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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:

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  • 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 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.

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