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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.

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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?

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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.

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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.

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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

Nat is the founder of the marketing agency Growth Machine. He shares lifetyle tips on Lifehack.

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Last Updated on January 6, 2021

14 Ideas on How to Measure Productivity to Make Progress

14 Ideas on How to Measure Productivity to Make Progress

Everyone has heard the term productivity, and people talk about it in terms of how high it is and how to improve it. But fewer know how to measure productivity, or even what exactly we are talking about when using the term “productivity.”

In its simplest form, the productivity formula looks like this: Output ÷ Input = Productivity.

For example, you have two salespeople each making 10 calls to customers per week. The first one averages 2 sales per week and the second one averages 3 sales per week. By plugging in the numbers we get the following productivity levels for each sales person.

For salesperson one, the output is 2 sales and the input is 10 sales: 2 ÷ 10 = .2 or 20% productivity. For salesperson two, the output is 3 sales and the input is 10 sales: 3 ÷ 10 = .3 or 30% productivity.

Knowing how to measure and interpret productivity is an invaluable asset for any manager or business owner in today’s world. As an example, in the above scenario, salesperson #1 is clearly not doing as well as salesperson #2.

Knowing this information we can now better determine what course of action to take with salesperson #1.

Some possible outcomes might be to require more in-house training for that salesperson, or to have them accompany the more productive salesperson to learn a better technique. It might be that salesperson #1 just isn’t suited for sales and would do a better job in a different position.

How to Measure Productivity With Management Techniques

Knowing how to measure productivity allows you to fine tune your business by minimizing costs and maximizing profits:

1. Identify Long and Short-Term Goals

Having a good understanding of what you (or your company’s) goals are is key to measuring productivity.

For example, if your company’s goal is to maximize market share, you’ll want to measure your team’s productivity by their ability to acquire new customers, not necessarily on actual sales made.

2. Break Down Goals Into Smaller Weekly Objectives

Your long-term goal might be to get 1,000 new customers in a year. That’s going to be 20 new customers per week. If you have 5 people on your team, then each one needs to bring in 4 new customers per week.

Now that you’ve broken it down, you can track each person’s productivity week-by-week just by plugging in the numbers:

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Productivity = number of new customers ÷ number of sales calls made

3. Create a System

Have you ever noticed that whenever you walk into a McDonald’s, the French fry machine is always to your left? 

This is because McDonald’s created a system. They have determined that the most efficient way to set up a kitchen is to always have the French fry machine on the left when you walk in.

You can do the same thing and just adapt it to your business.

Let’s say that you know that your most productive salespeople are making the most sales between the hours of 3 and 7 pm. If the other salespeople are working from 9 am to 4 pm, you can potentially increase productivity through something as simple as adjusting the workday.

Knowing how to measure productivity allows you to set up, monitor, and fine tune systems to maximize output.

4. Evaluate, Evaluate, Evaluate!

We’ve already touched on using these productivity numbers to evaluate and monitor your employees, but don’t forget to evaluate yourself using these same measurements.

If you have set up a system to track and measure employees’ performance, but you’re still not meeting goals, it may be time to look at your management style. After all, your management is a big part of the input side of our equation.

Are you more of a carrot or a stick type of manager? Maybe you can try being more of the opposite type to see if that changes productivity. Are you managing your employees as a group? Perhaps taking a more one-on-one approach would be a better way to utilize each individual’s strengths and weaknesses.

Just remember that you and your management style contribute directly to your employees’ productivity.

5. Use a Ratings Scale

Having clear and concise objectives for individual employees is a crucial part of any attempt to increase workplace productivity. Once you have set the goals or objectives, it’s important that your employees are given regular feedback regarding their progress.

Using a ratings scale is a good way to provide a standardized visual representation of progress. Using a scale of 1-5 or 1-10 is a good way to give clear and concise feedback on an individual basis.

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It’s also a good way to track long-term progress and growth in areas that need improvement.

6. Hire “Mystery Shoppers”

This is especially helpful in retail operations where customer service is critical. A mystery shopper can give feedback based on what a typical customer is likely to experience.

You can hire your own shopper, or there are firms that will provide them for you. No matter which route you choose, it’s important that the mystery shoppers have a standardized checklist for their evaluation.

You can request evaluations for your employees friendliness, how long it took to greet the shopper, employees’ knowledge of the products or services, and just about anything else that’s important to a retail operation.

7. Offer Feedback Forms

Using a feedback form is a great way to get direct input from existing customers. There are just a couple of things to keep in mind when using feedback forms.

First, keep the form short, 2-3 questions max with a space for any additional comments. Asking people to fill out a long form with lots of questions will significantly reduce the amount of information you receive.

Secondly, be aware that customers are much more likely to submit feedback forms when they are unhappy or have a complaint than when they are satisfied.

You can offset this tendency by asking everyone to take the survey at the end of their interaction. This will increase compliance and give you a broader range of customer experiences, which will help as you’re learning how to measure productivity.

8. Track Cost Effectiveness

This is a great metric to have, especially if your employees have some discretion over their budgets. You can track how much each person spends and how they spend it against their productivity.

Again, this one is easy to plug into the equation: Productivity = amount of money brought in ÷ amount of money spent.

Having this information is very useful in forecasting expenses and estimating budgets.

9. Use Self-Evaluations

Asking your staff to do self evaluations can be a win-win for everyone. Studies have shown that when employees feel that they are involved and their input is taken seriously, morale improves. And as we all know, high employee morale translates into higher productivity.

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Using self-evaluations is also a good way to make sure that the employees and employers goals are in alignment.

10. Monitor Time Management

This is the number one killer of productivity in the workplace. Time spent browsing the internet, playing games, checking email, and making personal calls all contribute to lower productivity[1].

Time Management Tips to Improve Productivity

    The trick is to limit these activities without becoming overbearing and affecting morale. Studies have shown that most people will adhere to rules that they feel are fair and applied to everyone equally.

    While ideally, we may think that none of these activities should be done on company time, employees will almost certainly have a different opinion. From a productivity standpoint, it is best to have policies and rules that are seen as fair to both sides as you’re learning how to measure productivity.

    11. Analyze New Customer Acquisition

    We’ve all heard the phrase that “It’s more expensive to get a new customer than it is to keep an existing one.” And while that is very true, in order for your business to keep growing, you will need to continually add new customers.

    Knowing how to measure productivity via new customer acquisition will make sure that your marketing dollars are being spent in the most efficient way possible. This is another metric that’s easy to plug into the formula: Productivity = number of new customers ÷ amount of money spent to acquire those customers.

    For example, if you run any kind of advertising campaign, you can compare results and base your future spending accordingly.

    Let’s say that your total advertising budget is $3,000. You put $2,000 into television ads, $700 into radio ads, and $300 into print ads. When you track the results, you find that your television ad produced 50 new customers, your radio ad produced 15 new customers, and your print ad produced 9 new customers.

    Let’s plug those numbers into our equation. Television produced 50 new customers at a cost of $2,000 (50 ÷ 2000 = .025, or a productivity rate of 2.5%). The radio ads produced 15 new customers and cost $700 (15 ÷ 700 = .022, or a 2.2% productivity rate). Print ads brought in 9 new customers and cost $300 (9 ÷ 300 = .03, or a 3% return on productivity).

    From this analysis, it is clear that you would be getting the biggest bang for your advertising dollar using print ads.

    12. Utilize Peer Feedback

    This is especially useful when people who work in teams or groups. While self-assessments can be very useful, the average person is notoriously bad at assessing their own abilities.

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    Just ask a room full of people how many consider themselves to be an above average driver and you’ll see 70% of the hands go up[2]! Now we clearly know that in reality about 25% of drivers are below average, 25% are above average, and 50% are average.

    Are all these people lying? No, they just don’t have an accurate assessment of their own abilities.

    It’s the same in the workplace. Using peer feedback will often provide a more accurate assessment of a person’s ability than a self-assessment would.

    13. Encourage Innovation and Don’t Penalize Failure

    When it comes to productivity, encouraging employee input and adopting their ideas can be a great way to boost productivity. Just make sure that any changes you adopt translate into higher productivity.

    Let’s say that someone comes to you requesting an entertainment budget so that they can take potential customers golfing or out to dinner. By utilizing simple productivity metrics, you can easily produce a cost benefit analysis and either expand the program to the rest of the sales team, or terminate it completely.

    Either way, you have gained valuable knowledge and boosted morale by including employees in the decision-making process.

    14. Use an External Evaluator

    Using an external evaluator is the pinnacle of objective evaluations. Firms that provide professional evaluations use highly trained personnel that even specialize in specific industries.

    They will design a complete analysis of your business’ productivity level. In their final report, they will offer suggestions and recommendations on how to improve productivity.

    While the benefits of a professional evaluation are many, their costs make them prohibitive for most businesses.

    Final Thoughts

    These are just a few of the things you can do when learning how to measure productivity. Some may work for your particular situation, and some may not.

    The most important thing to remember when deciding how to track productivity is to choose a method consistent with your goals. Once you’ve decided on that, it’s just a matter of continuously monitoring your progress, making minor adjustments, and analyzing the results of those adjustments.

    The business world is changing fast, and having the right tools to track and monitor your productivity can give you the edge over your competition.

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    Featured photo credit: William Iven via unsplash.com

    Reference

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