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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

    More by this author

    Leon Ho

    Founder & CEO of Lifehack

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    Last Updated on August 6, 2020

    Why Working 9 to 5 Is Outdated

    Why Working 9 to 5 Is Outdated

    Bristol is the most congested city in England. Whenever I have to work at the office, I ride there, like most of us do. Furthermore, I always make sure to go at off hours; otherwise, the roads are jam-packed with cars, buses, bikes, even pedestrians. Why is that? Because everyone is working a traditional 9 to 5 work day.

    Where did the “9 to 5” Come From?

    It all started back in 1946. The United States government implemented the 40 hour work week for all federal employees, and all companies adopted the practice afterwards. That’s 67 years with the same schedule. Let’s think about all the things that have changed in the 67 years:

    • We went to the moon, and astronauts now live in space on the ISS.

    • Computers used to take up entire rooms and took hours to make a single calculation. Now we have more powerful computers in our purses and back pockets with our smartphones.

    • Lots of employees can now telecommute to the office from hundreds, and even thousands of miles away.

    In 1946 a 9-5 job made sense because we had time after 5pm for a social life, a family life. Now we’re constantly connected to other people and the office, with the Internet, email on our smartphones, and hashtags in our movies and television shows. There is no downtime anymore.

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    Different Folks, Different Strokes

    Enjoying your downtime is an important part of life. It recharges your batteries and lets you be more productive. Allowing people to balance life and work can provide them with much needed perspective and motivation to see the bigger picture of what they are trying to achieve.

    Some people are just more productive when they’re working at their optimal time of day, after feeling well rested and personally fulfilled.  For some that can be  from 4 a.m. to 9 a.m; for others, it could be  2 p.m. to 7 p.m.

    People have their own rhythms and routines. It would be great if we could sync our work schedule to match. Simply put, the imposed 8-hour work day can be a creativity and morale killer for the average person in today’s world.

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    Productivity and Trust Killer

    Fostering creativity among employees is not always an easy endeavor, but perhaps a good place to start is by simply not tying their tasks and goals to a fixed time period. Let them work on their to-do list at their own pace, and chances are, you’ll get the best out of your employee who feels empowered instead of babysat.

    That’s not to say that you should  allow your team to run wild and do whatever they want, but restricting them to a 9 to 5 time frame can quickly demoralize people. Set parameters and deadlines, and let them work at their own creative best with the understanding that their work is crucial to the functioning of the entire team.

    Margaret Heffernan, an entrepreneur who previously worked in broadcasting, noted to Inc that from her experience, “treating employees like grown-ups made it more likely that they would behave the same way.” The principle here is to have your employees work to get things done, not to just follow the hands on the clock.

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    A Flexible Remote Working Policy

    Yahoo CEO Marissa Mayer famously recalled all her remote workers, saying she wanted to improve innovation and collaboration, but was that the right decision? We’ve all said that we’re often more productive in a half day working from home than a full day working in the office, right? So why not let your employees work remotely from home?

    There are definitely varying schools of thought on remote working. Some believe that innovation and collaboration can only happen in a boardroom with markers, whiteboards and post-it notes and of course, this can be true for some. But do a few great brainstorms trump a team that feels a little less stressed and a little more free?

    Those who champion remote working often note that these employees are not counting the clock, worried about getting home, cooking dinner or rushing through errands post-work. No one works their 9-5 straight without breaks here and there.  Allowing some time for remote working means employees can handle some non-work related tasks and feel more accomplished throughout the day. Also, sometimes we all need to have a taste of working in our pajamas, right?

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    It’ll be interesting to see how many traditional companies and industries start giving their employees more freedom with their work schedule. And how many end up rescinding their policies like Yahoo did.

    What are your thoughts of the traditional 9-5 schedule and what are you doing to help foster your team’s productivity and creativity? Hit the comments and let us know.

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