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Discover your 4-Fold Capacity

Discover your 4-Fold Capacity

I worked in retail for a short time, and detail business that retail is, the experience created some lingering impressions for me. One was a fascination with taking inventory, and projecting the potential margins that inventory could represent.

In the retail business I learned to consider assets as a means to an end; the ‘end’ was product and service. My shop inventory created a product experience for the customer which exponentially magnified my actual cost of goods sold, generating much larger revenue streams. In its raw form, my inventory was actually capacity.

Capacity. The word began to be one that struck some very resonant chords with me. As I discovered my passions in management and leadership, it didn’t take me too long to connect the abundance of human intrigue to capacity too. I wondered about the human capacity for worthwhile work: Could that be something we could ‘take inventory’ of?

Today, I look at our capacity for work in four different ways; physical, intellectual, emotional, and spiritual. Within each realm, we can reveal the incredible potential people have, because we look at their innate strengths with a bigger view; we ‘see more’ of them in that we see them with a greater wholeness.

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In particular, this four-fold view of a person’s capacity has been a good way for me to coach leaders in the mentorship they offer to those they feel are their possible successors. When we mentor, we want to help another discover all they are capable of achieving in a full exploration and celebration of who they are, and who they can be.

Let’s look at these four different dimensions of human capacity one at a time. I am still learning about the abundance to be found in each, and I invite you to investigate them with me.

Physical Capacity

Athleticism, appearance and health are the more obvious parts of physical capacity, however this also includes demeanor, disposition, and those personality traits important for likeability. Beyond those surface traits we recognize, we are looking to discover someone’s born-in talents. From those talents we can reveal their natural inclination for learning certain skills. Conversely, their non-talents will reveal when learning other skills will prove difficult for them.

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Intellectual Capacity

If we are to ‘respect a person’s intelligence’ we must reveal all of their intelligence and celebrate it. Intellectual capacity is what we most often refer to as a person’s pool of knowledge, and further, how they apply and use it. It is how a person thinks and reasons, and how they make decisions. Intellectual capacity includes their ability with problem solving, their thirst for learning, and their capacity for generating new ideas. I have begun to think of self-talk and ‘mental gymnastics’ as the tools of intellectual capacity.

Emotional Capacity

Included in emotional capacity is self-esteem, confidence, and the assertiveness which stems from personal values; thus I consider someone’s beliefs and deep-seated convictions to be more a part of their emotional capacity than of their intellectual capacity. Going back to the concept of ‘taking inventory,’ emotional capacity also includes our tolerance and load factors for stress and burn-out. This is where I’ll also look at someone’s sense of belonging and needs for security. Energy level is directly related to your emotional capacity.

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Spiritual Capacity

I have always found it most useful to look at this as defining the ways a person is inspired, in other words, how they are ‘in-spirit.’ This is the inventory of someone’s personal values, their grounding and sense of place, and their aloha spirit (how they are in the ‘breath of life’). Within spiritual capacity we can start to recognize our connections to social responsibility, to civic duty, to our humanitarian tugs-of-heart, and with those things which bring us closer to a sense of self-actualization.

When managers are coached to look at their people through these lenses, it is akin to their meeting them all over again. They can gain far greater levels of respect for the richness people represent, and they get excited about the opportunity they have been given as coaches and mentors. They begin to realize how unlimited our capacity can be, and they coach better because they encourage more, and with a far greater sense of optimism and celebration.

When you are a manager, the capacity of your people is an inventory well worth taking, for the abundance it creates is actually within you and your outlook.

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Related Articles:
Experience Required. (Are you sure?)
What it means to “Look to your source.”
Mastery, Permission to be oh so human. Rosa Say is the author of Managing with Aloha, Bringing Hawaii’s Universal Values to the Art of Business and the Talking Story blog. She is the founder and head coach of Say Leadership Coaching, a company dedicated to bringing nobility to the working arts of management and leadership. For more of her ideas, click to her Thursday columns in the archives, or download her manifesto: Managing with Aloha, on ChangeThis.com.

Rosa’s Previous Thursday Column was: Easy to duplicate = Easy to learn.

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Rosa Say

Rosa is an author and blogger who dedicates to helping people thrive in the work and live with purpose.

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Last Updated on January 21, 2020

How to Increase Work Productivity: 9 Ground Rules

How to Increase Work Productivity: 9 Ground Rules

We all have those days when completing our assigned tasks seems beyond reach. With the temptation of social media, mobile games, and the internet in general—not to mention the constant bustle of people in the office—it’s easy to fall prey to disruptions and distractions at work.

So, what can we do about it? How to be productive at work?

While we don’t have a foolproof system that can completely eliminate disturbances and diversions, we do have 9 ground rules that can be applied to help give your productivity levels a boost.

Keep reading to find out our tips on work productivity.

What Does It Mean to Be Productive?

How to be productive at work?” is the age-old question plaguing employees and employers alike around the world. Regardless of where you work and what you do, everyone is always looking for new ways to be more efficient and effective.

But what does being productive actually entail?

Completing more tasks on your list or working longer hours doesn’t necessarily mean you’re being more productive. It just means you’re more busy, and productivity shouldn’t be confused with busyness.

Productivity means achieving effective results in as short amount of time as possible, leaving you with more time to enjoy freely.

It involves working smarter, not harder. It means refining processes, speeding up workflows, and reducing the chances of interruptions.

Productivity is best achieved when looking at your current way of working, identifying the bottlenecks, flaws, and hindrances, and then finding ways to improve.

9 Ground Rules on How to Be Productive at Work

1. Avoid Multitasking

Multitasking can give the impression that more tasks can be accomplished as you’re doing multiple things at once. However, the opposite is true.

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Research has shown that attempting to do several things at the same time takes a toll on productivity and that shifting between tasks can cost up to 40 percent of someone’s time.[1] That’s because your focus and concentration is constantly hindered due to having to switch between tasks.

If you have a lot of tasks on your plate, determine your priorities and allocate enough time for each task. That way you can work on what’s urgent first and have enough time to complete the rest of your tasks.

2. Turn off Notifications

According to a Gallup poll, more than 50 percent of US smartphone owners admit to checking their phones a few times an hour.[2]

Switching off your phone—or at least your notifications—during work hours is a good way to prevent you from checking your phone all the time.

The same applies to your computer. If you have the privilege of accessing social media on your work desktop, switch off the notifications on there.

Another good tip is to logout from your social media accounts. Therefore when you feel the urge to check it, you might be swayed because your page isn’t so easily accessible.

3. Manage Interruptions

There are certain disruptions in the office that are unavoidable such as your manager requesting a quick meeting or your colleague asking for assistance. In order to deal with this, your best approach is to know how to handle interruptions like a pro.

Be proactive and inform the people around you of your need to focus. Turn your status on as “busy/unavailable” on your work chat app.

If you’re on a deadline, let your colleagues know that you need to concentrate and would really appreciate not being interrupted for the moment, or even work from home if that’s a feasible option for you.

By anticipating and having a plan in place to manage them, this will minimize your chances of being affected by interruptions.

4. Eat the Frog

Mark Twain once famously said that:

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“if it’s your job to eat a frog, it’s best to do it first thing in the morning. And if it’s your job to eat two frogs, it’s best to eat the biggest one first.”

What this basically means is that you should get your biggest, most urgent task out of the way first.

We all have that big, important task that we don’t want to do but know we have to do because it holds the biggest consequence if we don’t complete it.

Eat the frog is a productivity technique that encourages you to do your most important, most undesirable task first. Completing this particular task before anything else will give you a huge sense of accomplishment. It will set the ball rolling for the rest of the day and motivate you to eagerly complete your other tasks.

5. Cut Down on Meetings

Meetings can use up a lot of time, which is time that can be used to do something useful.

You have to wait for everyone to arrive, then after the pleasantries are out of the way, you can finally get stuck into it. And sometimes, it may take a whole hour to iron out one single issue.

The alternative? Don’t arrange a meeting at all. You’ll be surprised at how many things can be resolved through an email or a quick phone call.

But that doesn’t mean you should eliminate meetings altogether. There are certain circumstances where face-to-face discussions and negotiations are still necessary. Just make sure you weigh up the options prior.

If it’s just information sharing, you’re probably better off sending an email; but if brainstorming or in-depth discussion is required, then an in-person meeting would be best.

6. Utilize Tools

Having the right tools to work with is crucial as you’re only really as good as the resources you have at your disposal. Not only will you be able to complete tasks as efficiently as possible, but they can streamline processes. Said processes are essential to a business as they manage tasks, keep employees connected, and hold important data.

If you’re the manager or business owner, ensure your team has the right tools in place.

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And if you’re an employee and think the tools you currently have to work with aren’t quite up to par, let your manager know. A good team leader understands the significance of having the right tools and how it can impact employee productivity.

Some examples of tools that could be used:

Communication
  • Slack for team chat and collaboration.
  • Samepage for video conference software.
  • Zendesk for customer service engagement.
Task Management
  • Zenkit for task and project collaboration.
  • Wunderlist for listing your to-do’s.
  • Wekan for an open source option.
Database Management
Time Tracking
  • Clockify for a free tracker.
  • TMetric for workspace integrations.
  • TimeCamp for attendance and productivity monitoring.

You can also take a look at these Top 10 Productivity Tools to Help You Achieve 10x More in Less Time.

7. Declutter and Organize

Having a disorganized and cluttered workspace can limit your ability to focus. According to researchers, physical clutter can negatively impact your ability to concentrate and take in information.[3] Which is why keeping your work environment well ordered and clutter-free is important.

Ensure you have your own system of organization so you know what to do when the paperwork starts to pile up.

Being organized will also ensure that you know where to find the appropriate stationery, tools, or documents when you need it. A US study reveals that the average worker can waste up to one week a year looking for misplaced items.[4]

Here’s a useful guide to help you declutter and organize: How to Declutter Your Life and Reduce Stress (The Ultimate Guide)

8. Take Breaks

Taking regular breaks is essential for maintaining productivity at work. Working in front of a computer can lead to a sedentary lifestyle which can place you at a higher risk of heart disease, diabetes, and obesity. Even a 30 second microbreak can increase your productivity levels up to 30 percent.

As well as your physical health, breaks are also crucial for your mental and emotional wellbeing. That’s because your brain is like a muscle, the more it works without a break, the easier it is for it to get worn out.

Ensuring you actually take your breaks can prevent you from suffering from decision fatigue. It can also help boost creativity.

Take a look at this article and learn why you should start scheduling time for breaks: The Importance of Scheduling Downtime

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9. Drink Water

Although we know we should, it’s easy to forget to drink enough water during the working day.

Many of us turn to tea or coffee for the caffeine hit to keep us going. However, like taking breaks, drinking water is essential for maintaining productivity levels at work. It’s simple and effective.

Not drinking enough water can lead to dehydration and also headaches, tiredness, and weight gain.

A good tip to avoid dehydration is to keep a water bottle at your desk as it can serve as a reminder to constantly drink water.

If you find the taste of water a little bland, add some fruit such as cucumber or lemon to give it a better taste.

You can also get more ideas on how to drink more water here: How to Drink More Water (and Why You Should)

The Bottom Line

The preceding 9 ground rules on work productivity aren’t the be-all, end-all. You and the company you work for may have other tips on how productivity is best increased and maintained.

After all, it’s something that can be perceived differently depending on the exact job and work environment.

In saying that, however, the 9 ground rules serve as a good foundation for anyone finding themselves succumbing to disruption and distraction, and are looking for ways to overcome them.

A good tip to keep in mind is that change doesn’t happen overnight. Start small and be consistent. If you slip up, just dust yourself off and try again.

Developing habits happens gradually, so as long as you keep up with it, you’ll soon start to notice the changes you’ve been making and eventually enjoy the fruits of your labor.

More About Boosting Productivity

Featured photo credit: Cathryn Lavery via unsplash.com

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