Advertising
Advertising

5 Times Procrastinating Can Make You More Productive

5 Times Procrastinating Can Make You More Productive

Procrastination. From the moment we hear that five-syllable word, we learn it’s a bad thing. (This is possibly because the first time we hear it, it’s been levelled at us by a frustrated-yet-well-meaning parent or teacher seeking only to help us achieve our “full potential”). Procrastinating, we learn, is a guilty habit we all hope to break ourselves of – it’s something lazy people do and high achievers don’t. There is a ton of advice on how we can stop procrastinating.

But it’s hard to kick the habit when there seem to be endless incidents of procrastination waiting to happen: in school or work (why do they give 4 weeks for a project I can get done in a night if they don’t expect me to do it the night before?!) and life (doing my taxes early is really just a waste of time). So, we procrastinate doing out taxes and that big project. And then we chastise ourselves for lack of discipline. But wait – is this bad reputation really deserved? Is it true you’ll never be super productive (and reach your full potential!) until we fix this?

Procrastination ain’t so bad.

First, take some small comfort in the fact that human beings are hardwired to procrastinate. In part it’s because we have a tough time reconciling immediate wants with long-term shoulds. So we discount the future, big time – we overestimate how good it will feel to play video games and sit on the couch now, and underestimate how bad it will feel to put a rush order on that project 2 days from now.

Advertising

But it turns out there are some times procrastination can actually be an important signal – or a good strategy in itself.

So what should you do when thinking about starting a task incites an internal chorus of “I don’t wannaaaaa’s!!!” your three year old niece would be proud of? Or makes that garage you’ve been meaning to clean out look like a shiny nugget of opportunity by comparison?

1. Tune into your inner wisdom when you feel yourself procrastinate.

Is there are reason you’re putting off this task? Are you not sure it’s a good idea, like taking a big holiday with a new sig other, or starting a project you’re uncomfortable with? Sometimes this can be a signal. Listen to your gut. Start by going over why you thought the holiday was a good idea, or reviewing the plan for the project in detail. Make sure there aren’t any gaps that could be setting off your alarm bells.

Advertising

2. Are you procrastinating when making a big decision?

Research shows we make better decisions when we take the max time to make them. (Check out the popular book Wait for lots more good stuff on this topic). Stop. Process. Time and pain down the road can often be saved by investing more time upfront when making a decision.

3. Figure out how much time the task actually needs, sans procrastinating.

Work expands to fit the time you give it. Procrastination can keep tasks from taking more time they need. Some things may require creativity and artistry, while others just need to get done to a satisfactory level. Never start a task without giving yourself a time limit – even something you’ve never done before. Apps like Time 50 Best’s the Email Game are built entirely on this principle. Procrastinating can ‘help’ by resulting in a binding deadline which forcibly prevents you from wallowing on a particular item. It’s astounding how quickly your taxes get done at 11:45 pm on the last day…

So that’s great, but what does it mean for your procrastinating self? When is it safe – or even good – to put things off?

Advertising

Here are five times you can procrastinate and still come out on top.

1. When there are few variables.

Such as when there aren’t other people or missing information that might derail your ability to do things later under a time crunch. If the task just relies on you, and it’s something you’ve done before or know how long it will take, you’re probably good to go.

2. When you aren’t letting others down by being last minute.

Procrastinating can be destructive when it means you’re hurting your personal or professional reputation by causing others inconvenience, or worse. Throwing a wrench in other peoples’ plans is not good for your relationships. So going to the gym in the evening vs the morning because you didn’t feel like getting up early enough – not a big deal. Putting off revising a draft that the marketing team is waiting for – not a good idea.

3. When there’s a clear “good enough” hurdle.

Lots of tasks need to just get done with competence, rather than brilliance. Your taxes aren’t a work of great literary fiction (or they shouldn’t be!). Sometimes ‘just good enough’ really is good enough.

Advertising

4. When it’s a signal that something isn’t right.

Sometimes we postpone because we sense our plan isn’t the greatest, or we really haven’t bought into the outcome. Putting off training for a half-marathon is a lot harder if you’re truly excited about the idea of it, and it’s meaningful to you. If you really don’t like running and only signed up because friends did, then maybe it’s not a great use of (many, many, many!) hours of your time.

5. When you have the time.

If you’re stuck getting started, a creative solution will be right around the corner. Assuming you don’t need to finish the task immediately, let things percolate for a few hours or days. Better yet, do something that will help move your brain in the right direction – like listening to great music, or reading something inspiring.

All of these are legitimate times to procrastinate. But…the key to procrastinating productively: use the time to do something BETTER. Catching up on Game of Thrones will not improve your personal or professional life substantively (I hear you protesting. I’m right on this one, trust me.). Please, PLEASE use your putting off time for good. Like spending with your family or friends. Or working out. Or enhancing your skills. Super productive Stanford prof John Perry credits his success to ‘active procrastination’ – doing other important things you’d need to do anyway while putting off one particular task.

With that, happy procrastinating. (But if what you’re stalling is important, and you have clear direction, and will hurt you later if you don’t do it now? Then suck it up, grab a coffee and get started already!)

Featured photo credit: Sarangib via pixabay.com

More by this author

10 Ways Helping Others Will Improve Your Life 7 Ways to Find Happiness Instantly Procrastinating 5 Times Procrastinating Can Make You More Productive Willpower cupcake 10 Willpower Hacks to Help Achieve Your Goals Success Coach Yourself to Success in 5 Steps

Trending in Productivity

1 Why Your Habits Hinder You From Reaching Your Goals 2 We Do What We Know Is Bad for Us, Why? 3 13 Bad Habits You Need to Quit Right Away 4 How to Reprogram Your Brain Like a Computer And Hack Your Habits 5 14 Ideas on How to Measure Productivity to Make Progress

Read Next

Advertising
Advertising
Advertising

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:

Advertising

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.

Advertising

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.

Advertising

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.

    Advertising

    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.

    More Productivity Tips

    Featured photo credit: William Iven via unsplash.com

    Reference

    Read Next