Advertising
Advertising

8 Deadly Traps that Cause Our Failures to Accomplish Everyday Work

8 Deadly Traps that Cause Our Failures to Accomplish Everyday Work

Failing to accomplish work is a huge problem in the workplace today, just ask any project manager. The incomplete work often has consequences piling one task on top of another until what was once achievable now feels either impossible or difficult to do. To avoid this problem one must make a schedule and diligently complete what you have to do, before what you want to do. Here are some suggestions for those who want to get rid of the habit of procrastinating, and be productive. Setting priorities can be effective way to avoid procrastination. Here are 8 deadly traps that keep us from being productive.

1. Unclear Expectations

Creating clear expectations is the foundation of being successful. We have all heard of SMART goals (Specific, Measurable, Assignable, Realistic, and Time Bound). As you define, communicate and carry out the clear expectations you will want to add one practice that will distinguish you from the rest. Include the three elements of quantity, quality, and pace. Rather than saying, “finish the work as soon as possible” say, “finish these “x” items, as measured or approved by “y”, at a pace of “z” elements each hour/day/week” This approach coupled with SMART goals sets up you and your organization for success. Let’s face it, we feel a bit lazy at one time or another, it is part of whom we are as humans. This lazy characteristic can show up either when we want to get something trivial, or when we want something important done. Don’t let the lazy characteristic take control in the expectation phase of the activity, this will surely come back to bite you later!

Advertising

2. Failing to Schedule

Make yourself two lists, first of what to do and second of what not to do. This is the first step in planning and doing. This helps to get your priorities straight as well as to get the tasks done on time. Making a schedule also constantly reminds you of all the things you need to do and lists them for you to finish one-by-one. This approach lets you see the tasks in perspective and it even makes what you might have thought was hard to do seem trivial at times. This method works especially well if you get the harder tasks completed first, quickly cross them off your schedule after finishing them and continue to complete the easier tasks with some relaxation.

3. Allowing Distractions

This involves first identifying what is keeping you from doing your job productively and what it is that is making you slip into feeling lazy. Is it the television? Your phone? Your video games? Or perhaps even your comfy couch which is making the idea of slouching on it more tempting than getting your job done? Identify what is distracting you and give it a break. Perhaps even stay faraway from it. Accountability is important. If you can’t trust yourself to get it done, find someone to hold you accountable.

Advertising

4. Delayed Starts

Getting started is usually the hardest part. Sometimes the work is not hard, it is just thinking about it that makes it seem that way. Start with a few easy tasks, you will be surprised at where your laziness went by the time you get to the harder ones. This is because once you decide to get started, the decision is over and it goes only forward from there. To increase productivity, starting with identifying where and what to start is a must.

5. Not Prioritizing

Effective planning is the best way to avoid failing to complete your work. You must prepare a list of “to do” items when you are assigned a job. We have to complete the everyday tasks to avoid the pressure of completing the requirements at the end of the project or work. We must start by creating longer-term plans, say for the month, then for the week and finally for each day. This practice will keep our focus on the bigger picture and we will know that we are accomplishing something bigger than 30 days of individual tasks. You must know the value of your job. Your goal should always to be on time or before, make sure you have been sensible about your goals. Ensure that you plan to your capacity with the resources your have access to (time, money, people, knowledge, etc.). You must know the amount of work you can do each day. Most of us overcommit and under deliver, if you can master overcoming the 8 deadly traps in this article you will reverse this trend. As mentioned before, accountability is an important principle to demonstrate what you can do.

Advertising

6. Procrastinating

Procrastination is the natural assassin of success. Keep the consequences of failing to get your work done in mind when you start the task or project, not as you approach the deadline. Maintaining this mind-set, and the image of success, is a good combination to fuel your motivation. The main reason we procrastinate is that we are swimming in a sea of distractions. With access to the world using a computer keystroke or a swipe of a phone screen we can be instantaneously transported into almost any alternative world, and expect that this trend will continue to add to our distractions.

7. Missing Deadlines

The first thing to recognize is that almost all deadlines are arbitrary. This does not me you can ignore deadlines but it does mean you can question them. However, the questioning needs to happen at the beginning of the project or activity, not as the deadline approaches, this just makes you look incompetent. Failing to complete our work often ties to the practice of delaying the most important tasks and performing the least important ones. This practice can cause serious problems for your success and for the organization. Each time we delay the projects of our internal or external clients, we provide another sliver of doubt in their mind for the next project. Getting clients and building trust takes a long time to develop but can be lost in just a moment. Delivering just a bit faster than needed or faster than your competition, is what will distinguish you and continue the contribution to trust building. Plan for delays, don’t react to them, this contingency planning is critical. Our human desires push us to postpone activities which do not entertain us, once again this is where accountability distinguishes the poor from the great performers. Fight the urge and stay accountable.

Advertising

8. Overlooking Effectiveness

You must be effective in addition to being efficient. Efficiency is all about faster, better, and cheaper. Effectiveness is all about putting the right plans in place so your don’t have to force yourself to work faster, better and cheaper. We can always put in extra-long hours, but it comes at a cost somewhere to you, your family or to your organization, Time is a finite commodity, the longer hours you are working, are hours in which you are not doing something else. Make sure the trade-offs you are making are conscious ones and not because of your ineffectiveness. Procrastinators always try to postpone their work as they think they have enough time on their calendar. This avoidance behavior places your potential success at risk. We all have to work smarter and not harder Effectiveness is the key to smarter work. Planning up-front allows us a more reasonable pace when we are in the throes of doing the work.

So when you start your day tomorrow, do everything you can to avoid the 8 deadly traps that will cause you to fail in completing your everyday work. Your organization will thank you for the accountability and for your work accomplishments.

Featured photo credit: Penguins/ Marc Lombardi via marclombardi.zenfolio.com

More by this author

Dr. Kevin Gazzara

Senior partner at Magna Leadership Solutions

The 10 Leadership Lessons We Can all Learn from Giraffes The 6 Best Practices to Kill Employee Motivation and Engagement 7 Critical Statements Every Manager Should Avoid To Be More Respectable 12 Ways to Identify a High-Maintenance Employee 8 Deadly Traps that Cause Our Failures to Accomplish Everyday Work

Trending in Productivity

1 How to Work Hard the Smart Way: 4 Daily Rituals to Follow 2 Your Night Routine Guide to Sleeping Better & Waking Up Productive 3 74 Healthy Habits That Will Drastically Improve Every Aspect of Your Life 4 How to Increase Willpower and Be Mentally Tough 5 9 Daily Habits That Will Change Your Life

Read Next

Advertising
Advertising
Advertising

Last Updated on April 22, 2021

How to Work Hard the Smart Way: 4 Daily Rituals to Follow

How to Work Hard the Smart Way: 4 Daily Rituals to Follow

Habits are what sets an average leader apart from a great leader. We can argue that talent is the biggest factor; we may debate how the amount of charisma sets the two apart. Yet, if you were to show me what you believed to be a great leader, I can show you the habits that made her/him great. Great leaders have great habits and know how to work hard the smart way.

Developing Great Habits Is Hard Work

In my early college days, I had spent a lot of time learning how to play the trumpet. Playing the trumpet took time and discipline. I had some natural talent, but not enough to hide my lack of ability. My trumpet teacher was a man of discipline, and there was no doubt he had talent. What stood to me was his work ethic. He had to be one of the hardest working mentors that I had the privilege of working with.

One afternoon, I was in his office getting ready for my weekly trumpet lesson. As I was preparing, my eyes scanned the room and saw that there were quotes all over his office. My eyes rested on one quote that forever changed my thinking about my playing. It was a quote from my high school basketball coach Tim Notke that would become popular through professional athletes Kevin Durant and Tim Tebow:

“Hard work beats talent when talent fails to work hard.”

Hard work trumps talent. The key to success is not found in your talent or ability. Talent and ability are necessary, but they are not the primary factors. They are supporting roles in the story you are writing.

Ultimately, hard work is the key to your success. A good work ethic creates the momentum that propels you forward towards your goals.

Motivation Is Not the Answer

How many times have you seen someone go to a conference, get inspired, and then come home and do nothing?

If motivation were the answer, the world would have transformed hundreds of times over. Yet, when we look out our doors or turn on the news, we do not see a utopian society.

We have thousands of people who become inspired but lack the work ethic to apply anything they have learned. Time and time again frustration creeps in. We are so motivated and inspired by what we see but fail to put in place the things that would change our lives.

Advertising

Frustration happens when the gap between what you expect to be true and what is true gets bigger. Motivation tends to create an expectation that is not rooted in reality. We want to take on the world but cannot get off Netflix long enough to do so.

Motivation is not the answer, but working hard is. Good habits and routines that produce success are the byproducts of a strong work ethic. The habits and routines we create and follow are the foundation on which we build a winning life.

How to Work Hard by Working Smarter

Here are 4 routines that will help you learn how to work hard and achieve your short term and long term goals.

1. Define What a Win Looks Like

In football, a player that crosses into the end zone gain points. In soccer, a player kicks the ball into the net to score. Hockey, lacrosse, and basketball are all the same. The player takes the object and moves it into the designated area to gain points. The team with the most points wins the game.

Why is it that we can define what a win looks like in sports, but we fail to do so in our leadership, our businesses, or our homes?

Learning how to work hard without setting a target is futile. It is insanity to work hard without having a clear direction to place your energy. I would argue that defining a win is one of the most important routines that a leader can have. Defining a win separates superficial activity from meaningful activity.

When I define a win, I know the goal line I have to cross[1]. Knowing where the goal line is informs me of the activity I have to engage in to cross it. Without a clear direction, I am spinning my wheels hoping that I will get to a destination I haven’t defined. It is like asking a GPS for directions but failing to input the destination.

4 Steps to Define a Win
  • Know the outcome you desire.
  • Declare the outcome in specific, meaningful terms.
  • Write the outcome down.
  • Set your activity list to only do that which will complete your goals.

Let me give you an example. 15 years ago, I started speaking professionally. As a young and naïve speaker, I thought winning meant that I had to get a reaction from the audience. If they cheered, smiled, or cried, I considered myself a winner. The problem was my lack of understanding of what a win looked like. As a seasoned speaker, my wins look different.

As of today, when I speak, I am not looking for any emotional reactions from the audience. I win if, and only if, I clearly communicated my point so that anyone hearing the talk can take it and apply it to their lives that day. That is how I define a win when I speak now.

Advertising

Create a habit of declaring a win. When you do, you will see your productivity soar and your encouragement increase. Pairing a hard work ethic with wise decisions creates victory. Stop being a mouse on a wheel that goes nowhere, and start being the captain of your fleet.

2. Evaluate Your Activity

Not all activity is equal. There are things you must do, things you need to do, and things we can either give away or delete. The greatest challenge of a leader is understanding the difference. Understanding what activity is busywork and what activity is mission work is pivotal.

Not only do we need to learn how to evaluate our activity, but we must make this a core routine in our arsenal of success. Stop working so hard on everything and start learning how to work hard on the right things.

Not every activity will move the needle forward for you. In fact, you were never meant to do everything yourself! Once we stop trying to be a martyr in our leadership, we can start looking at how to take things off our plates through delegation.

Based on the Eisenhower box, there are 4 things that we look at when deciding on which activities are important:

  • Do now
  • Plan to do it later
  • Delegate to someone else
  • Delete it

Powerful questions are the way you discover if the activity is right or not:

  • Does this activity move me towards or away from my goals?
  • Do I have to do this activity or can I give this activity away to someone else?
  • Does this activity have to be now right now or can it be scheduled for later dates?
  • Does this activity have to be done at all?

Evaluating the type of activity you engage in should be a routine that you do daily. Learning how to work hard should create progress. Having a system of evaluation and a routine to do it will help.

3. Prioritize Your Calendar

If you were to show me your calendar, I could show you why you are not further along. When you lack the routine of placing things on your calendar, two things happen.

First, what does not make it on your calendar does not get done.

Advertising

It is a simple truth that is often overlooked. Your calendar contains the power to change your life. Yet, we don’t use our calendars to their fullest potential.

“You will never change your life until you change something you do daily. The secret of your success is found in your daily routine.” -John C. Maxwell

Also, if you don’t mark you activities on your calendar, you are leaving it open to other’s priorities.

“The key is not to prioritize what’s on your schedule, but to schedule your priorities.” -Stephen Covey

Having a routine in your life where you place things on your calendar is pivotal to your success. This is not a routine one should overlook.

It’s time to take your leadership and business to the next level. It’s time to start putting your daily routines on your calendar, along with your priorities.

4. Reflect on Your Day and Plan the Next

We are all about the morning routine. Whatever that looks like for you, there should be a routine in the morning that sets you up for success.

Hard work starts when your feet hit the ground in the morning. Creating the habit of winning starts with the first thing you accomplish that morning. If you win your morning, you will win your day.

Advertising

Best Morning Routine to Prepare to Work Hard

    But how often have you heard people talk about an evening routine? Tomorrow is won the day before it happens. When you fail to plan your day, you may put your effort toward in the wrong things. Route replaces routine. Indecision replaces decisiveness. Losses replace wins. The discouragement will deflate your momentum and increases the chances of procrastination. That is why we set our schedule the night before.

    “Every battle is won or lost before it is ever fought.” -Sun Tzu

    Working hard doesn’t have to be hard work. It shouldn’t take much out of you learn how to work hard as long as you work smart. Having a time where you reflect on the day and set your priorities is the difference-maker.

    Use these questions to reflect on your day:

    • What went well?
    • What didn’t go well?
    • What can I change?
    • What do I need to start doing?
    • What do I need to stop doing?

    The Bottom Line

    Navigating through life is hard work. Yet, the work doesn’t have to be hard when you work smarter. When you create routines that support your mission, you create wins. Working hard, the smart way will tip the balance in our favor.

    Boxing legend Joe Frazier said:

    “Champions aren’t made in the ring; they are merely recognized there.”

    Champions put in the hard work behind the scenes. The world recognized them as a champion when they saw the results of the hard work. Right now, you are doing the work of creating a champion in yourself.

    That work is setting your routines in order because you now know that success flows from your daily routines. If you are not experiencing the success you desire, then it is time to change things up.

    More on Creating Healthy Routines

    Featured photo credit: Zan via unsplash.com

    Reference

    [1] The Balance Careers: Interview Question: “How Do You Define Success?”

    Read Next