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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 May 26, 2020

    Top 10 Reasons Why People Don’t Reach Their Goals

    Top 10 Reasons Why People Don’t Reach Their Goals

    With everything that happens around us, it is sometimes difficult to reach our goals. This is compounded if you have any of the reasons on the list below.

    Luckily, in addition to the top 10 reasons why people don’t reach their goals, I’ve included a quick fix for each of them. So let’s get to it.

    1. Creating Vague Goals

    When you don’t know where you are going, it is really hard to get there. Many people set themselves up for failure when they set goals that are unclear. “I want to lose weight” sounds like a great goal but the people who set this kind of goal will never reach it. It is not because the people are not motivated or disciplined but because the goal is too general. Do you want to lose 5 lbs or 50 lbs?

    Quick Fix:  Set SMART goals by being Specific, making sure they are Measurable, Achievable and Realistic, and last but not least — give yourself a Time deadline. If you want to go one step further, you may want to read The Missing Letter in Your Smart Goals.

    2. Lacking a Higher Purpose

    Goals can be set on any topic imaginable but if you don’t have a higher purpose, it makes it is easy to give up once the initial motivation and excitement wears off. Understanding how your goal is relevant to you allows you to persevere even when the going gets tough.

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    Quick Fix: When setting your SMART goal, ask yourself how the goal is relevant to your life and what you want to achieve.

    3. Procrastinating

    Even when you have SMART goals that are relevant to your purpose, if you don’t get started, you’ll never achieve your goal. One of the most dangerous phrases is “I’ll do it later.”

    Quick Fix: Make sure the goal has been broken down into manageable pieces and then start right away. Here are 11 Practical Ways to Stop Procrastination.

    4. Not Taking Responsibility

    Things will go wrong. That’s a fact of life. When something comes up and you don’t achieve your goal, who do you blame? Your boss who kept you at work late so you couldn’t work on your book or maybe the horrible weather that stopped you from going to the gym. If it’s not your fault, there is nothing you can do, right?

    Quick Fix: Own up to not reaching your goals. When you take responsibility, you’ll become resourceful knowing that you have control over the attainment of your goals.

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    5. Listening to People Who Discourage You

    When you go for your goals, especially the big ones that really count and fit in with your purpose in life, it is inevitable that people will discourage you. There are many reasons for this: concern, jealousy, ignorance, etc. How many goals have already been given up on because other people decided they were not worth pursuing?

    Quick Fix: This one is easy. As long as you know the purpose for your goal, ignore the naysayers. You can take what they are saying into consideration but make sure you make the final choice.

    6. Starting Too Many Projects

    I’m a starter. That sounds like a good thing but not when you start too many things, you don’t end up finishing many of them. This usually stems from the fear of missing out (FOMO) or being someone who has many ideas.

    Quick Fix: Understand that you have a limited amount of time and that you can’t do everything. To deal with FOMO, realize that by not finishing, you are missing out on all the opportunities that open up when you finish the projects you are working on.

    7. Being Negative

    If you think you’re not going to make it, then you’re probably not going to make it. If you don’t believe you’re going to reach your goal, then when you fail, it is expected which makes it easy to stop trying. When you are optimistic and a setback occurs, you focus your energy on finding solutions because you truly believe there is one. If you believe that you suffer from bad luck, check out this article.

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    Quick Fix: Consider the idea that optimism and pessimism are both expectations of the future. Each are equally likely to be true but which belief will help you lead a happier more fulfilled life? Instead of wasting your energy on complaining, spend that energy on learning.

    8. Being Selfish

    There are people out there that think it is silly to help others. They believe in taking and not giving. They are misers with their time, money and knowledge and are only interested in opportunities where they stand to benefit. Most big goals require the help of others and it is very difficult to help people who only care about taking.

    Quick Fix: Serve others first. Always look for ways to add value to other people.

    9. Surrounding Yourself with People Who Don’t Reach Their Goals

    You are who you associate with. This may be hard to swallow for some people and there are always exceptions to the rule but for the most part, we act in accordance with the people around us. This comes from the strong ad natural desire to belong and to be accepted (think of all the dumb things you did in high school just to fit in).

    Quick Fix: Associate with people who always reach their goals.

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    10. Watching Too Much TV

    Not all TV is bad but if you are watching TV then most likely you are not doing anything to move one step closer to your goal. The problem with TV these days is that it is captivating. There are programs for all interests and hobbies and the shows keep getting better and better. Those who watch alot of TV usually don’t reach their goals and perhaps people watch TV because they don’t have any goals.

    Quick Fix: Shut off the TV. Cancel the cable. Pick up a book that will help you move one step closer to your goal. Here are 6 Steps to Remove TV from your Life.

    Do you have anything to add? What do you think are the reasons why people don’t reach their goals and what are your thought about the 10 reasons we have listed here. Feel free to give your own effective quick fixes for the different reasons in the comments section below.

    Featured photo credit: Kyle Glenn via unsplash.com

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