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7 Ways to Make Better Use of Your Time

7 Ways to Make Better Use of Your Time

You only get 24 hours every day, and while there are plenty of ways to wring more out of the time you have, there isn’t a way to get more of the stuff. But no need to worrythere are plenty of ways to use the time to have better. Here are 7 of them!

1. Slow down

Slowing down to get more out of your time may seem counterintuitive, but when you actually slow down, you will find that what you do becomes a lot more meaningful.

Imagine for a second that you’re driving through a beautiful forest. Your stereo is blasting a new song, you’re talking to a friend in the passenger’s seat, and before you know itwhooshyou passed right through the forest, and it was like you weren’t there at all.

Now imagine that instead of driving in a noisy car, you’re walking through the same forest. Summer is changing to fall, and as the leaves fall around you, you take in a deep breath of warm, October air.

Your walk is ten times more meaningful, because you slowed down. You were able to notice the sights, sounds, and smells around you, and what you were doing became much more meaningful. Slowing down brings meaning to how you spend your time, whether you’re walking through a forest, spending time with a loved one, playing an instrument, or even working on a report at work.

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2. Structure your free time

According to researcher Mihaly Csikszentmihalyi in his book “Flow”, Sunday at noon is the “unhappiest hour in America” because that’s the time people are the least productive. According to his research, people are oddly more motivated and focused at work because of the structure work provides, and he recommends structuring your free time.

That might sound counterintuitive: shouldn’t your free time be, well, free?

Csikszentmihalyi (pronounced CHEEK-sent-me-hi-ee, if you’re playing along at home) argues that when we don’t structure our time, we either spend it on pointless stuff, or just ruminate without much care or focus. Structuring your timeeven your free timeis proven to make you more motivated, focused, and ultimately, happier, because it gives you a direction and a purpose.

It’s totally counterintuitive, but when you have a purpose behind your actions, you will feel much more productive and happier (even if that purpose is to do nothing for an hour or two!)

3. Keep a time diary to see what you’re doing wrong

Keeping a time diary of how exactly you spend your time throughout the day is one of the most powerful ways to discover how you can better use your time. Keeping a time diary:

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  • Allows you to see patterns and trends (favorable or otherwise) in how you spend your time
  • Lets you see what activities impact your productivity the most (e.g. whether getting a good night’s sleep affects your motivation the next day)
  • Makes you second-guess yourself when you want to spend your time on low-leverage stuff
  • Lets you see whether how you spend your time matches up with your priorities (e.g. if you consider family important, but spend every night watching TV)

When you keep a time diary, it’s much easier to make changes to how you spend your time, because you can see, right in front of you, exactly what changes you need to make with how you spend your time. When I track my time, I keep it as simple as possible in order to reduce the mental friction I have to actually tracking my time. In front of me, throughout the course of a week, I keep a notepad that tracks: what I’m doing, when I start/stopped an activity, and any observations I have.

Keeping a diary of exactly how you spend your time seems simple on the surface, but produces profound results when you actually do it.

4. Do less

Apple is one of the largest and most successful companies in the world for one big reason: they make only four main product lines. Apple makes the iPod, iPhone, iPad, and the Mac (with software to support them), and that’s pretty much it. Apple is a $431 billion company that puts all of its weight behind four small product lines.

Taking a similar approach with your life is also incredibly powerful. When you do fewer things, you spread your time over less, and so you have much more of yourself to give to everything you do. I think one of the best ways to boost your focus, become a better person, and use your time better is to do less.

Question the elements of your life, and constantly ask yourself if you’re doing too much. Doing less may seem like a counterintuitive way to better use your time, but it boosts your focus and success because you can invest so much more of yourself into the things you want to do.

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5. Think about what matters most to you

Everyone spends their time differently: one person may invest a lot of time into developing a successful career, while another may care more about investing their time into building a rewarding family life.

Take the time to think about what you really, truly care the most about, then invest your time in what you care about. This seems like simple advice, yet hardly anyone does it. A lot of people wing their way through each day, not thinking about whether how they’re spending their time will produce meaningful results.

I think the only way to make sure you get the most out of your time is to start with what matters the most to you, and work backward to your actions to figure out how you should act.

6. Focus on high-leverage activities

You may have heard of the 80/20 rule, which says that 80% of your results come from 20% of your efforts. I like looking at the 80/20 rule a different way: every action you take is either high or low leverage. The higher leverage an activity is, the more you’ll get out of a small amount of effort.

Some people invest their time into low-leverage activities, which they get almost nothing out of. Take watching TV, for example. If you watch 3 hours of TV a day (the average is more than 4) and you live until you’re 80, you’ll spend 10 years of your life watching TV! That’s time you’ll never get back, and time you could have invested into a much higher leverage activity, like reading a book, having a coffee with someone you want to learn from, exercising, writing, or meditating.

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When you invest your time in high-leverage activities, you can cut the cruft from your life and make sure that what you invest your time in the activities that produce the greatest returns on your time.

7. Know how little time you have, and live accordingly

This may sound like a corny tip, but it isn’t. You really don’t have that much time.

If you’re average (I know you’re not, but bear with me), according to the American Time Use Survey, each work day you’ll spend: 7.6 hours sleeping, 8.8 hours working, 1.1 hours eating, and 1.1 hours doing chores around the house, leaving you with about five and half hours left over for doing what you want to do. And these figures don’t include investing time into your relationships, caring for others, or any other commitments you have already.

You start every day with 24 hours, but once you subtract all of commitments from that, you’re not left with much. When you constantly remind yourself how little time you have, you light a fire under yourself to make the most out of your time. You start to say “no” to commitments that don’t mean much to you. You bring more energy and drive to your work. You become more defensive of your free time, and make the most of it.

Knowing just how little time you have will let you put the time you do have to much better use.

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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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