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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.

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Nat Eliason

Writer and Host of Nat Chat

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Last Updated on May 22, 2019

Ditch Work Life Balance and Embrace Work Life Harmony

Ditch Work Life Balance and Embrace Work Life Harmony

How do you usually go about your day?

Do you wake up in the morning, get ready for work, and then spend the whole day looking forward to being at home and unwinding?

We often hear about work life balance – having a good balance between work and personal time. Whilst this may sound like a smart idea, it can also imply that we should dedicate at least half of our time to work–and sacrifice time for our “personal life”.

To me, that seems…off balance. Because, the truth is, it’s nearly impossible to split your time equally between the two. And, you may end up stressing out if you’re not able to meet that expectation of balance.

Instead, why not think of having work life harmony instead?

With this mindset, you can actually integrate work into your life in a way that feels more complete. This way, you don’t need to view work and having personal time as separate.

So, how do you achieve work life harmony?

Work Life Harmony Explained

The difference between work life balance and work life harmony is pretty simple.With the former, there is an implication that you have to sacrifice your “life” for work. But, this is the worst way to go about things! How can you truly be at peace in life if you dread 8 hours of your day?

Work life harmony on the other hand, allows your work to be a part of your life. This means that you can choose to be happy both at home, and at work! Work no longer needs to be seen as the ‘bad’ or un-fun activity.

Having work life harmony also ensures you’re truly present in whatever place you find yourself.

Just take a look at Jeff Bezos, CEO of Amazon for example.

He uses a non traditional approach to work by making time for breakfast every morning with his family, doesn’t set his alarm before going to bed, schedules surprisingly few meetings, and still puts aside a few minutes every day to wash his own dishes.

He believes that all his staff should stop trying to achieve a ‘balance’ in their work and personal lives as that implies a trade off. Instead, he envisions a more holistic relationship between the two.

As the world’s richest man, he must be doing something right!

Rethink Time Management

Now, when we think of striking a balance, we usually associate it with time, don’t we? How much time are we spending at work versus how much time are we spending in our personal lives?Are we taking enough time to be with our loved ones, to do meaningful activities with others or even for ourselves, or are we just dedicating all our time to work?

This is the so-called-balance that many struggle with.

With work life harmony, we learn to rethink time management. By re-assessing how you manage your time, you’ll have a lot more of it. It’s incredible how much time can get wasted over the period of a day–especially when you’re not accurately tracking it.

Unfortunately, unless you’re consciously making an effort, your brain is not always the best at making accurate judgement calls when it comes to prioritizing. It tends to have a bias towards short term benefits and short term costs.

As there are often many more options our brains link to short term benefit; when you’re trying to focus on a task that gives you a long term benefit, that task usually becomes low priority. This is otherwise known as Priority Chaos.

In order to overcome this and be in better control of your time, identify the tasks that need the most focus to get accomplished. If it’s a big task, then it’s good to break it down into smaller bite-sized actions that will provide you with a clearer short term benefit.

When setting up tasks, give yourself a time limit. The brain has a bias towards short term benefits, and your attention span is limited, so if your tasks are going to take ages to complete, you’ll end up losing focus… and wasting time.

Once you have all your tasks written down, it’s time to prioritize them. Since you have a time limit, your focus should be on the top priority tasks. By doing this, you will already be able to get more done in less time at work!

Have Passion for What You Do

Managing your time is important in achieving that work life harmony. But, perhaps of greater importance, is loving what you do in life.One of the most effective ways to achieve a work life harmony is to really enjoy, or find a purpose, in what you do for a living. Even though everyone isn’t always lucky enough to find a position that pays them for pursuing their passion, you can strive to find meaning in what you are already doing, or pursue something new entirely!

For example, say you work at an office that sells paper. While many people wouldn’t consider this a world changing pursuit, I beg to differ. Think of all the individuals in the world that rely on paper. From creative types to quantum physics experts, your role at your workplace brings incredible value to many many people all over the world. You will have, without a doubt, helped bring a new idea into existence. Several new ideas to be precise.

So have a think about what you’re doing now. Is it something that allows you to embrace your passion?

Or perhaps you might not even know what it is that you love or enjoy doing. Why not explore and reflect on what gives you joy and contentment? Is there an area or industry that you could see yourself exploring to experience that fulfillment?

Can you find a deeper purpose in what you’re already doing?

When you’re able to find meaning in your work, you’re that much closer to achieving work life harmony.

Don’t Be Intimidated By Obstacles and Limitations

Creating work life harmony is also about understanding yourself–which includes your limitations and past obstacles–as this allows you to become more resilient.

If you never had to experience struggles, challenges or setbacks, then you would never be forced to adapt and mature. So in theory, having to face obstacles in life is actually quite necessary.

Most of us think of setbacks and obstacles as negative. Though, if you’re able to maintain an optimistic attitude, you’ll almost always have a higher chance of success of overcoming those obstacles to reach your eventual goal.

Your attitude towards setbacks will define the outcome of whether you rise from the challenge or remain stuck in it. So, in order to achieve work life harmony, it’s important to have a resilient attitude as challenges will always come your way–especially when you strive to integrate work into your life, and not a separate or dominant part of life.

Delegate When You Need To

Of course, when you want to increase productivity and minimize the time or effort spent, a great way to do so is to delegate!

If you spend a lot of time doing tasks on your own that could be delegated to others (whether at work or at home) you’re losing a lot of precious free time that could otherwise be spent elsewhere.

At the end of the day, we all have a limited amount of time. So we should all be striving to create a harmonious work and living situation where we can find meaning in all that we do.

While an overall goal may be meaningful, not all of the milestones or tasks needed to get there may be meaningful. That’s because we have our strengths and weaknesses, likes and dislikes. Not every task is going to be enjoyable or easy to complete. That’s where delegation comes in.

Delegation simply allows you to leverage time from an external source, thus giving you opportunities to increase your own quality of time. Keep in mind that delegation should be done with deliberate attention, otherwise you may end up over relying on others.

If you find that you’re running into the problem of over delegating, then it may be time to re-evaluate your motivation for doing whatever it is that you’re doing.

Embrace the Circle and Become Happier and More Productive

Living in harmony is about feeling good about the ways in which you spend your time, despite how busy you may be.Your switch from work mode to a more personal mode should be effortless. It’s about integrating your personal life and the things you love into your busy work life!

It all begins with the shift in perspective. Understanding what your passions are, and learning to be resilient, before taking a different approach to the way you manage your time and everyday tasks.

These are steps that you can start taking to move away from balance to harmony. 

Featured photo credit: Photo by Marten Bjork on Unsplash via unsplash.com

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