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How to Live in the Present and Make Your Time Count

How to Live in the Present and Make Your Time Count

When you woke up this morning, you had a whole day ahead of you. And, when you go to bed, that same day will have passed.

This is just how time works, isn’t it? You’re losing time every second; and try as you may, you can never turn the clock back.

Time is such a precious and limited resource, yet often we neglect or abuse it, thinking that there’s still time left. We’re sometimes so focused on the wrong priorities that we end up spending our precious time on things that won’t matter in the long run. And, we may not be spending enough time on the things that do matter.

Have you ever reflected on how you’re spending your waking moments?

Maybe you could use more time in the day to get more work done. Or perhaps you crave spending more time with your family, but always feel overwhelmed with everything on your plate. You might have always wanted to start a hobby, or try something new, but never had the time to because of existing responsibilities.

Well, if you don’t start now… will you ever? Ask yourself, ‘am I really living my best life?’ 

Below are a few techniques to help you be more aware of your time spent, and how to truly make every second count.

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Be Mindful of the Present

Mindfulness can sometimes be a vague term. People often try to be mindful, or in the present, when on holidays, or when spending time with their loved ones. But, what does it really mean to be mindful of the present?

Well, it simply means to bring awareness to what you’re doing. It’s a practice that trains your brain to be more efficient and better integrated with your surroundings, so you’re less distracted and more focused. It also helps to minimize stress and allows you to become your best self.

So how can you practice mindfulness?

It need not take up any of your free time. You can practice mindfulness during routine activities such as when you’re brushing your teeth, taking a shower, eating breakfast or walking to work. Zoom in on the sights, sounds, smells, tastes and feelings of these activities that you would otherwise be doing on auto-pilot.

A good time to practice is first thing in the morning when you wake up, as it helps set the ‘tone’ of your nervous system for the rest of the day, increasing the likelihood of other mindful moments.

One thing to note is that when you’re practicing mindfulness, it’s okay to let your mind wander. You don’t always need to be aware, as the act of noticing that your mind has wandered, and then bringing it back to awareness is in itself beneficial.

Our brains respond better to bursts of mindfulness, so it’s better to be mindful several times a day, rather than a lengthy one hour session, or even going to weekend retreats. For example, you could focus on how your feet feel in those shoes as you’re walking to work, or how your throat and tongue feels when you’re sipping on your morning coffee. These only take mere minutes of awareness.

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Lastly, the best way to cultivate mindfulness in everyday life is to train yourself to meditate. Practicing meditation is learning the language of being present, and helps us tap into mindfulness with little effort.

Appreciate the Here and Now

Besides practicing mindfulness, it’s also beneficial to appreciate what you have in your life at this very moment.

Whatever you’re doing, whether it’s a fun project or a mundane task, appreciate every moment of it, and make an effort to find the enjoyable aspects within it. For example, when walking to your car or to work, really feel the sensations of the pavement on your feet, the breeze in the air, the sights around you.

Anything can be enjoyable if you train yourself to see it that way. This can also be applied to doing laundry, washing dishes, or filing taxes!

You don’t need to only be grateful for the big things in life like money or material possessions. It’s the little things in life that if you can appreciate and find meaning in, you’re one step closer to truly living in the moment.

Stop Multitasking

Now this is a controversial one. It used to be that if you could multitask, you were seen as being more efficient and getting more done in less time. However these days, most productivity gurus would agree that multitasking is not the way to go about with efficiency. Shocked?

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Well, the simple explanation is that when you multitask, your concentration or attention is being split with the number of things you’re trying to get done. As a result, you’re actually less focused on each task which results in lower productivity, and likely more time needed or lower quality results.

So as much as you want to save time, it’s better to focus on one task at a time. When you feel the urge to switch to other tasks, pause, breathe, and pull yourself back into the single task you are currently focusing on.

Be Fully Present When Around Others

Often, when we spend time with others, we’re not really there with them. Physically, we may be present, but a lot of times we’re distracted by our phones or other devices. If not these, we might be distracted in our minds–thinking about the errands we need to run, or the email we need to reply to, or the dinner plans that we have the next evening.

Other times we may listen, but we’re actually thinking about ourselves and what we want to say to the person. This is all pretty common human behavior that most of us are guilty of, but the good news is that with effort, you can shut off the outside world and just be present with the people you’re spending time with.

This is a more effective use of your time and helps you connect with people rather than just being in the presence of them. Most people appreciate a deeper connection, especially with those whom they value, so really take time to make that happen.

Take Smartphone Breaks

Now, this is a common tip of which you’re probably familiar. But, it’s also really helpful– especially when you’re finding yourself constantly distracted at work, or at home while trying to relax.

It’s useful to disconnect from your phone so that you can focus on other things. The advantage to being connected all the time, of course, is that you have constant and immediate access to news, information, and alerts. But, the downside of that is also that it means you’re at the mercy of those incoming demands and alerts. You become accustomed to immediate responses, sometimes at the expense of other experiences.

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Professor Leslie Parlow of Harvard Business School found in a study that of 1,600 managers and professionals, 70% said they check their phones within an hour of waking up; 56% check their phone within an hour of going to sleep; 51% check their phone continuously during vacation; and 44% said they would experience ‘a great deal of anxiety’ if they lost their phone and couldn’t replace it for a week.[1]

You may argue that you’re not spending your time playing games or going on Facebook, but instead doing something more valuable. But, it’s not what you’re doing that matters as much as the time you lose when you switch back to a task.

When distracted by your phone, and acted upon, it takes up to 23 minutes to get back to the level of concentration where you left off before the interruption. So, if you let your phone interrupt you every 10 minutes, think about how much time and resources you’ve lost in a day?

Don’t Rush Through Life

At the end of the day, we all have a limited amount of time on earth, so we should strive to make the most of it.

That doesn’t mean we should be rushing and trying to do everything at once, so that we forget to smell the roses, be present with our loved ones and appreciate the little things in life.

It’s more important to know that the time you’re spending is spent meaningfully, and that you’re prioritizing the right things. If you haven’t been living in the present, the time is now!

Start practicing some of the tips I’ve shared above and watch your life transform slowly, as you move towards making every second count.

Featured photo credit: Photo by Djim Loic on Unsplash via unsplash.com

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Leon Ho

Founder & CEO of Lifehack

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Last Updated on January 6, 2021

14 Ideas on How to Measure Productivity to Make Progress

14 Ideas on How to Measure Productivity to Make Progress

Everyone has heard the term productivity, and people talk about it in terms of how high it is and how to improve it. But fewer know how to measure productivity, or even what exactly we are talking about when using the term “productivity.”

In its simplest form, the productivity formula looks like this: Output ÷ Input = Productivity.

For example, you have two salespeople each making 10 calls to customers per week. The first one averages 2 sales per week and the second one averages 3 sales per week. By plugging in the numbers we get the following productivity levels for each sales person.

For salesperson one, the output is 2 sales and the input is 10 sales: 2 ÷ 10 = .2 or 20% productivity. For salesperson two, the output is 3 sales and the input is 10 sales: 3 ÷ 10 = .3 or 30% productivity.

Knowing how to measure and interpret productivity is an invaluable asset for any manager or business owner in today’s world. As an example, in the above scenario, salesperson #1 is clearly not doing as well as salesperson #2.

Knowing this information we can now better determine what course of action to take with salesperson #1.

Some possible outcomes might be to require more in-house training for that salesperson, or to have them accompany the more productive salesperson to learn a better technique. It might be that salesperson #1 just isn’t suited for sales and would do a better job in a different position.

How to Measure Productivity With Management Techniques

Knowing how to measure productivity allows you to fine tune your business by minimizing costs and maximizing profits:

1. Identify Long and Short-Term Goals

Having a good understanding of what you (or your company’s) goals are is key to measuring productivity.

For example, if your company’s goal is to maximize market share, you’ll want to measure your team’s productivity by their ability to acquire new customers, not necessarily on actual sales made.

2. Break Down Goals Into Smaller Weekly Objectives

Your long-term goal might be to get 1,000 new customers in a year. That’s going to be 20 new customers per week. If you have 5 people on your team, then each one needs to bring in 4 new customers per week.

Now that you’ve broken it down, you can track each person’s productivity week-by-week just by plugging in the numbers:

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Productivity = number of new customers ÷ number of sales calls made

3. Create a System

Have you ever noticed that whenever you walk into a McDonald’s, the French fry machine is always to your left? 

This is because McDonald’s created a system. They have determined that the most efficient way to set up a kitchen is to always have the French fry machine on the left when you walk in.

You can do the same thing and just adapt it to your business.

Let’s say that you know that your most productive salespeople are making the most sales between the hours of 3 and 7 pm. If the other salespeople are working from 9 am to 4 pm, you can potentially increase productivity through something as simple as adjusting the workday.

Knowing how to measure productivity allows you to set up, monitor, and fine tune systems to maximize output.

4. Evaluate, Evaluate, Evaluate!

We’ve already touched on using these productivity numbers to evaluate and monitor your employees, but don’t forget to evaluate yourself using these same measurements.

If you have set up a system to track and measure employees’ performance, but you’re still not meeting goals, it may be time to look at your management style. After all, your management is a big part of the input side of our equation.

Are you more of a carrot or a stick type of manager? Maybe you can try being more of the opposite type to see if that changes productivity. Are you managing your employees as a group? Perhaps taking a more one-on-one approach would be a better way to utilize each individual’s strengths and weaknesses.

Just remember that you and your management style contribute directly to your employees’ productivity.

5. Use a Ratings Scale

Having clear and concise objectives for individual employees is a crucial part of any attempt to increase workplace productivity. Once you have set the goals or objectives, it’s important that your employees are given regular feedback regarding their progress.

Using a ratings scale is a good way to provide a standardized visual representation of progress. Using a scale of 1-5 or 1-10 is a good way to give clear and concise feedback on an individual basis.

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It’s also a good way to track long-term progress and growth in areas that need improvement.

6. Hire “Mystery Shoppers”

This is especially helpful in retail operations where customer service is critical. A mystery shopper can give feedback based on what a typical customer is likely to experience.

You can hire your own shopper, or there are firms that will provide them for you. No matter which route you choose, it’s important that the mystery shoppers have a standardized checklist for their evaluation.

You can request evaluations for your employees friendliness, how long it took to greet the shopper, employees’ knowledge of the products or services, and just about anything else that’s important to a retail operation.

7. Offer Feedback Forms

Using a feedback form is a great way to get direct input from existing customers. There are just a couple of things to keep in mind when using feedback forms.

First, keep the form short, 2-3 questions max with a space for any additional comments. Asking people to fill out a long form with lots of questions will significantly reduce the amount of information you receive.

Secondly, be aware that customers are much more likely to submit feedback forms when they are unhappy or have a complaint than when they are satisfied.

You can offset this tendency by asking everyone to take the survey at the end of their interaction. This will increase compliance and give you a broader range of customer experiences, which will help as you’re learning how to measure productivity.

8. Track Cost Effectiveness

This is a great metric to have, especially if your employees have some discretion over their budgets. You can track how much each person spends and how they spend it against their productivity.

Again, this one is easy to plug into the equation: Productivity = amount of money brought in ÷ amount of money spent.

Having this information is very useful in forecasting expenses and estimating budgets.

9. Use Self-Evaluations

Asking your staff to do self evaluations can be a win-win for everyone. Studies have shown that when employees feel that they are involved and their input is taken seriously, morale improves. And as we all know, high employee morale translates into higher productivity.

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Using self-evaluations is also a good way to make sure that the employees and employers goals are in alignment.

10. Monitor Time Management

This is the number one killer of productivity in the workplace. Time spent browsing the internet, playing games, checking email, and making personal calls all contribute to lower productivity[1].

Time Management Tips to Improve Productivity

    The trick is to limit these activities without becoming overbearing and affecting morale. Studies have shown that most people will adhere to rules that they feel are fair and applied to everyone equally.

    While ideally, we may think that none of these activities should be done on company time, employees will almost certainly have a different opinion. From a productivity standpoint, it is best to have policies and rules that are seen as fair to both sides as you’re learning how to measure productivity.

    11. Analyze New Customer Acquisition

    We’ve all heard the phrase that “It’s more expensive to get a new customer than it is to keep an existing one.” And while that is very true, in order for your business to keep growing, you will need to continually add new customers.

    Knowing how to measure productivity via new customer acquisition will make sure that your marketing dollars are being spent in the most efficient way possible. This is another metric that’s easy to plug into the formula: Productivity = number of new customers ÷ amount of money spent to acquire those customers.

    For example, if you run any kind of advertising campaign, you can compare results and base your future spending accordingly.

    Let’s say that your total advertising budget is $3,000. You put $2,000 into television ads, $700 into radio ads, and $300 into print ads. When you track the results, you find that your television ad produced 50 new customers, your radio ad produced 15 new customers, and your print ad produced 9 new customers.

    Let’s plug those numbers into our equation. Television produced 50 new customers at a cost of $2,000 (50 ÷ 2000 = .025, or a productivity rate of 2.5%). The radio ads produced 15 new customers and cost $700 (15 ÷ 700 = .022, or a 2.2% productivity rate). Print ads brought in 9 new customers and cost $300 (9 ÷ 300 = .03, or a 3% return on productivity).

    From this analysis, it is clear that you would be getting the biggest bang for your advertising dollar using print ads.

    12. Utilize Peer Feedback

    This is especially useful when people who work in teams or groups. While self-assessments can be very useful, the average person is notoriously bad at assessing their own abilities.

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    Just ask a room full of people how many consider themselves to be an above average driver and you’ll see 70% of the hands go up[2]! Now we clearly know that in reality about 25% of drivers are below average, 25% are above average, and 50% are average.

    Are all these people lying? No, they just don’t have an accurate assessment of their own abilities.

    It’s the same in the workplace. Using peer feedback will often provide a more accurate assessment of a person’s ability than a self-assessment would.

    13. Encourage Innovation and Don’t Penalize Failure

    When it comes to productivity, encouraging employee input and adopting their ideas can be a great way to boost productivity. Just make sure that any changes you adopt translate into higher productivity.

    Let’s say that someone comes to you requesting an entertainment budget so that they can take potential customers golfing or out to dinner. By utilizing simple productivity metrics, you can easily produce a cost benefit analysis and either expand the program to the rest of the sales team, or terminate it completely.

    Either way, you have gained valuable knowledge and boosted morale by including employees in the decision-making process.

    14. Use an External Evaluator

    Using an external evaluator is the pinnacle of objective evaluations. Firms that provide professional evaluations use highly trained personnel that even specialize in specific industries.

    They will design a complete analysis of your business’ productivity level. In their final report, they will offer suggestions and recommendations on how to improve productivity.

    While the benefits of a professional evaluation are many, their costs make them prohibitive for most businesses.

    Final Thoughts

    These are just a few of the things you can do when learning how to measure productivity. Some may work for your particular situation, and some may not.

    The most important thing to remember when deciding how to track productivity is to choose a method consistent with your goals. Once you’ve decided on that, it’s just a matter of continuously monitoring your progress, making minor adjustments, and analyzing the results of those adjustments.

    The business world is changing fast, and having the right tools to track and monitor your productivity can give you the edge over your competition.

    More Productivity Tips

    Featured photo credit: William Iven via unsplash.com

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