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Published on January 2, 2019

How to Focus on Work Better and Boost Productivity

How to Focus on Work Better and Boost Productivity

What comes to your mind first when it comes to boosting your team’s productivity?

Until everyone on your team knows how to focus, they will never be able to think clearly and solve problems efficiently.

However, staying focused has become harder these days. Every time your mind wanders, you waste time and energy trying to get back on track.

Interruptions are bound to happen every now and then among your team members, so how to increase team productivity and help everyone stay focused?

Recently, I’ve had an interview about how to focus better with Wade Foster, the co-founder/CEO of Zapier, a Y Combinator company that’s bringing all of these services together so people can focus on work that really matters.

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    In the interview, Foster shared with us the greatest enemy of productivity today, and how we can make good use of productivity tools to help the team  stay focused.

    The Greatest Enemy of Productivity

    Why do you think people are getting harder and harder to focus on work these days?

    There are two main reasons why many people struggle to focus on work:

    There are many different types of productivity tools at our disposal, and context-switching between these tools is hard to do.

    Think about how many different apps or software you use at work: depending on what you do for a living, you might use as many as 15 apps to do your job. Switching between all of these different tasks, apps, and steps is tough for most people to do, and it often decreases productivity.

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    More tools and technologies are emerging that will help us streamline and prioritize our work lives and quiet the noise. Some of these tools include automation, “do not disturb” functionality, and time limit caps on app usage.

    What’s your suggestion on staying focused and progressing forward?

    Automation is the easiest thing you can do to be more efficient with your time, yet it’s one of the most underused productivity tactics. It helps you complete the small, tedious tasks on your To Do list, so you can focus on higher value work.

    We work with a law firm called Chi City Legal who use automation to create proposals, service requests forms and other documents.[1] Simply cutting out the manual, repetitive process of creating all of those documents made the team more productive. In fact, the Chi City Legal team now has more time to take on more clients and dedicate more attention to their cases.

    The Role of Productivity Tools These Days

    Some people say that productivity tools distract people from working, what do you think?

    I did a podcast interview with David Zisner, a Zapier customer, partner, and expert recently and he said something that stuck with me: “Automation is a mindset.”

    The same can be said for productivity. It’s less about the tools and the technical skills, and it’s really more about how you approach your work.

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    There are simple habits we can build and ways of thinking that can help us achieve our goals. Productivity tools are a way to help us get there because they remove a constraint, but they’re only part of the solution.

    In order to remove those constraints, you have to get into the right mindset to recognize that the constraints exist, and find creative ways to remove those constraints.

    What is the best way to use productivity tools?

    If you’re new to productivity tools, ask your co-workers what types of apps they use to stay organized. Try just a small handful of tools (chat, email, and calendaring) over a period of time so you can see if they help you get more work done. Ask your co-workers what tools they use, so it’ll be easier for you to collaborate with them.

    At Zapier, we use a variety of cloud-based apps to manage projects, share designs, you name it. We’re a 100% remote team, so productivity tools are essential to our collaboration.

    Lastly, try introducing automation into your work. A good place to start is by listing all of the tasks that you need to do on a regular basis, and noting which ones seem manual or repetitive.

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    If you can automate those tasks, you have the potential to free up a lot of time that could be better spent on projects that advance your career or impact the bottom line.

    The Bottom Line

    As Foster shared, productivity is less about the tools and the technical skills, but more about how you approach your work. In order to increase productivity, start paying attention to the existing constraints and try to figure out ways to tackle them — this is when you should find the suitable techniques and tools to help you.

    More Practical Tips to Boost Productivity

    Featured photo credit: rawpixel via unsplash.com

    Reference

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    Leon Ho

    Founder & CEO of Lifehack

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    Last Updated on May 21, 2019

    How to Be More Creative and Come up with Incredible Ideas

    How to Be More Creative and Come up with Incredible Ideas

    Regardless of how creative you already consider yourself to be, there’s a good chance you would like to level up your creative abilities.

    You might want to write a better song, think of better solutions to problems at work or around the home or maybe paint a picture.

    In any case, the good news is that creativity is not born: it’s made, and each one of us has the potential to be more creative and come up with incredible ideas.

    “Creativity is any act, idea, or product that changes an existing domain, or that transforms an existing domain into a new one.” — Mihaly Csikszentmihalyi

    The definition of creativity is broad, and reminds us that creativity is not limited to artists or musicians. It does however require that we have some kind of impact on the domain in which we create.

    Creativity also emphasizes values.

    “The process of having original ideas that have value” — Ken Robinson

    This makes up for what Csikszentmihalyi misses out. For instance, we can make a change in the world without adding significant value. Any destructive act, like smashing a window, creates change, but it doesn’t necessarily create valuable change.

    In short, there isn’t one single definition of creativity It’s up to us to find a definition that feels true and useful. When you know what your standard is, It’s much easier to embrace creativity and start to cultivate it.

    And in this article, you will learn how to be more creative and take a good look at what goes into the creative skill:

    1. Cultivate Focus

    In order to create, there needs to be a focus on creating something, whether it’s a song, a theory, a product, or a sculpture.

    You could also call this “drive” – it’s the initial spark that drives the solution to a problem, or the will to get on your laptop and start typing.

    However, it’s worth noting there are different stages to the creative process: the divergent stage and the convergent stage.

    In the divergent stage, we want a broad focus – we want to be willing to let in lots of different inputs, ideas and insights. This is the time for brainstorming all possible ideas and solutions.

    In the convergent stage, we start to narrow our focus, like a camera lens. At this stage, we start to drill down to a handful of ideas or solutions, discriminating throughout the process.

    How to cultivate focus?

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    Take a 20 Minute Walk

    Walking away and getting your heart rate up is the best free tool you have in regaining your focus.

    I know it might seem counterintuitive to take a break right when you’re at your busiest, and especially when you’re drowning in your massive to do list, but the effects it will have on your clarity and ability to focus are undeniable.

    Walking is physiologically proven to release stress, and clear your mind. In fact, most of my most brilliant ideas (and some pretty terrible ones too) have occurred on my daily walks.

    If you give this technique a try, what you’ll find is that you’re much more productive than you were before you took a breather.

    Over time, if you do these walks daily, you’ll quickly find that your to-do list starts to feel a lot less significant, and a lot more doable. It’s all about keeping razor focused, and that’s what short daily walks will gift you.

    2. Build a Structure

    When I wake up in the morning, I start the day with a structure in mind. I know that 15 minutes will be dedicated to meditation, 30 minutes to coffee and reading, 20 minutes to yoga and so on.

    The structure of this morning routine might be boring, but the act of each task in itself has the potential to be, on some level, “creative.”

    The point of structure is that it gives you the space to make time for something you want to do. It helps you carve out the time to do your creative work. Once you begin that thing in itself, you are free to go about it however you’d like.

    Without structure, we can lose focus and can feel overwhelmed with possibility. If you’ve ever looked at a blank page and felt too overwhelmed with possibility to make a mark on it, you’ll know what I mean. How much easier it gets when you are given some guidelines or a deadline?

    The trick is finding the right amount of structure for you and your creative needs. Too little structure and we feel overwhelmed. Too much structure, and we risk feeling limited and stifled.

    Again, it’s worth thinking about creating in those two stages: divergent (less structure) and convergent (more structure.)

    How to build a structure?

    Create a Morning Routine

    Your morning routine doesn’t have to be rigid or so arduous you dread waking up. In fact, it should feel like the opposite. When you get a routine that works for you, you’ll look forward to starting the day.

    We all have different needs and preferences which can shape our ideal routine. In the book, Daily Rituals: How Artists Work by Mason Currey, you can be inspired over 160 different creators’ daily routines, from Charles Darwin to Pablo Picasso.

    Experiment with any that take your fancy, and see how you feel with a bit more structure to start your day.

    You can also take a look at this article about morning routine for inspirations: The Ultimate Morning Routine to Make You Happy And Productive All Day

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    3. Find Motivation

    There is a theory that suggests: people will be most creative when they feel motivated primarily by the interest, satisfaction, and challenge of the work itself — not by external pressures. This is also known as intrinsic motivation; a drive that comes from within.

    Think of a time when you did some of your best work — chances are you were totally absorbed in what you were doing, to the exclusion of everything else. You were completely focused on the work itself, barely noticing time flying by.

    Now think of a time when you felt under pressure to perform. Maybe it was an exam, or a commission for an important client, or maybe your boss had told you “there’s a lot riding on this.”

    Notice the difference? In the first memory, you were driven by intrinsic motivation, which made it relatively easy, even enjoyable, to be highly creative.

    In the second memory however, extrinsic motivation was breathing down your neck, distracting you by whispering about the rewards for success and the horrible consequences of failure: likely making it harder to focus on the task at hand.

    For this reason, intrinsic motivation, if you can find it, is what separates the good from great creative work.

    This isn’t to say only internal motivators help. I personally get motivated by luring myself to work with a good cappuccino at my favourite cafe. That will get me ready to write or edit or whatever I’ve been avoiding.

    How to find motivation?

    Connect to Your “Why”

    Your “Why” is your fuel: the thing that drives you forward, that gives you a reason to do what you’re doing.

    ‘He who has a why to live can bear almost any how.’ — Friedrich Nietzche

    When you have a reason to do something, a purpose or a goal that matters to you, you can connect your daily actions to it. Then, each act becomes infused with meaning and you find that intrinsic motivation comes naturally.

    The trick is to remember your “why” and connect with it on a regular basis.

    Think about how you want to feel on a daily basis. What would you like to accomplish in the next year? What would you like for yourself in the next five years? How about in your lifetime?

    Ultimately, the tasks you face on a daily basis, or at least some of them, will connect to a greater purpose if you follow this path and you will find you feel more motivated to create and less resistance.

    If you aren’t sure where to start looking for motivation, this will help: How to Get Motivated and Be Happy Every Day When You Wake Up

    4. Be an Expert in a Chosen Domain

    Research has shown that just as expertise in one domain does not predict expertise in other unrelated domains; creativity in one domain does not predict creativity in other unrelated domains.[1]

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    So just because you can paint a pretty picture, doesn’t mean you can creatively solve a mathematical problem.

    If you’ve taken one of those tests like the Torrance Tests of Creative Thinking, which will ask you to think of a bazillion uses for a pencil, and scored well, unfortunately this is only an indicator of divergent thinking skills. It is not a predictor for creativity all round.

    The good news is, you can train your creativity in your chosen domain. Much like a muscle, you can isolate exercises to strengthen it.

    Of course you can still do a total body workout – or atotal creativity workout – but it means your creativity-training exercises need to come from a wide variety of domains; not just thinking up uses for a pencil.

    How to become an expert?

    Make a Mastery Training Plan

    Following our physical workout analogy, it’s worth applying the habits of great athletes to your chosen creative domain. For example:

    1. Decide what area/s you want to work on

    Much like a tennis player who decides they need to improve their serving technique, you can decide what area within your creative domain you want to improve at. Get specific.

    2. Decide how much time you can dedicate

    Most of us don’t have all day to train like a pro tennis player might, but you can likely squeeze 20 to 30 minutes in a day, if you want to. Whatever the time you can allow is, decide to dedicate yourself to it.

    3. Review your progress

    Finally, in order to check your progress, you can take regular reviews. Decide what your metrics are, and take time each week to check in with yourself.

    How many days did you practice? How did you compare to the previous week? This kind of review can help you stay on track, and actually creates more intrinsic motivation as you see yourself develop.

    5. Create a Conducive Environment

    A psychologist in 1943 proposed that behaviour is:[2]

    “a function of both the person as well as the physical environment they are in.”

    I would suggest that the act of creating is a behaviour and that, even though it begins as an internal process, it’s very much affected by and even dependent on the environment we are in.

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    I started noticing how environment affects me when I worked in an office. Over time, I realized that the more people who were in or who were talking, the more distracted I was. If I got to the office early before my coworkers arrived, I was twice as effective.

    I was even more effective if I was at home. Now that I work from home, I know I’m even more effective when in certain coffee shops. Ideally, places that have high ceilings, gentle lighting, some barely noticeable background music – and excellent coffee.

    It’s these little variations in our environment that can really shape our creative output.

    If you’re an introvert, you probably do your best work alone. If you’re an extrovert, you probably do your best work in the company of others.

    This isn’t to say you should find one way of doing things and stick to it: in fact, varying your environment from time to time is a great way to stoke the creative fire too, which we’ll touch on more later.

    How to create a conducive environment?

    Add or Subtract Stimuli

    Novelty in our environment has been shown to stimulate the release of dopamine, a neurotransmitter that increases our desire to seek out reward.[3]

    If you’re looking for creative motivation, adding some novelty into your environment can be just what you need.

    On the other hand, some people are highly sensitive and when it comes to having too much stimulation in their environment, they find it difficult to focus.

    Experiment with working in different environments. Note how you feel. Note whether you do better creative work or have more interesting ideas when you’re alone or with others.

    Try listening to music, people chatting or try being in complete silence. Try a dimly lit room, try working in bright sunlight.

    In each case, note how you feel before, during and afterwards and rate the quality of your work.

    The Bottom Line

    Creativity is not one particular skill or talent one can have. It comes in as many broad and unique flavors as there are people on this earth.

    To be more creative, take little steps each day. Acknowledge where and when you feel most inspired, motivated and original and spend more energy in those areas.

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    Featured photo credit: Sticker Mule via unsplash.com

    Reference

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