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How Not to Impose Productivity Systems On Others

How Not to Impose Productivity Systems On Others
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    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.

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    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.

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    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.

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    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.

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    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.

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    Last Updated on October 30, 2018

    How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

    How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

    Who needs Tony Robbins when you can motivate yourself? Overcoming the emotional hurdle to get stuff done when you’d rather sit on the couch isn’t always easy. But unless calling in sick and waking up at noon have no consequences for you, it’s often a must.

    For those of you who never procrastinate, distract yourself or drag your feet when you should be doing something important, well done so far! But for the rest of you, it’s good to have a library of motivational boosters to move along.

    Whether you’re starting a buisiness, trying to los weight or breaking a bad habit, you’ll learn how to motivate yourself with different techniques in this article.

    13 Simple Ways to Motivate Yourself Right Now

    Despite your best efforts, passion, habits and a flow-producing environment can fail. In that case, it’s time to find whatever emotional pump-up you can use to get started:

    1. Go back to “why”

    Focusing on a dull task doesn’t make it any more attractive. Zooming out and asking yourself why you are bothering in the first place will make it more appealing.

    If you can’t figure out why, then there’s a good chance you shouldn’t bother with it in the first place.

    2. Go for five

    Start working for five minutes. Often that little push will be enough to get you going.

    3. Move around

    Get your body moving as you would if you were extremely motivated to do something. This ‘faking it’ approach to motivation may seem silly or crude but it works.

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    4. Find the next step

    If it seems impossible to work on a project for you, you can try to focus on the next immediate step.

    Fighting an amorphous blob of work will only cause procrastination. Chunk it up so that it becomes manageable. Learn how to stop procrastinating in this guide.

    5. Find your itch

    What is keeping you from working? Don’t let the itch continue without isolating it and removing the problem.

    Are you unmotivated because you feel overwhelmed, tired, afraid, bored, restless or angry? Maybe it is because you aren’t sure you have time or delegated tasks haven’t been finished yet?

    6. Deconstruct your fears

    I’m sure you don’t have a phobia about getting stuff done. But at the same time, hidden fears or anxieties can keep you from getting real work completed.

    Isolate the unknowns and make yourself confident, you can handle the worst case scenario.

    7. Get a partner

    Find someone who will motivate you when you’re feeling lazy. I have a friend I go to the gym with. Besides spotting weight, having a friend can help motivate you to work hard when you’d normally quit.

    8. Kickstart your day

    Plan out tomorrow. Get up early and place all the important things early in the morning. Building momentum early in the day can usually carry you forward far later.

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    Having a morning routine is a good idea for you to stay motivated!

    9. Read books

    Read not just self-help or motivational books but any book that has new ideas. New ideas get your mental gears turning and can build motivation. Here’re more reasons to read every day.

    Learning new ideas puts your brain in motion so it requires less time to speed up to your tasks.

    10. Get the right tools

    Your environment can have a profound effect on your enthusiasm. Computers that are too slow, inefficient applications or a vehicle that breaks down constantly can kill your motivation.

    Building motivation is almost as important as avoiding the traps that can stop it.

    11. Be careful with the small problems

    The worst killer of motivation is facing a seemingly small problem that creates endless frustration.

    Reframe little problems that must be fixed as bigger ones or they will kill any drive you have.

    12. Develop a mantra

    Find a few statements that focus your mind and motivate you. It doesn’t matter whether they are pulled from a tacky motivational poster or just a few words to tell you what to do.

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    If you aren’t sure where to start, a good personal mantra is “Do it now!” You can find more here too: 7 Empowering Affirmations That Will Help You Be Mentally Strong

    13. Build on success

    Success creates success. When you’ve just won, it is easy to feel motivated about almost anything. Emotions tend not to be situation specific, so a small win, whether it is a compliment from a colleague or finishing two thirds of your tasks before noon can turn you into a juggernaut.

    There are many ways you can place small successes earlier on to spur motivation later. Structuring your to-do lists, placing straightforward tasks such as exercising early in the day or giving yourself an affirmation can do the trick.

    How to Stay Motivated Forever (Without Motivation Tricks)

    The best way to motivate yourself is to organize your life so you don’t have to. If work is a constant battle for you, perhaps it is time to start thinking about a new job. The idea is that explicit motivational techniques should be a backup, not your regular routine.

    Here are some other things to consider making work flow more naturally:

    Passion

    Do things you have a passion for. We all have to do things we don’t want to. But if life has become a chronic source of dull chores, you’ve got a big problem that needs fixing.

    Not sure what your passion is to get you motivated? This will help you:

    How to Get Motivated and Be Happy Every Day When You Wake Up

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    Habits

    You can’t put everything on autopilot. I’ve found putting a few core habits in place creates a structure for the day.

    Waking up at the same time, working at the same times and having a similar productive routine makes it easier to do the next day.

    This guide will be useful for you if you’re looking to build good habits:

    Understand Your Habits to Control Them 100%

    Flow

    Flow is the state where your mind is completely focused on the task at hand. While there are many factors that go into producing this state, having the right challenge level is a big part.

    Find ways to tweak your tasks so they hover in that sweet spot between boredom and maddening frustration.

    Easily distracted and hard to focus? Here’s your solution.

    Final Thoughts

    With all these tips I’ve shared with you, now you know what to do when you’re feeling unmotivated.

    Find your passion and develop a positive mantra so when the next time negativity hits you again, you know how to stay positive and motivated!

    Featured photo credit: Pexels via pexels.com

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