Advertising
Advertising

5 Deceptive Habits that are Actually Making You Less Productive

5 Deceptive Habits that are Actually Making You Less Productive

Habits make up 40% of what we do every day. We regularly go through certain processes, actions, even thoughts and phrases without thinking about it. Part of being a ‘productive’ person is developing productive habits–the more productive your habits are, the more naturally productive a person you can be.

But sometimes we think we have a productive habit that’s actually hurting us. Here are 5 of the most common deceptive habits that are holding you back.

1. Email

The Trap

We tend to think we’re ‘getting work done’ when we’re responding to emails. We’re communicating with team members, responding to important requests, adding new things we need to do, it’s a vital part of work life. But productive? No way.

Advertising

The Reality

Email requires you, usually, to put someone else’s priorities above your own. Send them a document, respond to a request, think about some new info, and it turns into quicksand very quickly. You get sucked into it, responding at length to everything, and if you’re lucky enough to get through it all, you may have lost an hour of time. And did you produce anything? Probably not, and something’s hardly ‘productive’ if it doesn’t lead to any production.

How to Fix It

There are a few very easy ways to avoid death by email. The first is one you’ve probably heard a hundred times now: only check email a few times a day. I generally only check it 3 times, rarely before noon, and the world has never ended. In addition, it’s useful to use an offline client (like Gmail offline) to check it. This way if you reply to someone and they respond immediately it doesn’t turn into a long chain of emails–it does require though that you are complete enough in your responses to not necessitate a long exchange. Finally, keep your emails below 5 sentences. Anything longer than that warrants a phone call.

2. Notifications

The Trap

Technology is really cool. We can communicate with anyone instantly, and anyone can communicate with us. In order to use that to its greatest advantage, we need to know as soon as someone contacts us. That means notifications for texts, emails, facebook, twitter, and anything else you’re a part of… right?

Advertising

The Reality

Notifications are destroying your productivity. They demand your immediate attention, which means whatever important work you were doing before is now interrupted. A state of ‘flow’ where you’re at your utmost productivity requires at least 15 minutes of uninterrupted focus to get into, and if you’re being interrupted by pings every 2 minutes you never get there. It leaves you stuck in an endless string of task-switching and you never really get anything done, even though you feel exceptionally “busy.” Also, responding to every notification tells everyone else that you’re always available to be bothered by them–not something you want when you need to focus on more important things.

How to Fix It

Turn them all off. Seriously, every single one. The world won’t end, I promise. The only sound your phone should make is to ring when someone calls you, because that’s the only communication that truly demands immediate attention. As we’ve developed all of this communications tech, we’ve forgotten something important: tech is for your convenience, not for everyone else. So don’t let other people use it to ruin your productivity

3. Soda/Coffee/Caffeine in General

The Trap

Caffeine gives you energy clearly, since you’re hyped up after taking it. More energy equals more productivity, so if I imbibe coffee on a daily basis I’m bound to be the next Bill Gates.

Advertising

The Reality

There are no free lunches. Milton Friedman applied it to economics, but really it applies to everything, including your mind. Anything you do that results in a sudden surge of energy comes with a cost later, and that cost usually has interest. This is why there’s a strong correlation between the effects of a drug and the side effects, it can only give you so much by taking other things away. In the case of caffeine, you’re taking an energy surge now for a deficit later, and that deficit will come with sluggish productivity and significantly decreased willpower.

How to Fix It

This isn’t hard to figure out–just quit the caffeine. I used to drink 6-8 cups of coffee a day and quit cold turkey and everything was fine. Sure I had a headache for a day but it was worth it. Instead you might try decaf coffee, tea, or even just water… It’s actually quite good.

4. The News

The Trap

Someone probably told you at one point “you should read the news.” It’s what any good informed citizen does, right? When you imagine a “business-person,” they’re someone who sits at home in the morning, has a cup of coffee and reads the news, so if you want to be successful like them, you should read it too.

Advertising

The Reality

It’s pretty much a huge waste of your time; only slightly better than television or video games. Taking the time to sit and read through a full news story is akin to reading an entire book instead of the summary on Wikipedia–you’re doing it for the experience. And that’s fine! If you enjoy reading the news, by all means go for it, but if you’re doing it as a means to the end of being informed, being conversational, having some idea what’s going on, there are better ways that take up much less of your time.

The Solution

You have a couple of options here. If you want to keep doing the curation yourself, you can use a news aggregator and summarizer to help you. This would be an online source that provides you with daily snippets of what’s going on to give you just enough to be conversational (a very easy solution is the top ~20 stories in ‘World News’ on reddit, or the headers and excerpts on Feedly.) You can also just ask people. Others will feel smart when they tell you about what’s going on in the world, and you’re getting a quick digest instead of having to do the research yourself.

5. Eating at Your Desk

The Trap

Being seen is really important. The boss won’t promote you if they can’t tell that you’re dedicated to your work, and what better way to show that than to be in your office all of the time. Taking a lunch break is a sign of weakness–you’d do better to take bites between email responses.

The Reality

We all suck at multitasking, but we all rock at lying to ourselves about it. The fact of the matter is that no one can multitask, they can only task-switch, and the same problem with notifications applies to eating and working. Trying to get work done while eating slows down the amount of time the lunch ends up taking, and only results in getting a minimal amount of work done. The only reason we think it helps is because it makes us feel busy.

The Solution

Simply take the break. As it turns out, breaks are really important, and if we don’t take them on at least a semi-regular basis we burn out much quicker and start being a lot less efficient. If you take the 20-30 minutes to go outside the office to eat (even if it’s just in a lounge) you’ll come back much more refreshed and ready to get back to business.

More by this author

Nat Eliason

Writer and Host of Nat Chat

How to Get Your Dream Mentor in Seven Easy Steps 5 Ways to Quit Coffee and Boost Your Productivity Best 15 Money Management Apps That Make Financial Planning Easy 7 Ways to Get Easy, Healthy Recipes This Week 6 Things You Can Do to Get Away with an All-Nighter

Trending in Productivity

1 How to Effectively Manage a Heavy Workload at Work 2 Better Alternatives to New Year’s Resolutions to Reduce Your Stress 3 How Personal Finance Software Helps You Get More Out of Your Money 4 7 Steps For Making a New Year’s Resolution and Keeping It 5 How to Concentrate and Train Your Brain to Focus Better

Read Next

Advertising
Advertising
Advertising

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.

Advertising

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

Advertising

    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.

    Advertising

    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.

    Advertising

    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

    Read Next