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14 Things Productive People Do In The First 15 Minutes Of The Workday

14 Things Productive People Do In The First 15 Minutes Of The Workday

The first 15 minutes of your workday sets the tone for the rest of your workday.

If you are already too busy at the start of your workday, imagine what the rest of your day might be like when challenges arise and other people start seeking you for help.

Here are 14 things productive people do in the first 15 minutes of their workday to help them stay productive for the rest of their day.

1. They stroll into the office at least 15 minutes before official working hours

Productive people know the importance of reporting to work early. Instead of rushing to work anxiously and hoping to be on time, they leave their house early and stroll into the office calmly. They set a relaxing tone right from the start of their workday and give themselves an extra 15 minutes to be ready for work.

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2. They set up their workspace like professionals

Similar to a surgeon performing an operation and a chef working in the kitchen, productive people make sure their tools are in proper position before they begin their work. Every minute counts in the operating theater and kitchen, so too in your workspace! Productive people keep their workspace organized so that they don’t have to spend unnecessary time looking for what they need.

3. They review what they have done previously

It’s good to review what you have done previously, especially if you’ve just returned from the weekend or holidays. Productive people warms themselves up for work by reminding themselves where they left off previously. Instead of jumping straight into a task, they review past achievement to give themselves some direction on what to do next and a sense of accomplishment.

4. They review their to-do list and deadlines

Productive people have a to-do list. They review their to-do list at the start of their workday so that they can strategize and plan ahead. They remind themselves of important deadlines and meetings so that they can prioritize and schedule their work accordingly.

5. They identify no more than 3 important tasks for the day

Productive people know they will be overwhelmed if they plan too much for themselves. To stay focused at work and prevent themselves from multitasking they identify no more than 3 important tasks for the day. Leo Babauta, founder of the productivity blog Zen Habits, also sets himself 3 most important tasks (MITs) each morning to move himself forward.

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6. They ask themselves good questions

Productive people gain clarity on what they want to achieve each day by asking themselves good questions. They identify problems clearly and assess if these problems need to be solved. They don’t waste time during their day solving unimportant issues. Asking good questions also motivates during the day. For example, Ron Friedman, an expert on human motivation, suggests to ask this question at the beginning of your workday:

The day is over and I am leaving the office with a tremendous sense of accomplishment. What have I achieved?   

7. They check their emails only if they absolutely have to

Productive people like Tumblr founder David Karp don’t check or read their emails in the first 15 minutes of their workday. They know they will get distracted easily. If they anticipate important emails from their superiors and customers, they will scan their inbox for these emails and schedule replies accordingly. They don’t read emails in chronological order and reply to emails immediately.

8. They put their mobile phone on silent

Productive people know they get the most work done in the morning, so they prioritize what is important and plan their work first. They put their mobile phone on silent and do not have their schedule dictated by incoming messages and notifications.

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9. They close their eyes and visualize what their workday is going to be like

Similar to athletes who use visualization techniques for training and competition, productive people run through positive images of success and achievement in their mind. They mentally rehearse and practice what they have to do for the day and program their subconscious mind. When it’s time for them to actually perform the task, they find it much easier.

10. They take a moment to breathe and be present

After visualizing the future, productive people take a moment to be present. They know they may get too busy during the day so they take a break even before they start their work. Breathing deeply provides oxygen to your brain. It makes you think clearer and allow you to be calmer. Successful people like Oprah Winfrey and Arianna Huffington take time to mediate in the morning too.

11. They do some light stretching

Productive people know they have to sit in front of the computer all day. They know that being inactive for too long would bring them health problems in the long run. To combat this they do some light stretching in the first 15 minutes of the workday and schedule time to stretch throughout the day.

12. They give their colleagues space and time to warm up for work

Productive people don’t talk to their colleagues about work issues first thing in the morning. They respect other people’s time and they know their colleagues need time to get ready for work. Unless you want others to find you early in the morning, don’t go into your office and ask others for favors straightaway.

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13. They serve their own needs before helping others

Productive people know the importance of fulfilling their own needs before helping others. They determine their own priorities first and slot in other people’s requests later. They don’t try to be supermen or superwomen and help everyone in need. They respect their 15 minute routine in the morning and will politely reject or delay requests if they are approached by others.

14. They are grateful for work and challenges ahead

Productive people remind themselves each morning how blessed they are to have a job and be of value to others. They see challenges as opportunities to grow and stretch themselves. They look forward to work each day. When you feel good about your work, it removes any negative feeling or procrastination you may have that prevents you from being productive.

Featured photo credit: Tim Ferriss by Scott Beale / Laughing Squid via laughingsquid.com

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Published on January 16, 2019

How to Effectively Manage a Heavy Workload at Work

How to Effectively Manage a Heavy Workload at Work

We’re all busy, but sometimes we go through periods where the work piles up and it seems like it might never end.

You might have such a heavy workload that it feels too intimidating to even start.

You may have said yes to some or too many projects, and now you’re afraid you won’t be able to deliver.

That’s when you need to take a step back, take a deep breath, and start looking at what’s working and what’s not working.

Here’re 13 strategies you can use to get out from under your overwhelming workload:

1. Acknowledge You Can’t Do It All

Many of us have a tendency to think we can do more than we actually can. We take on more and more projects and responsibility and wear numerous hats.

We all have the opportunity to have and take on more work than we can reasonably expect to get done. Unfortunately, our workload is not static. Even now, while you are reading this article, I’m guessing that your inbox is filling up with fresh new tasks.

To make real, effective progress, you have to have both the courage and resourcefulness to say, “This is not working”. Acknowledge that you can’t do it all and look for better solutions.

At any given time in your life, there are likely many things that aren’t going according to plan. You have to be willing to be honest with yourself and those around you about what’s not working for you, both personally and professionally.

The more you exercise your ability to tell the truth about what’s working and what’s not working, the faster you’ll make progress.

2. Focus on Your Unique Strengths

Whether you’re an entrepreneur, a leader or working as part of a team, every individual has unique strengths they can bring to the table.

The challenge is that many people end up doing things that they’re simply not very good at.

In the pursuit of reaching your goals or delivering a project, people end up doing everything themselves or taking on things that don’t play to their unique strengths. This can result in frustration, overwhelm and overwork.

It can mean projects taking a lot longer to complete because of knowledge gaps, or simply not utilizing the unique strengths of other people you work with.

It is often not about how to complete this project more effectively but who can help deliver this project.

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So, what are your unique strengths that will ensure your workload is delivered more effectively? Here’re some questions to help you reflect:

  • Are you a great strategist?
  • Are you an effective planner?
  • Is Project Management your strength?
  • Is communication and bringing people together your strength?
  • Are you the ideas person?
  • Is Implementation your strength?

Think about how you can bring the biggest value to your work and the projects you undertake.

3. Use the Strengths of Your Team

One of the simplest ways to manage your workload effectively is to free up your time so you bring your highest level of energy, focus and strengths to each project.

Delegation or better teamwork is the solution.

Everyone has unique strengths. It’s essential to think teamwork rather than working in isolation to ensure projects can be completed effectively. Besides, every time you give away a task or project that doesn’t play to your unique strengths, you open up an opportunity to do something you’re more talented at. This will empower both yourself and those around you.

Rather than taking on all the responsibilities yourself, look at who you can work with to deliver the best results possible.

4. Take Time for Planning

“Give me six hours to chop down a tree and I will spend the first four sharpening the axe”. – Abraham Lincoln

One hour of effective planning could save hours of time. Rather than just rushing in and getting started on projects, take the time to map everything in.

You can take the time to think about:

  • What’s the purpose of the project?
  • How Important is it?
  • When does it need to be delivered by?
  • What is the best result and worst result for this project?
  • What are the KPIs?
  • What does the project plan and key milestones look like?
  • Who is working on this project?
  • What is everyone’s responsibilities?
  • What tolerances can I add in?
  • What are the review stages?
  • What are the challenges we may face and the solutions for these challenges?

Having absolute clarity on the project, the project deliverables and the result you want can save a lot of time. It also gets you clear on the priorities and timelines, so you can block out the required amount of time to focus and concentrate.

5. Focus on Priorities

Not everything is a priority, although it can often feel, in the moment, that it is.

Whatever you’re working on, there is always the Most Urgent, Important or Most Valuable projects or tasks.

One tool you can use to maximize your productivity and focus on your biggest priorities is to use the Eisenhower Matrix. This strategic tool for taking action on the things that matter most is simple. You separate your actions based on four possibilities:

  1. Urgent and important (tasks you will do immediately).
  2. Important, but not urgent (tasks you will schedule to do later).
  3. Urgent, but not important (tasks you will delegate to someone else).
  4. Neither urgent nor important (tasks that you will eliminate).

James Clear has a great description on how to use the Eisenhower Matrix: How to be More Productive By Using the Eisenhower Box

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    The method I use with my coaching clients is to ask them to lay out their Top Five priorities for the day. Then to start with the most important priority first. At the end of the day, you review performance against these priorities.

    If you didn’t get everything accomplished, start the next day with your number one priority.

    If you are given additional task/projects during the day, then you will need to gauge their importance V the other priorities.

    6. Take Time Out

    To stay on top of a heavy workload, it’s important to take time out to rest and recuperate.

    If your energy levels are high and your mind and body is refreshed and alert, you are in more of a peak state to handle a heavy workload.

    Take time out of your day to go for a walk or get some exercise in. Leave early when possible and spend time with people who give you a lot of energy.

    In the background, it’s essential to get a good night’s sleep and eat healthily to sharpen the mind.

    Take a look at this article learn about The Importance of Scheduling Downtime.

    7. Maintain a Healthy Work-Life Balance

    Maintaining a healthy work-life balance can be tough. The balance we all crave is very different from one another.

    I’ve written before about 13 Work Life Balance Tips for a Happy and Productive Life. Working longer and harder doesn’t mean achieving more, especially if you have no time to spend with the people that matter most. The quality of who you are as a person, the relationships you have, the time you spend in work, deciding on what matters most is completely within your control.

    Work-life balance is about finding peace within yourself to be fully present, wherever you are, whether that be in the office or at home, right now. It’s about choosing what matters most and creating your own balanced life.

    If you feel there is not enough balance, then it may be time to make a change.

    8. Stop Multitasking

    Multi-tasking is a myth. Your brain simply can’t work effectively by doing more than one thing at a time—at least more than one thing that requires focused attention.

    So get your list of priorities (see earlier point), do the most important thing first, then move to the next item and work down your list.

    When you split your focus over a multitude of different areas, you can’t consistently deliver a high performance. You won’t be fully present on the one task or project at hand.

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    If you allocate blocked time and create firm boundaries for specific activities and commitments, you won’t feel so overwhelmed or overworked with everything you have to do.

    9. Work in Blocks of Time

    To keep your energy up to produce your best results it’s essential to take regular breaks.

    I use the 60-60-30 method myself and teach it to my coaching clients.

    Work on a project for a sustained period of 50 minutes.

    Then take a 10-minute break. This could be taking a walk, having a healthy snack or just having a conversation with someone.

    Then continue to work on the project for a further 50 minutes.

    Then take another 10-minute break.

    Then take a complete 30-minute break to unplug from the work. This could be time for a proper lunch, a quick bit of exercise, reading or having a walk.

    By simply taking some time out, your energy levels stay up, the quality of your work improves and you reduce the risk of becoming burned out.

    10. Get Rid of Distractions

    Make an estimation on how many times you are distracted during an average working day. Now take that number and multiply it by 25. According to Gloria Mark in her study on The Cost of Interrupted Work, it takes us an average of 23 minutes and 15 seconds to return to the original task after interruption.[1]

    “Our research has shown that attention distraction can lead to higher stress, a bad mood and lower productivity.”

    Distractions don’t just take up your time during the distraction, they can derail your mental progress and focus for almost 25 minutes. So, if you are distracted 5 times per day, you could be losing almost 2 hours every day of productive work and almost 10 hours every week.

    If you have an important project to work on, find a space where you won’t be distracted, or try doing this.

    11. Commit Focused Time to Smaller Tasks

    You know sometimes, you need to simply tackle these tasks and take action on them. But there’s always something more pressing.

    Small tasks can often get in the way of your most important projects. They sit there on your daily To Do list but are often forgotten about because of more important priorities or because they hold no interest for you. But they take up mental energy. They clutter your mind.

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    Commit to spending a specific period of time completing all the small tasks you have on your To Do list. It will give you peace of mind and the space to focus more on your bigger priorities.

    12. Take a Time Audit

    Do you know exactly where your time is going each day? Are you spending too long on certain projects and tasks to the detriment of bigger opportunities?

    Spend a bit of time to analyze where you are spending your time. This insight will amaze you and give you the clarity to start adjusting where you focus your time and on what projects.

    You can start by taking a piece of paper and creating three columns:

    Column A is Priority Work. Column B is Good Work. Column C is low value work or stuff.

    Each day, write down the project or task and the time spent on each. Allocate that time to one of the columns.

    At the end of the week, record the total time spent in each column.

    If you are spending far too much time on certain types of work, look to change things so your focused time is in Column B and C.

    13. Protect Your Confidence

    It is essential to protect our confidence to ensure we don’t get overwhelmed, stressed and lose belief.

    When you have confidence as a daily resource, you are in a better position to problem solve, learn quicker, respond to anything, adjust to anything, and achieve your biggest opportunities.

    Confidence gives you the ability to transform fear into focused and relaxed thinking, communication, and action. This is key to put your mind into a productive state.

    When confidence is high, you can clearly see the possibilities at hand and create strategies to take advantage of them, or to solve the challenges you face each day.

    Final Words

    A heavy workload can be tough to deal with and can cause stress, burnout and ongoing frustration.

    The key is to tackle it head on, rather than let it go on and compound the long-term effects. Hopefully, you can take action on at least one of these tips.

    If it gets too much, and negatively affects your physical and mental health, it may be time to talk to someone. Instead of dealing with it alone and staying unhappier, resentful and getting to a point where you simply can’t cope, you have to make a change for your own sanity.

    Featured photo credit: Hannah Wei via unsplash.com

    Reference

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