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10 Statements That Kill Your Productivity

10 Statements That Kill Your Productivity

Productivity is usually associated to the amount of useful work done, targets accomplished and goals achieved. But in this world of distractions, where a million things are competing for each second of your attention, the focus span is reducing and getting some actual work done is increasingly becoming a battle against time. Things could be better though if we knew beforehand about these little monster killers of our time and energy, and the answer to the million dollar question we often ask ourselves; ”where did the day go?”

Here’s a list of 10 statements that account for poor productivity in our daily life:

1. I can’t do this now! 

Some people spend the whole day jumping from one mail to the other and finishing one task to start the next and still at the end of the day when they take stock of the work done, they realize they haven’t achieved much of what they set out to. It’s because they are exercising, what I like to call, second degree procrastination, the one in which you pass on the most important tasks of the day to do some other light work either because your main work is too complex or time consuming. They beat the bush playing around small tasks and answering simple e-mails which do not require much focus or work.

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2. I can finish all of this at once!

Much as we would like to, aren’t physically and mentally built to handle too many things at a time. Doing so results in lack of focused work, mistakes, forgetting things and anxiety. It is important to stick to what you are doing and take it to the finish before you pick something else up.

3. Got a lot to do, no breaks today!

Taking a break is not necessarily a waste of time or a time to chit chat and make unnecessary conversations On the contrary, taking healthy breaks and making for some no-work zones in your every day schedule allows you the breathing space to relax, rejuvenate and take stock of your projects progress and your own performance.

4. No schedules for me, I am flexible!

Some people believe that restricting their work in schedules and binding it in to-do lists are an impediment that does not allows them to do a lot. In reality, your mind is great at executing patterns and following routines. Organizing your days work in a sequence, defining boundaries to obstruct unnecessary tasks and establishing a structure around your work can greatly improve your efficiency.

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5. It’s all in my mind, I remember everything!

If you are used to going around with a mind that is full of ideas, thoughts and to-do lists, you are less likely to focus on the task at hand. Do a brain drain and write down everything on paper or just email a list to yourself. Work light headed!

6. It’s just a little time on the net!

OfficeTime.net conducted a survey of over 600 small business owners, freelancers and professionals and found out that an average person spends at least two hours per day surfing the Internet. That’s a lot of time! A little Facebook, twitter here, a little YouTube, Amazon there can eventually all add up.

Define boundaries around your work, deter those interruptions, put the phone on silence, turn off those notifications and block the sites that consume your precious minutes.

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7. I will complete all the major work today!

Trying to execute tasks throughout the day can be counterproductive as we do not have the same energy levels all through the day. This requires understanding your body and the hours you feel energized maximum. It is advisable to deal with complex tasks when you have your energy at the highest, and when the energy is waning away, is the time we should assign for work that does not require too much mental effort or is light work.

8. I believe in finishing- as- you- go!

Such impulsive workers take up impromptu meetings, leave the work at hand to cater to phone calls and respond to mails and texts during meetings. In short, they pick up any form of unscheduled work, taking up tasks at random without really assigning any priority to them on a first come, first serve basis. This is a major enemy that can affect your performance.

Control that impulse, assign priorities and start with finishing what is critical and needs to be finished before EOD.

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9. I will skip that Lunch/breakfast!

Feeling overwhelmed with meetings, emails and phone calls…..presentation lined up back to back, no time for food today please!

If you find yourself allowing for such mini hunger strikes on a busy day, it can backfire and you can end up making mistakes and losing focus. Your body needs both food and rest to perform at its best. A lack of any of the two can result in decreased energy and even sickness.

10. I can do that, No problem!

If you accept everything that comes your way then you are more likely to put up a bad show. It can be difficult for some people to exercise “NO” and they end up having too much on their plate. Everyone around you is happy but now you are stuck with more work and less time. Not a very appealing situation to be in!

Know your limits, learn to turn down irrelevant commitments, let go of all that is unnecessary, freeing up more time for what’s important.

Avoid these productivity killers to get more done with less efforts and lesser stress.

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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