them to do better. Instead of having a schedule to complete their work – they prefer to enjoy time doing their own thing before the deadline comes around.

            It’s most likely an unconscious thing, but daredevils evidently believe that starting early will sacrifice their time for pleasure. This is reinforced in their minds and feelings, by the many times they manage to get away with burning the midnight oil. Often they sacrifice the quality of their work because of rushing it.

            Chicken

            Chickens lack the ability to prioritize their work. They do what they feel like they should do, rather than thinking through what they really need to do.

            Prioritizing tasks is a step that takes extra time, so chicken will feel it’s not worth it. Because of this, they usually end up doing a lot of effortless tasks that don’t contribute much to a project. They’re incessantly busy on low-impact tasks, but seem oblivious to urgent, high-impact tasks.

            2. Face your triggers and get rid of them

            Whether it’s fear of failure, overwhelming feelings, avoidance or convincing yourself you’re just too busy to get something done, you can improve your ability to be productive by eliminating your procrastination triggers.

            For Perfectionists, re-clarify your goals.

            Much of the time procrastination tendencies form simply because we’ve outgrown our goals. We’re ever-changing and so are our wants in life. Try looking over your goals and ask yourself if they’re still what you want.

            Take time out to regroup and ask yourself what you really want to achieve:

            • What steps do you need to take?
            • Is what you’re currently doing reflecting what you want?
            • What do you need to change?

            Write things down, scribble them out and rewrite.

            For Ostriches, do the difficult tasks first.

            Even if you feel you’re not a morning person, the beginning of the day is when your brain is most productive. Use this window of time to get the more difficult stuff done.

            If you leave your difficult tasks to later, you’re much more likely to put it off because you’re tired and lack motivation.

            Finishing lots of simple tasks at the beginning of the day such as reading all the new emails only gives you a false sense of being productive.

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            For Self-saboteurs, write out a to-do (and a not–to-do) list each day.

            Writing things down is powerful and psychologically increases your need to get things done.

            Each day, make a habit of creating a list of the tasks you know you’ll try and avoid. By doing this, it brings these ‘difficult’ tasks to your mind’s attention instead of keeping them locked away somewhere in your avoidance mode.

            Remember, think how satisfying and productive it feels to cross of a completed task.

            For Daredevils, create a timeline with deadlines.

            It’s common to have a deadline for a goal which seems like a good idea. But this is basically an open invitation for procrastination.

            If it’s a self-created deadline with no pressure, we tend to justify pushing it back each time it comes into sight and feel we haven’t yet done ‘enough’ to get there.

            Create a bigger timeline then within that, establish deadlines along the way. The beauty of this comes when each deadline completion is dependent on the next. It keeps you on track and keeps you accountable for being in alignment with the overall timeline.

            For Chickens, break tasks into bite-sized pieces.

            A lot of the time procrastination comes from overwhelming thoughts.

            If something feels too big to tackle and we don’t know where to start, it feels like a struggle. This is also true if our goal is too vague and lacking direction.

            Break down larger tasks into smaller ones and turn them into daily or weekly goals. Smaller steps may seem like the slower approach to achieving a goal, but it often leads you much more quickly to where you want to be due to the powerful momentum you get going.

            3. Take planned breaks

            The human brain isn’t designed to work continuously on the same task and this could be a reason for procrastination.

            Make sure you take regular, structured breaks away from your task so that you can come back refreshed and ready to be more productive.

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            A break as short as 5 minutes is enough to keep your mind sharp and wards off fatigue. I recommend you to use the Pomodoro Time Tracker. It is a great tool to help you take breaks at set intervals. Simply start the 25-minute timer, and follow the prompts.

              4.  Reward yourself

              It’s important to acknowledge and reward yourself for achieving even the small tasks. It creates a sense of motivation and releases those feel-good, productive emotions that spur you on to achieve even more.

              Make your reward proportional to the task you completed so getting a bite-sized task done gets you a cup of your favourite coffee or snack. Then plan a weekend away or fun activity for the bigger stuff.

              Personally I try to make staying focus more fun by using the app Forest. It turns productivity into a game. In the game, you can plant a virtual tree at the beginning of your work time. If you maintain focus for the duration of the timer, you’ll grow a tree to add to your forest. It’s rewarding when you can eventually grow a forest.

                5. Keep track of your time in a smart way

                If you want to prevent the bad habit of procrastination from coming back, keep track of the time you spend every day.

                By having a clear idea of where you spend your time, you can always review your productivity and know which areas to improve.

                It’s not easy to keep track of every minute you spend throughout the day so I recommend you to use the app Rescue Time.

                It gets you a categorized breakdown of how you spend your time and helps you to find out how much time you’re really on-task. You can even label activities as productive and non-productive so as to block your biggest distractions.

                  Make procrastination under your control

                  Procrastination exists for many reasons and only you know for yourself what these triggers are.

                  Understanding what procrastination really is and the source of your avoidance tendencies is important in moving them out of the way and help you start the productivity momentum.

                  Reference

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