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6 Ways to Become a Productivity Expert

6 Ways to Become a Productivity Expert

Are you looking to make the most out of every day? Wondering how to turn up your productivity and take it to the next level? Here are six tips that will help you get on the right path to productivity and ensure that you are getting the most out of each day.

1. Know what’s most important to get done.

This is probably the most critical action you can take every day. Know what your number one priority is and write it down. When you know the one task you need to accomplish for the day to feel productive, it becomes much easier to do. Don’t create a to-do list with 20 tasks to have done by the end of the day. Why? Because when you don’t get to all of them, you won’t feel productive. Set a small achievable goal each day and when the momentum picks up you can continue to get other things done.

Sometimes it is just as important to know what not to do as it is to know what you need to do. “I started with projects that I wanted to do, but then realized I didn’t really have the time and they were not high enough on my priority list to invest the time in completing them … You can complete a project by dropping it … It’s important not to have incomplete projects even if we never do anything about them because they drain energy subconsciously,” says Arianna Huffington, who wrote the book “Thrive: The Third Metric to Redefining Success and Creating a Life of Well-Being, Wisdom, and Wonder.”

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2. Wake up early.

If you really want to create focus and productivity in your life, waking up early is essential. The hour or so you have in the morning before your family wakes up, before your coworkers distract you and before the emails overtake your inbox is just for you. Reserve your hardest tasks and the ones that mean the most to you for the morning. This is when your energy is at its peak, so make the most of it by focusing on work that matters.

Once you make waking up early a part of your routine and understand the exceptional benefits it has to your productivity, you will never turn back. Hal Elrod is the author of the “Miracle Morning,” which focuses on starting your day off right to ensure productivity. Elrod believes, “If you have a productive, powerful morning, you will have a productive, powerful day.”

3. Schedule your day.

Before you go to bed each night, plan out your next day. Schedule your appointments. Schedule time for your most important priority and for other work you need to get done. Mentally preparing for your day, armed with a plan, just ensures it will run that much smoother. Why risk trying to figure out what needs to get done the next day, when you can wake up and just go? So schedule out your day, but remember this includes scheduling appointments with yourself that you should honor just as much as you would with a manager.

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According to entrepreneur and productivity expert Peter Voogd, “A plan relieves you of the torment of choice. It restores focus and provides energy.”

4. Eliminate distractions.

Turn your phone on silent. Limit the amount of time you spend on social media and surfing the web. The key here is remember your time is precious and it is essential to being productive, so don’t waste it on things that don’t matter. If you need to focus on a project, close out of the internet and set a timer for at least 30 minutes of pure focus on it. You’ll be surprised how much more you will get done when you don’t have a million things competing for your attention. Be mindful of your habits. Know your weakness and where you spend your distraction time and redirect that to focus time.

According to study done by Student Science, “Processing multiple streams of information simultaneously is cognitively challenging, thereby potentially causing reduced effectiveness in the performance of the overlapping tasks.” You’re basically just not as effective while you try to multitask or engage with distractions while also trying to get work done.

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5. Include “make up” time in your week for tasks that still need to be done.

No matter how hard you try, sometimes you just won’t be able to get everything you wanted to do in a week done, which can leave you feeling unproductive and unaccomplished. So, instead of settling for not reaching your weekly goals, set aside time to catch up on work that you missed out on each week. Maybe you schedule in two hours on Sunday to finish anything that you couldn’t get to earlier? It doesn’t matter when it is, it just matters that you know you have time in your week allocated to getting yourself back on track if you weren’t able to reach your goals.

Paul J. Meyer, an inspirational leader and coach, said, “Productivity is never an accident. It is always the result of a commitment to excellence, intelligent planning, and focused effort.” You need to commit to being productive. It’s not something that just happens, it’s a deliberate action you take every day.

6. Review your progress.

It’s easy to wake up each day and just cross off items that we’ve done, but if you don’t take time at the end of the day or week to review your progress, you won’t feel productive or accomplished. Before you start your weekly plan, slow down and recognize all that you’ve done. It’s okay to take a moment and pat yourself on the back. In fact, it’s encouraged because once you realize how much progress you are making you will be even more motivated to continue down your productivity path.

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“Let’s be honest: if you don’t think about your goals, you won’t make them happen. The key is to review these goals and set action steps each week. If you only do it once a year, or even once a month, you won’t remember them on a daily basis,” said Leo Babauta, the founder and writer of “Zen Habits.”

Featured photo credit: Matt Gibson via flickr.com

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Last Updated on February 18, 2019

How to Motivate Employees and Boost Team Productivity

How to Motivate Employees and Boost Team Productivity

These days, in a world with cognitive, AI, and extraordinary advances, we have failed at the most basic stimulus: motivation. Why do I say so? Just take a look at these statistics:

58 percent of managers said they didn’t receive any management training as per a CareerBuilder.com survey. Only 12% of employees leave their jobs because of more money. Research indicates that around 80% of employees leave their jobs due to “lack of appreciation”. Due to fear of failing, more than half of American workers don’t take their paid vacations. 53% of Americans are unhappy at work (not engaged). And 1 in 3 are working in a field they don’t like.[1]

Archaic people management and HR structures are the root cause.

“If you want to build a ship, don’t drum up the men to gather wood, divide the work, and give orders. Instead, teach them to yearn for the vast and endless sea.” – Antoine de Saint-Exupery

So how to motivate employees and boost team productivity?

Here are 3 key things that you can do to motivate your employees and boost team productivity:

1. Run Your Team/Group/Company like a Lean Startup

The Lean Startup phenomena by Eric Ries has been socialized across millions all over the globe. In a nutshell, it is a methodology for developing businesses and products, which aims to shorten product development cycles and rapidly discover if a proposed business model is viable; this is achieved by adopting a combination of business-hypothesis-driven experimentation, iterative product releases, and validated learning.[2]

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Encourage Your Employees

When you empower your employees (or family members) to do what they deem to be best for a particular roadblock, idea, or improvement, you create magic. You create genuine trust. You enable innovation. The result is happy, inspired employees who feel they have a say in the grand cosmic stage at work.

Note that increasing the competency level of employees and coaching and mentoring them along the way is key. You yourself, need to do the same. Nourish your brain – and get a mentor that will keep you at the edge of your game.

Offer Rewards

Motivation is also intrinsic. The startups I have worked at offered instant rewards — not just fat checks or equity increments, but Oscar-style nominations.

The non-monetary rewards were actually more coveted, and grandiose: lunch with the CEO, tickets to an Obama fund-raiser, horse-back riding with a world-class equestrian.

Compare this to a dodgy, corporate, white-cubicle dinosaur that had a “yearly performance review” where both parties dread the conversation. In a world of instant WhatsApp messages, having a conversation about performance, likes and dislikes cannot just happen annually in 60 minutes. Employees need to be rooted in the belief that their manager genuinely cares about them.

Give Autonomy

Another key attribute is autonomy. Most employees start brushing their resumes and cruising LinkedIn when their hands are tied in their current positions: approval forms, long meetings, escalations, and more meetings. In the world of agile and scrum masters, deliberating for the sake of deliberating is poison. You will choke the very employees that giddily accepted the job initially to “change the world”.

Within a reasonable realm of assessment and deep-dives, trust your employees to do the heavy lifting. Give them access to the knowledge, people and resources that help them directly make the choices that will shape the future of your team, and your company.

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Eliminate yourself as the bottleneck – and interject yourself as a benevolent, servant leader that is the symbol of high-performing organizations.

2. Apply the 90/90/1 Rule

I recently saw a video by Deepak Sharma (a leadership adviser) about productivity and this principle stuck with me. Here’s what it’s about:

Devote the First 90 Minutes of Your Day to Important Project

For the next 90 days, devote the first 90 minutes of your day to your most important project—nothing else. Do this for yourself and your employees.

We usually get sucked into the most wasteful, operational activities in the morning which robs our focus, and steers us into an unwanted rabbit hole. So mute your notifications, avoid the temptation to check your exploding inbox, and scroll your Instagram feed later. Instead, focus on that ONE thing that will provide real value to you, your team, or your business/company/home.

Apply this rule to yourself – and your team. Your team will thank you. Note: If you’re feeling really stretched for time, you can always hack the rule by testing out a “45/45/1” version.

A To Do Scheduling System

Another version of this is to use the Kanban concept, developed by Taiichi Ohno, an industrial engineer at Toyota. Kanban is a scheduling system employing boards and cards.

The most basic version is a canvas with “To-do”, “Doing”, and “Done” boards (or columns). Each activity or task is a “card” that moves from one column to the other. I use Trello (a Kanban-inspired app) that is a key system for my personal and professional life. It allows me to understand my workload, their priority, and due dates.

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I use importance and effort metrics (scores) for each task to understand what is truly necessary in my life to work on. It negates the FIFO (first-in, first out) paradox that has plagued millions of people. Instead, it allows me to take stock of what is on my plate, and then bite on what truly will move the needle for me, my team, my life, and my company.

With a limited appetite (at least for some), would you eat the veggies, fries, mashed potatoes and leave the sizzling steak? No, you wouldn’t (unless you are a vegan and ended up in the wrong restaurant).

Approach your work with a weighted vengeance – and encourage your team to do the same.

3. Align Passion and Skills to Purpose

The heart of human excellence often begins to beat when you discover a pursuit that absorbs you, frees you, challenges you, and gives you a sense of meaning, joy and passion.

“The most fortunate people on earth are those who have found a calling that’s bigger than they are—that moves them and fills their lives with constant passion, aliveness, and growth.” — Richard Leider

An ace team-member once told me that while she enjoys working for the company we both used to work at, she really hated anything to do with technology. She was more of a “people” person, and did not want to sit behind a desk sifting through lines of code.

What struck me was that she was in that role for more than a decade and had just spoken up. The good thing is she spoke up. She expressed her desire and interests. And it allowed her to get into a role of her liking within 30 days.

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Ask If They like What They’re Doing

If you, or a team member is frustrated, demotivated, or not performing at their best – one of the questions you should ask is whether they like what they are doing. Then genuinely try to help them get to the role they should be in (whether in the same team/company or not).

There’s a reason why 53% of Americans (and perhaps more or same across the globe) are unhappy at work. A butcher cannot be an ace salad maker. Pursue your passion – and help pave the way for your team. Unlock your potential and theirs. You will command and lead a supercharged team.

“Your time is limited, so don’t waste it living someone else’s life. Don’t be trapped by dogma – which is living with the results of other people’s thinking. Don’t let the noise of other’s opinions drown out your own inner voice. And most important, have the courage to follow your heart and intuition. They somehow already know what you truly want to become. Everything else is secondary.” – Steve Jobs

The Bottom Line

Sometimes, passion has to be ignited. It is dormant, clouded by busy-ness, buried by wrong career choices, and plagued by non-supportive eco-systems. Some will climb out of it, but we as society — and in the case of business teams — incumbent upon the manager/CEO/leader to foster, grow, and nurture the employee.

Teach her the ropes. Show her the path. Advise him as you would yourself. Let them lead, and make mistakes. Do not fear them, rather make them the leader you would want to become.

For your not-so-great team members, understand that it is not personal, it is just not a good fit. Help them move on to the pastures they would be fit to graze on. Hence, hire slow (and fire fast).

Your team is a reflection of you. Boosting their confidence and helping them achieve the impossible is motivation. Focus on that, and you will have a productive team that you and your company will be proud of.

More Resources About Team Management

Featured photo credit: rawpixel via unsplash.com

Reference

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