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5 Productivity Habits That Will Rock Your World

5 Productivity Habits That Will Rock Your World

    A common New Year’s goal is to become more organized or productive and a common complaint is that it is more of a challenge than first anticipated. We all have our personal challenges; there are things we know we should do but simply don’t. Tasks that we ought to do but simply don’t want to. Habits that we want to implement but struggle to apply. Techniques we know we will benefit from, but somehow there never seems to be the time, the discipline or the commitment to follow through.

    The most effective way to make lasting change is to change one thing at a time. Small daily changes will all add up to give you amazing results. If you were to commit to one small change this month, one thing that you could do daily that would have a positive effect on your current level of productivity. After one month this small daily change will have become a habit and then you can move on to make the next change.

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    Here are a few ideas for small changes that if implemented can impact your productivity and rock your world.

    1. Inbox zero

    Having a clear inbox can be a great boost to your personal productivity and sense of control. It may feel like an enormous challenge to start but little by little you can work through even the largest of inboxes and reduce it until you can get to zero each day. I like to use the Barbara Hemphill FAT method. File, Act or Trash. Every day when it is time to process your email, make a decision based on the following criteria:

    File: If the email does not require any action but you need to hold it for reference then it should be filed. I used to file my emails carefully in reference folders, so that I can easily retrieve them when required, but what I have found is that it takes less time doing a search when I need to retrieve the email than it does to decide where to file the email in the first place so I have started to dump the majority of processed emails in the same folder. I keep a few folders for important accounts or for occasions when I know I will need an email trail.

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    Act: Follow David Allen’s rule and if the task can be done is less than two minutes do it now, if not the task will either need to go into your calendar or be added to your task list.

    Trash: If you have completed any action required and you don’t need to keep the email for reference, click on the delete button. I know many people who have an allergy to the delete button, but this allergy can be easily overcome with usage. Don’t keep an email because it has a password or a telephone number or address in it. Add all contact details into contacts. Use notes in your email program for passwords or other bits of information you would like to store.

    2. Filing

    Spend some time each day filing. Start by purging your existing files and eliminate all the unnecessary; old documents no longer required. Check your revenue requirements for how long documents legally need to be stored. Anything older should go to trash. Have a file on your desk for filing. Take 10 minutes each day to file. Make sure you are in possession of a labeller and some manilla folders to ensure each folder is clearly labelled. Until you have used a labeller for filing you will not realize the benefit. It makes document retrieval so much quicker when you are searching for a document or folder. It is well worth the investment. Keep your filing cabinet close to you desk. This will ensure that filing doesn’t become a bigger chore that it is already.

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    3. De-clutter

    Get into the invaluable habit of cleaning and clearing everyday. Clutter delays action; it disables and distracts. Clear a little everyday. Take my mother’s advice and clean as you go. For some of us this doesn’t come easy but we also know the lightness and clarity that comes from an ordered physical space. Try some of the following, clear your desk for 10 minutes before leaving the office everyday, Wash the dishes after dinner each evening, don’t leave documents and papers lying around put them all in an in-tray to be processed daily.

    4. Exercise

    Taking a walk, going for a run, swimming, or cycling everyday will do wonders for your mental health and your personal productivity. The extra energy and oxygen to the brain helps to clear the mind and allows for better mental function. Exercise is one of Richard Branson’s productivity tips. Make it a habit.

    5. Write everything down

    Don’t use your head for mental storage, it wasn’t made for that purpose. David Allen says “Use your head to have ideas not to hold them”. In order to be able to focus it is essential not to be carrying around your tasks and responsibilities in your head. Not only does it cloud your thinking, but you risk missing appointments or forgetting to do things that need to be done. Get into the daily habit of getting everything out of your head. When you have it down on paper you can organize it into your system; appointments to your calendar and tasks to your task list. Implementing this habit will reduce your stress and increase your efficiency in dealing with current tasks.

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    Each one of these new habits will take you to higher level of productivity and with commitment closer to your personal success.

    (Photo credit: model of Earth via Shutterstock)

    More by this author

    Ciara Conlon

    Productivity coach, speaker, blogger and author of Chaos to Control, a Practical Guide to Getting Things Done

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    Last Updated on November 19, 2019

    7 Signs That You’re Way Too Busy

    7 Signs That You’re Way Too Busy

    “Busy” used to be a fair description of the typical schedule. More and more, though, “busy” simply doesn’t cut it.

    “Busy” has been replaced with “too busy”, “far too busy”, or “absolutely buried.” It’s true that being productive often means being busy…but it’s only true up to a point.

    As you likely know from personal experience, you can become so busy that you reach a tipping point…a point where your life tips over and falls apart because you can no longer withstand the weight of your commitments.

    Once you’ve reached that point, it becomes fairly obvious that you’ve over-committed yourself.

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    The trick, though, is to recognize the signs of “too busy” before you reach that tipping point. A little self-assessment and some proactive schedule-thinning can prevent you from having that meltdown.

    To help you in that self-assessment, here are 7 signs that you’re way too busy:

    1. You Can’t Remember the Last Time You Took a Day Off

    Occasional periods of rest are not unproductive, they are essential to productivity. Extended periods of non-stop activity result in fatigue, and fatigue results in lower-quality output. As Sydney J. Harris once said,

    “The time to relax is when you don’t have time for it.”

    2. Those Closest to You Have Stopped Asking for Your Time

    Why? They simply know that you have no time to give them. Your loved ones will be persistent for a long time, but once you reach the point where they’ve stopped asking, you’ve reached a dangerous level of busy.

    3. Activities like Eating Are Always Done in Tandem with Other Tasks

    If you constantly find yourself using meal times, car rides, etc. as times to catch up on emails, phone calls, or calendar readjustments, it’s time to lighten the load.

    It’s one thing to use your time efficiently. It’s a whole different ballgame, though, when you have so little time that you can’t even focus on feeding yourself.

    4. You’re Consistently More Tired When You Get up in the Morning Than You Are When You Go to Bed

    One of the surest signs of an overloaded schedule is morning fatigue. This is a good indication that you’ve not rested well during the night, which is a good sign that you’ve got way too much on your mind.

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    If you’ve got so much to do that you can’t even shut your mind down when you’re laying in bed, you’re too busy.

    5. The Most Exercise You Get Is Sprinting from One Commitment to the Next

    It’s proven that exercise promotes healthy lives. If you don’t care about that, that’s one thing. If you’d like to exercise, though, but you just don’t have time for it, you’re too busy.

    If the closest thing you get to exercise is running from your office to your car because you’re late for your ninth appointment of the day, it’s time to slow down.

    Try these 5 Ways to Find Time for Exercise.

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    6. You Dread Getting up in the Morning

    If your days are so crammed full that you literally dread even starting them, you’re too busy. A new day should hold at least a small level of refreshment and excitement. Scale back until you find that place again.

    7. “Survival Mode” Is Your Only Mode

    If you can’t remember what it feels like to be ahead of schedule, or at least “caught up”, you’re too busy.

    So, How To Get out of Busyness?

    Take a look at these articles to help you get unstuck:

    Featured photo credit: Khara Woods via unsplash.com

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