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Last Updated on July 8, 2020

Productivity Can Be Improved By These 10 Actionable Steps

Productivity Can Be Improved By These 10 Actionable Steps

If there is any challenge that is common to everyone apart from staying happy, it’s improving personal productivity.

Nothing stimulates joy like getting things done and doing the right things. You become happier when you are focused and productive.

So what is productivity and how do we improve it?

What is Personal Productivity?

Personal productivity means different things to different individuals. Some might define personal productivity as accomplishing your milestones without failing, or setting goals and completing them.

So what, then, is personal productivity?

Personal productivity can be thought of as completing a set of tasks that moves you forward in the direction of your life purpose without causing you to sacrifice other life aspects.

Personal productivity can be improved by identifying your key objectives and what actionable steps you need to take to fulfill them.

In all of this, it’s important to remember that personal productivity is different than workplace productivity. Here’s why.

Personal Productivity Vs. Workplace Productivity

Workplace productivity deals with your level of efficiency in accomplishing corporate goals and providing goods or top-notch solutions for customers. For instance, productivity in the workplace could incorporate the speed at which you respond to a query as a customer service assistant or design a website for a web development agency.

The 4 Components of Productivity

Penny Zenker, a notable Productivity Coach, propounded four essential components of productivity: purpose, language, focus, and physiology. Let’s break these down.

Purpose

According to Penny,

“When you are on a course or purpose that goes beyond what’s in it for you or what you need to do, you gain a higher sense of being more productive and a feeling that you are working on something significant.”[1]

One way to find your sense of purpose is by answering your “Whys.”

Language

Language is another crucial component. It’s how you express yourself in describing the world around you.

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Any time you utilize negative words during self-talk, you are conditioning yourself to produce negative situations.

Productivity can be improved by paying attention to the language you use. That way, you can change your words consciously and then talk yourself into becoming more productive.

Therefore, try to change your language to improve your output!

Focus

You only have 24 hours each day. How do you guide your energy within this limited time-frame? The answer lies in being focused.

Focus is the art of directing your energy towards your objectives. It is eliminating every form of distraction and achieving your set goals.

Physiology

You need a great body to be productive. That’s why your physiology influences your level of productivity.

For instance, what you eat affects what you can do. If you continuously neglect the habit of eating healthy, you will continually undermine your performance and efficiency.

So what’s the way forward?

Take good care of your body!

Productivity can be improved by eating healthy, exercising regularly, and spending time with nature.

How to Evaluate Productivity

Evaluating your productivity is an important step as it helps you keep track of what you’re doing right and wrong on your journey to completing your goals. Try these five proven steps to keep you on track.

1. Review Your Completed To-Do Lists

One of the strategic means of assessing your productivity is by examining your completed to-do lists. You can accurately look at your activities in the past two to three weeks. Find out what you have accomplished. Estimate how many tasks, how long each task took you, and find the ones you failed to complete.

Were you distracted? Busy? Or lacking sufficient time? The essence of this assessment is to enable you find a solution that can assist you in completing your objectives on time.

2. Track Your Time

Tracking your time is highly crucial to determining your productivity level. You only have 24 hours, just like any other person. How you spend each second is what differentiates you from the rest of the world.

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While some are experts at managing their time productively, others retire at night without any significant thing they have accomplished all day.

You just can’t live your life like that.

Track your time to derive an accurate evaluation of your accomplishments and performance in your workplace.

3. Practice Accountability

While you can collaborate with an accountability partner to monitor your progress, Jones Loflin, a keynote speaker and a prolific author, also recommends that you ask yourself some reflective questions daily[2]:

  • Was I productive today or reactive?
  • Have I accomplished any of my short-term goals?
  • What took my time today?
  • Who is excited that I was part of their day?
  • What did I accomplish today that will relieve me of stress tomorrow?
  • What did I fail to do that can make my tomorrow worse off?

While you don’t have to ask all these questions each day, you can ask them at intervals throughout the week.

You can also practice journaling or blog about your experience.

4. Allocate a Time-frame for Your Goals

Establishing a timeline is one of the requirements for creating SMART goals. You can determine if you have accomplished your objectives when you have a time period as a point of reference. You provide yourself a timeline to implement your tasks when you assign deadlines for all your milestones.

That way, you can detect when you are not meeting your deadlines and quickly get back on track.

5. Complete a Weekly Review

The best time to audit your accomplishment is the weekend and not the end of the year. Create time each week to evaluate your objectives and track your outcomes. Find out which stage you are in, and determine how you can tweak your schedules and routines to better achieve your aims.

How to Improve Productivity

Tracking productivity is important, but it’s all for naught if you’re unable to improve your productivity in the face of difficulties. Productivity can be improved by incorporating these simple things into your life.

1. Exercise

Do this first thing when you wake up. According to research, exercise, especially team exercise, can enhance your mood for up to 12 hours after a workout.[3]

Therefore, if you care to have a productive day, invest your first 20 minutes in physical exercises.

Nothing energizes you like physical exercises, and productivity can be improved by a boost in your energy level.

2. Prioritize the Most Critical Tasks

Everyone has specific activities that count the most. An important step is to identify three things that add value to your life’s purpose.

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What three things produce the most income?

What three things generate the highest impact?

Delete the “additional stuff” as much as you can. This action will enable you to enjoy the importance of focusing on your most important activities.

3. Allocate Less Time for Major Projects

Time is like a new mansion. You fill a new house with furniture and fittings, just as you load each block of your time with activities.

So here’s a practical approach you can apply.

Reduce the amount of time you assign for a critical task.

That will help you to focus and stay productive. It will also optimize your energy level and help you get things done faster.

4. Chunk Your House Chores

Now that you are working from home, housekeeping activities can become your greatest distractions.

You don’t have to worry about that.

Instead of performing those tasks at any time of the day, sort them out in an organized block. Then, schedule the blocks and take them out when you are tired or need a mental break.

5. Learn to Say No

That does not mean you are not polite. It’s important to protect your time by saying no as often as you say yes.

Time is a great asset; you cannot waste it trying to please everyone.

6. Schedule Free Time

Don’t let your free time just happen. It should not also be a product of “if you have a chance.”

Plan it!

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Set out fun things to do during those free periods. It could be watching a new movie or playing an exciting game. Let it be something that you love so you can anticipate it.

Productivity can be improved by an increased level of happiness, which we can improve during those crucial moments of free time.

7. Take a Productivity Nap

A quick nap has the ability to boost your creativity, retention, and focus.[4]

Midday siestas can supercharge your productivity, so don’t overwork yourself; take a nap!

8. Use Your Mind to Think, Not to Recollect

Never clutter your mind with mental lists of things you need to remember.

Instead, write those things down and focus your mind on how to do them better. Avoid wasting your mental energy on remembering important ideas, and let papers take care of that.

9. Turn off Notifications

Turn off email dings, phone buzzes, and pop-ups. Every notification distracts you from the most important task, so eliminating them is an important step if you want to focus your energy.

Go notification-free, and once or twice each out, check for a few minutes if you’ve missed an urgent call or a message.

Most of the time, you will discover you haven’t missed anything and that the time you gained was better spent being productive.

10. Create Room for Reflection

Block about 20 to 30 minutes of your working time for reflection.

Close the door and reflect. You can also take a walk during this period. Exercising this way can aid your thinking as it encourages focused energy and relaxation.[5]

Bonus Point: Use the 2-Minute Rule

In his book Getting Things Done, David Allen recommends:

“When an activity requires less than two minutes, do not schedule it, do not set it aside for a later time, do not set a reminder — just do them instantly.”

Bottom Line

Productivity can be improved by the ten actionable steps mentioned above. Don’t forget to do the most important things first, allocate limited time for them, and focus like a laser to achieve your milestones.

Don’t forget the two-minute rule! If you can get it done quickly, get it done now.

More Productivity Tips

Featured photo credit: Carl Heyerdahl via unsplash.com

Reference

More by this author

Leon Ho

Founder & CEO of Lifehack

How Long Does It Take to Learn a Language? Science Will Tell You Delegation of Authority: The Complete Guide for Effective Leaders How To Be Successful In Life: 13 Life-Changing Tips 12 Things High Self-Esteem People Don’t Do A Complete Guide to Goal Setting for Personal Success

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Last Updated on October 20, 2020

How to Stop Procrastinating: 11 Practical Ways for Procrastinators

How to Stop Procrastinating: 11 Practical Ways for Procrastinators

You have a deadline looming. However, instead of doing your work, you are fiddling with miscellaneous things like checking email, social media, watching videos, surfing blogs and forums. You know you should be working, but you just don’t feel like doing anything.

We are all familiar with the procrastination phenomenon. When we procrastinate, we squander away our free time and put off important tasks we should be doing them till it’s too late. And when it is indeed too late, we panic and wish we got started earlier.

The chronic procrastinators I know have spent years of their life looped in this cycle. Delaying, putting off things, slacking, hiding from work, facing work only when it’s unavoidable, then repeating this loop all over again. It’s a bad habit that eats us away and prevents us from achieving greater results in life.

Don’t let procrastination take over your life. Here, I will share my personal steps on how to stop procrastinating. These 11 steps will definitely apply to you too:

1. Break Your Work into Little Steps

Part of the reason why we procrastinate is because subconsciously, we find the work too overwhelming for us. Break it down into little parts, then focus on one part at the time. If you still procrastinate on the task after breaking it down, then break it down even further. Soon, your task will be so simple that you will be thinking “gee, this is so simple that I might as well just do it now!”.

For example, I’m currently writing a new book (on How to achieve anything in life). Book writing at its full scale is an enormous project and can be overwhelming. However, when I break it down into phases such as –

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  • (1) Research
  • (2) Deciding the topic
  • (3) Creating the outline
  • (4) Drafting the content
  • (5) Writing Chapters #1 to #10,
  • (6) Revision
  • (7) etc.

Suddenly it seems very manageable. What I do then is to focus on the immediate phase and get it done to my best ability, without thinking about the other phases. When it’s done, I move on to the next.

2. Change Your Environment

Different environments have different impact on our productivity. Look at your work desk and your room. Do they make you want to work or do they make you want to snuggle and sleep? If it’s the latter, you should look into changing your workspace.

One thing to note is that an environment that makes us feel inspired before may lose its effect after a period of time. If that’s the case, then it’s time to change things around. Refer to Steps #2 and #3 of 13 Strategies To Jumpstart Your Productivity, which talks about revamping your environment and workspace.

3. Create a Detailed Timeline with Specific Deadlines

Having just 1 deadline for your work is like an invitation to procrastinate. That’s because we get the impression that we have time and keep pushing everything back, until it’s too late.

Break down your project (see tip #1), then create an overall timeline with specific deadlines for each small task. This way, you know you have to finish each task by a certain date. Your timelines must be robust, too – i.e. if you don’t finish this by today, it’s going to jeopardize everything else you have planned after that. This way it creates the urgency to act.

My goals are broken down into monthly, weekly, right down to the daily task lists, and the list is a call to action that I must accomplish this by the specified date, else my goals will be put off.

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Here’re more tips on setting deadlines: 22 Tips for Effective Deadlines

4. Eliminate Your Procrastination Pit-Stops

If you are procrastinating a little too much, maybe that’s because you make it easy to procrastinate.

Identify your browser bookmarks that take up a lot of your time and shift them into a separate folder that is less accessible. Disable the automatic notification option in your email client. Get rid of the distractions around you.

I know some people will out of the way and delete or deactivate their facebook accounts. I think it’s a little drastic and extreme as addressing procrastination is more about being conscious of our actions than counteracting via self-binding methods, but if you feel that’s what’s needed, go for it.

5. Hang out with People Who Inspire You to Take Action

I’m pretty sure if you spend just 10 minutes talking to Steve Jobs or Bill Gates, you’ll be more inspired to act than if you spent the 10 minutes doing nothing. The people we are with influence our behaviors. Of course spending time with Steve Jobs or Bill Gates every day is probably not a feasible method, but the principle applies — The Hidden Power of Every Single Person Around You

Identify the people, friends or colleagues who trigger you – most likely the go-getters and hard workers – and hang out with them more often. Soon you will inculcate their drive and spirit too.

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As a personal development blogger, I “hang out” with inspiring personal development experts by reading their blogs and corresponding with them regularly via email and social media. It’s communication via new media and it works all the same.

6. Get a Buddy

Having a companion makes the whole process much more fun. Ideally, your buddy should be someone who has his/her own set of goals. Both of you will hold each other accountable to your goals and plans. While it’s not necessary for both of you to have the same goals, it’ll be even better if that’s the case, so you can learn from each other.

I have a good friend whom I talk to regularly, and we always ask each other about our goals and progress in achieving those goals. Needless to say, it spurs us to keep taking action.

7. Tell Others About Your Goals

This serves the same function as #6, on a larger scale. Tell all your friends, colleagues, acquaintances and family about your projects. Now whenever you see them, they are bound to ask you about your status on those projects.

For example, sometimes I announce my projects on The Personal Excellence Blog, Twitter and Facebook, and my readers will ask me about them on an ongoing basis. It’s a great way to keep myself accountable to my plans.

8. Seek out Someone Who Has Already Achieved the Outcome

What is it you want to accomplish here, and who are the people who have accomplished this already? Go seek them out and connect with them. Seeing living proof that your goals are very well achievable if you take action is one of the best triggers for action.

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9. Re-Clarify Your Goals

If you have been procrastinating for an extended period of time, it might reflect a misalignment between what you want and what you are currently doing. Often times, we outgrow our goals as we discover more about ourselves, but we don’t change our goals to reflect that.

Get away from your work (a short vacation will be good, else just a weekend break or staycation will do too) and take some time to regroup yourself. What exactly do you want to achieve? What should you do to get there? What are the steps to take? Does your current work align with that? If not, what can you do about it?

10. Stop Over-Complicating Things

Are you waiting for a perfect time to do this? That maybe now is not the best time because of X, Y, Z reasons? Ditch that thought because there’s never a perfect time. If you keep waiting for one, you are never going to accomplish anything.

Perfectionism is one of the biggest reasons for procrastination. Read more about why perfectionist tendencies can be a bane than a boon: Why Being A Perfectionist May Not Be So Perfect.

11. Get a Grip and Just Do It

At the end, it boils down to taking action. You can do all the strategizing, planning and hypothesizing, but if you don’t take action, nothing’s going to happen. Occasionally, I get readers and clients who keep complaining about their situations but they still refuse to take action at the end of the day.

Reality check:

I have never heard anyone procrastinate their way to success before and I doubt it’s going to change in the near future. Whatever it is you are procrastinating on, if you want to get it done, you need to get a grip on yourself and do it.

Bonus: Think Like a Rhino

More Tips for Procrastinators to Start Taking Action

Featured photo credit: Malvestida Magazine via unsplash.com

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