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Last Updated on May 2, 2019

6 Simple Habits at Work That Will Instantly Boost Your Productivity

6 Simple Habits at Work That Will Instantly Boost Your Productivity

The smell of coffee hits your olfactory senses, the steam rising from your cup to add a nice touch.

Ah, the start of every weekday morning. Your freshly ground beans soaked in boiling water firmly in hand, you trot to your desk ready to attack the day with some vigor. After all, your mind is clear of all drama and distraction. At least temporarily.

But as soon as you nestle in your chair and get ready to hit the ground running, the distractions come flying at you full force. Your focus, to say the least, begins its rapidly declining state. That fresh cup of coffee tries its hardest to keep you in check, and it might for maybe an hour. But it’s a losing battle; a battle we seem to forfeit on an almost daily basis.

There are ways to help combat such terrible odds though, and the good news is you’re in complete control of them. The better news is they don’t require extra cups of coffee. What you need is to build some simple habits at work.

The following 6 suggestions are easy ways to modify your work habits to instantly boost your productivity.

1. Get to Work Earlier

By this point, you’re probably yelling at me. Hey, I didn’t say this stuff would be easy, just that it’ll be worth it.

It’s been scientifically proven that a lot of people get their best work done in the early morning. Your mind is clear of most distractions, and you’re able to apply yourself to the task at hand.

Getting to work early serves two purposes:

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One, it allows you to take advantage of the fact we’re capable of focusing on the hardest things up front in the mornings. And two, it allows you to beat the rush of your colleagues coming in and contributing to your lack of focus.

Think about it like this:

At 7 AM, no one’s really in the office yet. This means no one is going to stop by your desk to chat about how your weekend was or how your kids are doing, since your colleagues aren’t there yet. It also means no one is going to bug you via email or whatever internal chat client you use for the same reason — they aren’t there yet.

Fewer people around and fewer emails, which are two of the biggest time drainers taken care of.

In comparison, if you get to work at 9 AM, most people are probably there by then, or right behind you. You really don’t have a chance to be “alone”, so to speak.

2. Put Your Phone Face down or in Airplane Mode

If you sit at your desk and your phone lights up, your eyes dart right to it. Once they do that, forget trying to check it later — you need to check it now. Because, after all, we love that small dopamine hit we get when a new notification comes through.[1]

At the office, you don’t have the luxury of throwing your phone across the room or leaving it somewhere else. So your options become two-fold. Either put it face down and stop the habit of constantly checking. Or, put it in airplane mode. Ideally, keep it face down as well.

If this were your house or if you’d have important clients calling you, I’d tell you to put your phone in another room while you focus on working.

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I know this sounds incredibly simple, but you’d be surprised how easy and effective this trick can be when trying to focus.

3. Don’t Check Emails Immediately

When you first sit down, you’ve probably collected quite a few emails overnight. But try to hold off on firing away with your responses.

Checking emails first in the morning isn’t good for you. Here’s why.

Remember, you do your best work in the early mornings most of the time. Don’t waste it checking emails and crafting responses that don’t require much brainpower.

When you feel the lull of the afternoon or need a little break, use the time to deal with emails.

Getting better at focus is like a game of trying to understand when you’re the most efficient and then “trapping” that state and using it to your advantage. It’s a skill which takes time to master. We can be incredibly inefficient due to the simple fact we don’t utilize our time properly.

4. Bring Headphones

Having a pair of headphones serves you two-fold.

One, you’re able to use the time to listen to audiobooks or listen to some music if your surroundings become too distracting. Music has proven itself to get us into the right mood on the right occasion, depending on what we listen to. We can also get ahead with our reading and feed ourselves knowledge by listening to audiobooks.

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The second way could be even better — coworkers will leave you alone. We all know those people in the office who love to walk around and just waste a lot of your time with small talk. Look, we get it — your kids and wife are doing great and you’re also miserable since you can’t seem to sit down and focus on your own work, so you come to me in the hopes I’ll get sucked into the depths of your small-talk black hole.

Your only chance of survival? Don those headphones. You’ll deal with less small talk since you look like you’re in the zone. And no one wants to interrupt someone in the zone.

5. Schedule Meetings for the Afternoon

For the exact same reason not to check your emails in the morning, try to schedule most meetings for the afternoon.

Corporate environments are known for their plethora of meetings anyway, so instead of spacing them out throughout the day, put them off until you absolutely need them.

If the meeting involves strategy and creativity (in other words requires some actual serious brainpower), it’s not a bad idea to have it in the mornings. And some meetings are inevitable to have in the morning, namely because it isn’t your choice.

But for a general rule of thumbs, put them off until later in the day when you don’t need to worry about your focus as much.

And in case you want your meetings to be effective, here’s how:

12 Secrets To a Super Productive Meeting You Should Know

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6. Get Sufficient Sleep

Last but not least, sleep! This sounds cliche but really is the biggest one and also the one which will give you the best return on your investment.

Lately, I’ve noticed a trend on social media. One which says in order to be successful, you must give up sleep. Because apparently, without my knowledge, you can only become the best version of yourself and obtain the riches you so desire if you sacrifice serious shut eye.

As if the secret key to success we’ve all been missing has been to stay up later than our colleagues and fellow compatriots. Ah, if only it was that easy. Mainly because we already sacrifice a lot of sleep.

If you can manage to get a bit more shut-eye on a fairly consistent basis, the payoff is worth it. I’ve seen it first hand myself. Your need for caffeine decreases, your alertness and focus increases, and your desire to be productive jumps ten-fold.

In fact, research suggests that in a typical 8-hour workday, we’re only productive for 2 hours and 53 minutes of that time.[2] A large part of that is our consistently tired state of affairs. Want to instantly boost your productivity? Make it a habit to get to bed earlier.

I understand it’s not easy. It requires putting your phone away earlier the night before, drinking less caffeine leading up to the evening, and potentially getting more exercise in so you can feel tired earlier. But getting the right amount of sleep is your single biggest weapon against a lack of focus.

As they say, the best things in life aren’t free. While monetarily this may be free, figuratively it’s far from it.

The Bottom Line

With a few good habits, you can improve your productivity at work without having to rely on eight cups of coffee a day. Some may require a bit more willpower and discipline to implement, but they’re all great ways to get more work done.

More Articles About Productivity at Work

Featured photo credit: Annie Spratt via unsplash.com

Reference

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Adam Bergen

Adam Bergen is the founder of Monday Views, a movement dedicated to showing that with focus and self-discipline, your potential is limitless.

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Last Updated on September 17, 2019

How to Delegate Work Effectively (Step-By-Step Guide)

How to Delegate Work Effectively (Step-By-Step Guide)

All managers and leaders must master the art of delegation. Understanding how and when to allocate responsibility to others is essential in maintaining a high level of productivity, both on a personal and organizational level. Knowing how to delegate is also essential for an effective leadership.

To learn how to delegate is to build a cohesive and effective team who can meet deadlines. Moreover, knowing when and how to delegate work will reduce your workload, thus improving your wellbeing at work and boosting your job satisfaction. Unfortunately, many leaders are unsure how to delegate properly or are hesitant to do so.

In this guide, you will discover what delegation really entails, how it benefits your team, and how to delegate work effectively.

The Importance of Delegation

An effective leader knows how to delegate. When you delegate some of your work, you free up your time and achieve more on a daily basis. Effective delegation also promotes productivity within a team by drawing on the existing skill set of its members and allowing them to develop new knowledge and competencies along the way. The result is a more flexible team that can share roles when the need arises.[1]

When you are willing to delegate, you are promoting an atmosphere of confidence and trust. Your actions send a clear signal: as a leader, you trust your subordinates to achieve desired outcomes. As a result, they will come to think of you as a likeable and efficient leader who respects their skills and needs.

Delegation isn’t about barking orders and hoping that your staff falls in line. A manager’s job is to get the very best from those under their supervision and in doing so, maximizing productivity and profit.[2]

Here’s an example of bad delegation:

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    Careful delegation helps to identify and capitalize on the unique strengths and weaknesses of the team members. Delegation also boosts employees’ engagement as it proves that the managers are interested in drawing on their talents.[3]

    The Fear of Delegating Tasks

    Delegation boosts productivity, but not all managers are willing or able to delegate.[4] Why? Here’re some common reasons:[5]

    • They may resent the idea that someone else may get the credit for a project.
    • They may be willing to delegate in principle but are afraid their team won’t be able to handle an increased degree of responsibility.
    • They may suspect that their staff is already overworked, and feel reluctant to increase their burden.
    • They may suspect that it’s simpler and quicker just to do a task themselves.
    • They dislike the idea of letting go of tasks they enjoy doing.
    • They fear that if they delegate responsibility, their own manager will conclude that they can’t handle their workload.

    Delegation vs Allocation

    Most people think that delegation and allocation are synonymous, but there is an important distinction to be made between the two.[6]

    When you allocate a task, you are merely instructing a subordinate to carry out a specific action. You tell them what to do, and they do it–it’s that simple. On the other hand, delegation involves transferring some of your own work to another person. They do not just receive a set of instructions. Rather, they are placed in a role that requires that they make decisions and are held accountable for outcomes.[7]

    How to Delegate Work Effectively (A Step-By-Step Guide)

    So what’s the best way to delegate work so you can fight the fear of delegation, build an efficient team and work faster? Here’s a step-by-step guide:

    1. Know When to Delegate

    By understanding how much control you need to maintain over a situation, you can determine the best strategy for empowering workers. There are 7 levels of delegation that offer workers different degrees of responsibility.

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    This brief video explains these levels and offers examples of when it’s appropriate to use each one:

    Delegation occurs along a spectrum. The lowest level of delegation happens when you tell other people what to do. It offers little opportunity for employees to try new approaches. The most empowering form of delegation occurs when you are able to give up most of your control over the project to the employee.

    Knowing how to delegate work helps you understand how to connect people with tasks that make the best use of their talents. When done properly, it ensures that you will get the best end-result.[8]

    When you’re deciding how to delegate work, ask the following questions:

    • Do you have to be in charge of this task, or can someone else pull it off?
    • Does this require your attention to be successful?
    • Will this work help an employee develop their skills?
    • Do you have time to teach someone how to do this job?
    • Do you expect tasks of this nature to recur in the future?

    2. Identify the Best Person for the Job

    You have to pass the torch to the right team member for delegation to work. Your goal is to create a situation in which you, your company, and the employee have a positive experience.

    Think about team members’ skills, willingness to learn, and their working styles and interests. They’ll be able to carry out the work more effectively if they’re capable, coachable, and interested. When possible, give an employee a chance to play to their strengths.

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    Inexperienced workers may need more guidance than seasoned veterans. If you don’t have the time to set the newer employee up for success, it’s not fair to delegate to them.

    You also have to consider how busy your employees are. The last thing you want to do is overwhelm someone by giving them too many responsibilities.

    3. Tell and Sell to Get the Member Buy-In

    After you’ve found the perfect person for the job, you still have to get them to take on the new responsibility. Let them know why you chose them for the job. [9] When you show others that you support their growth, it builds a culture of trust. Employees who see delegated tasks as opportunities are more likely to be invested in the outcome.

    When you’re working with newer employees, express your willingness to provide ongoing support and feedback. For seasoned employees, take their thoughts and experiences into account.

    4. Be Clear and Specific About the Work

    It’s critical to explain to employees why the project is necessary, what you expect of them, and when it’s due.[10] If they know what you expect, they’ll be more likely to deliver.

    By setting clear expectations, you help them plan how to carry out the task. Set up project milestones so that you can check progress without micromanaging. If your employee has trouble meeting a milestone, they still have time to course correct before the final product is due.

    This type of accountability is commonly used in universities. If students only know the due date and basic requirements for completing major research papers, they might put off the work until the eleventh hour. Many programs require students to meet with advisers weekly to get guidance, address structure, and work out kinks in their methods in advance of deadlines. These measures set students up to succeed while giving them the space to produce great work.

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    5. Support Your Employees

    To see the best possible outcomes of delegating, your subordinates need resources and support from you. Connect them with training and materials to develop skillsets they don’t already have.[11] It may take more time up front to make resources available, but you’ll save time by having the work done correctly. For recurring tasks, this training pays off repeatedly.

    Sometimes employees need a help to see what they’re doing well and how they can improve. Giving and receiving feedback is an essential part of delegation. This is also a good way to monitor the delegated tasks as a leader. While you can keep track of the progress of the tasks, you are not micro-managing the employees.

    Throughout the project, periodically ask your employees if they need support or clarification. Make it clear that you trust them to do the work, and you want to create a space for them to ask questions and offer feedback. This feedback will help you refine the way you delegate work.

    6. Show Your Appreciation

    During periodic check-ins, recognize any wins that you’ve seen on the project so far. Acknowledge that your employees are making progress toward the objective. The Progress Principle lays out how important it is to celebrate small wins to keep employees motivated.[12] Workers will be more effective and dedicated if they know that you notice their efforts.

    Recognizing employees when they do well helps them understand the quality of work you expect. It makes them more likely to want to work with you again on future projects.

    Bottom Line

    Now that you know exactly what delegation means and the techniques to delegate work efficiently, you are in a great position to streamline your tasks and drive productivity in your team.

    To delegate is to grant autonomy and authority to someone else, thus lightening your own workload and building a well-rounded, well-utilized team.

    Delegation might seem complicated or scary, but it gets much easier with time. Start small by delegating a couple of decisions to members of your team over the next week or two.

    More About Delegation

    Featured photo credit: Freepik via freepik.com

    Reference

    [1] BOS Staffing: 5 Benefits Of Delegation – Empower Your Team
    [2] Brian Tracy International: How to Delegate The Right Tasks To The Right People: Effective Management Skills For Leadership Success
    [3] MindTools: Successful Delegation: Using The Power Of Other People’s Help
    [4] Fast Company: The Three Most Common Fears About Delegation: Debunked
    [5] Leadership Skills Training: Delegation
    [6] Abhinav Jain: Delegation of work vs Allocation of work
    [7] Anthony Donovan: Management Training: Delegating Effectively
    [8] Management 3.0: Practice: Delegation Board
    [9] Focus: The Creativity and Productivity Blog: A Guide to Delegating Tasks Effectively
    [10] Inc.: 6 Ways to Delegate More Effectively
    [11] The Muse: The 10 Rules of Successful Delegation
    [12] Teresa Amabile and Steven Kramer: The Progress Principle

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