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Know Where to Draw the Line for Enhanced Personal Productivity: Innovation versus Standardization

Know Where to Draw the Line for Enhanced Personal Productivity: Innovation versus Standardization
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One of the most powerful tools we can use to enhance personal productivity is to standardize tasks and processes. This is nothing new, yet it has become part of the much touted Toyota Production System as a way to reduce automobile manufacturing costs. A classic example from hundreds of years ago is the way that railways came up with a standard spacing or distance between the two parallel rails that make up a railway. Before they did, every railcar had to be unloaded and reloaded onto a railcar of a different gauge for each railway it traveled.

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However, too much standardization is also a bad thing. Henry Ford found this out when he refused to introduce new styles and colors when people started losing interest in his Model T cars that were produced by the millions in his day. He only made them in black at the time. Don’t try to come to a date with a standard agenda and present well-organized and detailed lists. How special do you make them feel when you book them in to a time slot? Or if you take them to the same restaurant all the time? Or if you picked up your date in one of Ford’s black Model Ts at the time?

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So, where do we draw the line? The answer for how much you should standardize is actually quite plain and simple: standardize as much as is practical so long as you and the other involved parties (customer, friends, etc.) derive greater value from the standardization than from a competing innovation. For a customer situation, if you have a standard, boring product, they might turn elsewhere for something more exciting. The same is true for a date. There are several areas or ways to standardize. A list of things that should probably be standardized for improved productivity are:

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  1. daily and weekly planning process,
  2. email and correspondence collection and response systems,
  3. sleep, exercise and eating times (your body loves these things),
  4. goal setting and reviews,
  5. business tools including software, notebooks, PDAs, etc. so that there isn’t tremendous waste in fiddling with these things to get them to work,
  6. daily chores list while finding ways to cover them more efficiently,
  7. rest and recreation times,
  8. preparation for any type of competition.

People who become overly preoccupied with the standardization aspects can become a real problem. Taking a family to a GTD productivity seminar on a vacation trip is probably not a great idea. Now, let’s take a look at what should be innovated for improved productivity. The following list of things should be handled with an innovative mindset:

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  1. reading (& audio and video) materials since limiting sources can cause stagnation,
  2. relationships – keep trying new things to keep them interesting and creative
  3. exercise routines themselves since doing the same exercises forever does less then changing the routine does,
  4. personal and professional networks because meeting new people in different areas can greatly broaden experiences and perspectives,
  5. fashion (overly standardizing this one can get you into trouble),
  6. vacations should be kept varied and interesting,
  7. recognition, appreciation and expressions of gratitude,
  8. places you take your dates or spouse to and the things you do.

The ways to determine the limits of how far you should go in standardizing are not always easy to know. We should be careful not to assume. Unchecked standardization might result in you seeing every office coffee mug with someone’s name on it and some there wearing the same suit every Wednesday. This would suggest your office experience is becoming a banal one. The person wearing the suit likely has no idea this is a problem and correctly assumes it to be a practical thing to do. Another example is the guy who brings home the roses every time he screws up doesn’t scream sincerity. There are some simple ways to find out where appropriate limits are such as:

  • asking someone familiar with a routine how it comes across. If handled right, people probably are not aware of it to begin with. For example, someone who always attends appointments on time by allowing an extra five minutes travel time will likely find no objection.
  • testing a new routine before fully implementing it.
  • develop a clear and preferably measurable indicator of success so that if something is working, it can be continued or discontinued.
  • decide if it adds value. If a standardized routine becomes a nightmare, it should be re-evaluated.

Whether you are manufacturing cars or picking up a date in one, know where the limits should be on standardizing versus innovating. Standardize wherever practical, but don’t go overboard or things won’t go well. Use this strategy to maximize productivity without losing spontaneity. Henry probably picked up his wife Clara in a black model T from time to time, but she married him before he invented it so it might not have mattered as much. However, showing up in a Model T to pick up a date today might be a great opener. Just know where to draw the line.

Peter Paul Roosen and Tatsuya Nakagawa are co-founders of Atomica Creative Group , a specialized strategic product marketing firm. Through leading edge insight and research, sound strategic planning and effective project management, Atomica helps companies achieve greater success in bringing new products to market and in improving their existing businesses. They have co-authored Overcoming Inventoritis now available.

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Last Updated on September 16, 2019

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.

More About Procrastination

Featured photo credit: Malvestida Magazine via unsplash.com

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