Advertising
Advertising

How Not to Impose Productivity Systems On Others

How Not to Impose Productivity Systems On Others
Planner

    My baby sister visited me this weekend and brought along a stack of homework that I thought was unbelievable: she’s a junior in high school and her task list had something for every class — and projects in most of them. She keeps track of it in a planner that has such small spaces for recording appointments or tasks that I thought my eyes would fall out of my head from squinting so hard.

    So I did what any good big sister interested in productivity would do: I offered to set her up with something a little easier to use. Nothing fancy, of course: I was thinking of introducing her to Remember the Milk. I like RTM for a lot of reasons, although I know a lot of other people have their preferences — the fact that I can use plugins to integrate RTM with both Google Calendar and GMail do a lot for my productivity.

    My sister’s response? An immediate no. She relies on paper, not some fancy online gizmo. She proceeded to explain that she only goes online every couple of days, mostly to check her Hotmail email account. It was like an arrow straight into my Web 2.0-loving heart. Somehow, I survived and suggested that maybe a new planner — a bigger one — might be in order. I even offered a trip to the bookstore. I was again shot down, with a whole list of counter-arguments: she’d have to transfer everything over, she’s used to this particular planner and this planner was free, whereas a new one would cost money.

    Advertising

    I don’t consider myself some sort of productivity evangelizer; I just think that her system could be improved upon, if only to protect her eyesight. It’s her schoolwork: she’s more than welcome to organize it however she wishes. I managed to keep my advice down to a short suggested reading list and making her promise to consider this whole newfangled internet thing.

    I did start thinking, though, about other situations where a person can be forced to adopt a productivity system that just flat out doesn’t work for her, and how to maybe work around it. It’s happened to me before, and I certainly didn’t like it. One of my past employers required us cubicle-dwellers to use a custom system based on Excel spreadsheets accessible across the network to track not only our ongoing tasks but our time cards, accomplishments and a host of other information. I was the employee who constantly forgot to update the spreadsheets and had to be reminded where to check for a given piece of information on a regular basis. It wasn’t a case of my not having the necessary data — I had everything my manager wanted at any given time — but I didn’t translate it into the company’s system very well. We finally managed to slip into an arrangement where I used my own methods to track my work and then filled out my spreadsheets once a week or so.

    Advertising

    I’ve heard plenty of horror stories about calendars, task lists and other imposed time tracking and productivity systems (a surprising number of them include required use of Outlook, often in ways it wasn’t intended to be used). Most seem to boil down to the fact that a worker views the ‘productivity’ system as creating hours more work than he otherwise might face. A bad time-tracking system can quickly become as much of an aggravation as a payroll screw up.

    I’ve heard plenty of work-arounds, as well: there was the guy who wrote himself a little piece of software to translate between his employer’s task management system and his own, the girl who just refused to play along at a system that didn’t work for her and the guy who convinced his manager to change the whole company to suit his needs. There were varying degrees of success — the girl who wouldn’t knuckle under to her task manager wound up in a new workplace very quickly.

    Advertising

    It seems like the best most of us can do with an imposed productivity system is to try our best to make it work for us — and often we can’t do much better than pretending to find it useful. My personal experience shows that most people have to find their own way of implementing time management — whether by adapting GTD to their lives or writing their own handbook. It’s a matter of knowing what solution works for your specific situation. Nobody else will face the exact same time management issues that you do, making your personal touch a necessity when implementing some sort of productivity system.

    For companies or organizations looking to create some sort of time management system, however, there is still hope. Bringing the people who will be using the system in on its planning can avoid a whole list of common problems: micromanagement interfering with work, requirements for recording minutia into the system taking up time that could be better spent on projects or poorly integrated systems that require time to shift between. Whether you’re tracking productivity, or just trying to make it easier for employees to get their work done, the employees will be the only people able to tell you if your system will help or hurt them.

    Advertising

    And my sister? I managed to convince her to try out GMail since we both agreed that her 2cute4words Hotmail address might not impress college admissions offices.

    More by this author

    50 Businesses You Can Start In Your Spare Time 8 Replacements for Google Notebook 5 Sites Where You Can Sell Your Photos 7 Tools to Find Someone Online 19 Entrepreneurship Websites Worth Checking Out

    Trending in Featured

    1 15 Tips to Restart the Exercise Habit (and How to Keep It) 2 50 Ways to Increase Productivity and Achieve More in Less Time 3 8 Simple Ways to Be a Better Listener 4 The Art of Humble Confidence 5 8 Steps to Continuous Self Motivation Even During the Difficult Times

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on November 18, 2020

    15 Tips to Restart the Exercise Habit (and How to Keep It)

    15 Tips to Restart the Exercise Habit (and How to Keep It)

    It’s okay, you can finally admit it. It’s been two months since you’ve seen the inside of the gym. Getting sick, family crisis, overtime at work and school papers that needed to get finished all kept you for exercising. Now, the question is: how do you start again?
    Once you have an exercise habit, it becomes automatic. You just go to the gym, there is no force involved. But after a month, two months or possibly a year off, it can be hard to get started again. Here are some tips to climb back on that treadmill after you’ve fallen off.

    1. Don’t Break the Habit – The easiest way to keep things going is simply not to stop. Avoid long breaks in exercising or rebuilding the habit will take some effort. This may be advice a little too late for some people. But if you have an exercise habit going, don’t drop it at the first sign of trouble.
    2. Reward Showing Up – Woody Allen once said that, “Half of life is showing up.” I’d argue that 90% of making a habit is just making the effort to get there. You can worry about your weight, amount of laps you run or the amount you can bench press later.
    3. Commit for Thirty Days – Make a commitment to go every day (even just for 20 minutes) for one month. This will solidify the exercise habit. By making a commitment you also take pressure off yourself in the first weeks back of deciding whether to go.
    4. Make it Fun – If you don’t enjoy yourself at the gym, it is going to be hard to keep it a habit. There are thousands of ways you can move your body and exercise, so don’t give up if you’ve decided lifting weights or doing crunches isn’t for you. Many large fitness centers will offer a range of programs that can suit your tastes.
    5. Schedule During Quiet Hours – Don’t put exercise time in a place where it will easily be pushed aside by something more important. Right after work or first thing in the morning are often good places to put it. Lunch-hour workouts might be too easy to skip if work demands start mounting.
    6. Get a Buddy – Grab a friend to join you. Having a social aspect to exercising can boost your commitment to the exercise habit.
    7. X Your Calendar – One person I know has the habit of drawing a red “X” through any day on the calendar he goes to the gym. The benefit of this is it quickly shows how long it has been since you’ve gone to the gym. Keeping a steady amount of X’s on your calendar is an easy way to motivate yourself.
    8. Enjoyment Before Effort – After you finish any work out, ask yourself what parts you enjoyed and what parts you did not. As a rule, the enjoyable aspects of your workout will get done and the rest will be avoided. By focusing on how you can make workouts more enjoyable, you can make sure you want to keep going to the gym.
    9. Create a Ritual – Your workout routine should become so ingrained that it becomes a ritual. This means that the time of day, place or cue automatically starts you towards grabbing your bag and heading out. If your workout times are completely random, it will be harder to benefit from the momentum of a ritual.
    10. Stress Relief – What do you do when your stressed? Chances are it isn’t running. But exercise can be a great way to relieve stress, releasing endorphin which will improve your mood. The next time you feel stressed or tired, try doing an exercise you enjoy. When stress relief is linked to exercise, it is easy to regain the habit even after a leave of absence.
    11. Measure Fitness – Weight isn’t always the best number to track. Increase in muscle can offset decreases in fat so the scale doesn’t change even if your body is. But fitness improvements are a great way to stay motivated. Recording simple numbers such as the number of push-ups, sit-ups or speed you can run can help you see that the exercise is making you stronger and faster.
    12. Habits First, Equipment Later – Fancy equipment doesn’t create a habit for exercise. Despite this, some people still believe that buying a thousand dollar machine will make up for their inactivity. It won’t. Start building the exercise habit first, only afterwards should you worry about having a personal gym.
    13. Isolate Your Weakness – If falling off the exercise wagon is a common occurrence for you, find out why. Do you not enjoy exercising? Is it a lack of time? Is it feeling self-conscious at the gym? Is it a lack of fitness know-how? As soon as you can isolate your weakness, you can make steps to improve the situation.
    14. Start Small – Trying to run fifteen miles your first workout isn’t a good way to build a habit. Work below your capacity for the first few weeks to build the habit. Otherwise you might scare yourself off after a brutal workout.
    15. Go for Yourself, Not to Impress – Going to the gym with the only goal of looking great is like starting a business with only the goal to make money. The effort can’t justify the results. But if you go to the gym to push yourself, gain energy and have a good time, then you can keep going even when results are slow.

    Read Next