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8 Reasons You are Not as Productive as You Can Be (and How to Fix Them)

8 Reasons You are Not as Productive as You Can Be (and How to Fix Them)

Do you sometimes spend hours on end at your work desk, but can’t seem to get much done? Do you wish to be more productive for your time?

If so, I can relate. As someone passionate about personal growth and achieving maximum results, I’m constantly finding ways to get more done for my time. I’m also passionate about helping others — including you — to get their best results in life. In the past five years, I’ve worked with hundreds of individuals to achieve their highest success, and transformed them from procrastinating to self-motivated A-students, and from jaded, burnt out individuals to self-initiated and super productive people.

While some may think that productivity is just a matter of working hard and having discipline, I’ve found that this isn’t necessarily the case. Rather, there are key habits that differentiate super productive people from less productive people, and not practising these habits naturally leads to a dip in your productivity — no matter who you are. If you’re having difficulty getting things done, one (or more) of these factors likely apply:

1. You have not set any goals

In my latest book with Lifehack, 10 Rules of Super Productive People (purchase it now at the Lifehack Book Store with the coupon READNOW for a limited-time discount!), I share the 10 underlying tenets of productivity that differentiate super productive and unproductive people. The first rule relates to the oldest and most important rule of personal development — goal setting. Specifically, setting the right goals.

The problem with most is that they either (a) don’t set goals or (b) set the wrong goals (see next section on “right” goals). Without goals, they have no personal vision of what they want their life to be. While this may sound like a nice, unstressful life, but the truth is that it creates a “floater” syndrome — where they spend every day “floating” from one thing to the next, being subject to others’ whims and demands, and basically having no higher purpose to work towards. Days and weeks go by without anything getting done, and before they know it, they are already in their 40s, 50s, or 60s and wondering where half of their life has gone to.

How to fix this:

  • Set goals, especially for the most important areas of your life: usually career, relationships, finance, health, and personal growth. Where do you see yourself in these areas in the next one, three, and five years?
  • Write these goals down, then work towards them. Create your vision board and keep this board in view every day so you are always reminded by your goals.

2. You don’t have the right goals

Setting goals isn’t enough — you have to set the RIGHT goals. Set the wrong goals, and you set ourselves on the path of failure!

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What defines “right goals” though? In Super Productive People, I share the four criteria of great goals: (1) inspiring, (2) huge, like BHAG-huge (i.e. big, hairy, and audacious), (3) specific, and (4) time-bound. Goals that match these criteria tend to have the greatest success, all things held constant.

Unfortunately, many of us get the “wrong” goals — goals that either don’t inspire us, are too small, too vague, or don’t have a deadline. Since our goals directly impact our actions which impact our results, setting the wrong goals result in us having little to no results, hence creating a deadlock situation for ourselves.

How to fix this:

  1. Ensure that you only set goals that you want for YOURSELF, as opposed to goals that others want. Never live your life for anyone but yourself.
  2. Go for huge, not small, goals. “Increase my clientele by 200% and be the market leader,” not “Get one or two more clients so that I can have enough to make ends meet.
  3. Be as specific as possible. “Earn $10,000 a month by December 2014,” not “Increase my income.”
  4. Set a deadline for each goal, which brings us to the next point…

3. You don’t have a deadline

In Rule #2 of Super Productive People, I talk about the importance of setting deadlines, specifically timelines. If you’re familiar with personal productivity advice, then you must have heard of Parkinson’s Law — the adage that “work expands so as to fill the time available for its completion.” What this means is that contrary to common belief that the time taken for a task is dependent on the task difficulty and/or our efficiency/effectiveness, the law suggests that the lead driver is actually… the time we allocate for it!

This means that if you set a deadline of four hours for a task that really needs two hours, you will inevitably take four hours for the task. If you set a deadline of one week for a task that really needs two days, you will take one whole week for the task. And… if you don’t set any deadline at all, the task can virtually take forever to complete. Meaning, it will never get completed.

How to fix this: Set deadlines for your tasks and goals. In particular, set a timeline, which is a detailed breakdown of the steps and milestones to accomplish your goals. (I share step-by-step how-tos to create your road map for your goals, including practical examples and watchouts, in Super Productive People.)

4. You are trying to do everything

Ever heard of this saying, that “Less is More?” Well, here’s another one: “Trying to do everything will lead to the accomplishment of nothing.” Our society today focuses much on doing more and getting more done. And while I totally agree with the importance of doing more and achieving more, trying to do everything can cause a lack of focus, not to mention overwhelm and stress. In fact, in my five years of coaching, this is one of the most common problems among my clients — and we’re talking about highly talented individuals who have accomplished much under their names!

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How to fix this: Stop trying to do everything. Rather, focus on the most important things and doing them well. What are the 20% high-impact tasks on your list, and how can you get working on them? For the less important things, either dump them, batch them (to be done in one shot), or delegate them. This leads us to the next point…

5. You are trying to do everything yourself

I notice this problem among many perfectionists, myself included: we insist on doing everything ourselves. Why? Because we refuse to let go. We feel that when we let go, we will lose control, people may mess things up, everything will become a disaster, and we will have to clean up the “mess” later on.

I understand, because I’m like that sometimes. I used to be much more “possessive” over my work too, opting to do everything myself so that I could make everything the way I wanted. However, I’ve learned that no man is an island. Think about it: no matter how productive you are, you can never accomplish the same amount of work that 10 times or 100 times the people (who are equally competent as you) can accomplish in the same amount of time. Many hands make light work, and two minds are better than one (most of the time).

How to fix this: Let go of the need to do everything yourself. Delegate tasks to your team members, employees, and/or vendors. Hiccups may happen, but it’s about coaching them to get things right. (More on delegation in Rule #9 of Super Productive People.)

6. You don’t have a conducive work environment

Assess your current work environment. On a scale of 1 to 10 with 10 being the best possible environment for work, how would you rate it? Would you give it a 1 to 3 (bad)? 3 to 5 (average)? 6 to 8 (okay)? Or 9 to 10 (very good)?

Most of us are working in a “3 to 5”, average environment. From disorganized workspaces, to bad table heights leading to noisy traffic (especially for those of us working from home), to people chatting, to boring work stations, we are constantly combating our environment just to get things done. This is bad, because rather than pouring our energy into our work and converting it to constructive output, our energy is drained away by our surroundings.

How to fix this: In Rule #4 of Super Productive People, I introduce the concept of a flow environment — a term I coined to refer to “an environment that gives you the maximum working experience and lets you get into the flow easily.” You know you are in your flow environment when you can slip into work mode easily and you feel energized all the time! Find your flow environment (or create it if you have to) and watch your productivity soar!

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7. You think that work can only be done when you have full-hour blocks to yourself

Think that a five or ten minute break can’t make any difference to your never-ending list of to-dos? Well, think again. Known as time pockets, these little time windows in between activities can make a huge difference when effectively utilized.

Case in point: When I was in university, I was the Dean’s Lister for every academic semester, eventually graduating as the top Marketing student in Business Administration. This was despite juggling core-curricular activities, giving people private tuition, and running my graphic design business. How did this happen?

Well, it was thanks to my use of time pockets. Because I was so busy and I didn’t like to study when I was at home (for those of you students, you’re not alone!), I would hunt for time pockets between classes, during classes, and after school to work. Rather than slack, chit-chat with classmates, or fall asleep during these pockets, I would work on my upcoming assignments or revise my notes, so that I would have more time for other activities later on.

As a result, I never had to spend extra time outside of school to study, and I only needed to revise for exams a few days before the papers (sometimes even the night before)!

How to fix this: Seize your time pockets, even if they are just five minutes long. Don’t underestimate the difference one small pocket can make in your life. You’ll be surprised at how practicing this one habit can change things around.

8. You are neglecting other areas of your life

Perhaps the biggest misconception about productivity is that you need to put aside the non-work areas — e.g., family, social, romance and health — to get ahead in work. “I’ll get to these later,” is what most of us say.

This isn’t true though. Work doesn’t make up your entire life, and work can’t fill the gaps that only non-work areas can. While neglecting the other life areas (be it social, romance, family, health, or personal well-being) may give you an edge in your work productivity initially, this is temporary — such a setup cannot last over time. It’ll only create a backlash eventually as you become “starved” in your other life areas and become unmotivated to even work at all. Some people call this “burn out,” others call this a “slump.”

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How to fix this: Identify the areas of your life that you are neglecting. Then, act on them, while keeping your work priorities in check. Productivity comes from the holistic management of your life; a happy individual/parent/spouse/child will naturally be inspired and energized to work hard and deliver the best in his/her work.

Get 10% Off: 10 Rules of Super Productive People

If you find yourself nodding to the ideas in this post, you’ll love 10 Rules of Super Productive People. Chocked full of practical tips and advice, this book is about the 10 critical principles of productivity that I have identified from my years of coaching others and myself to achieve peak results in less time. From practical how-tos, to concrete tips, to real-life examples, this book will help YOU to achieve your maximum productivity.

For a limited time from now to August 4, 2014, the book is available for purchase at a special 10% off discount. Simply key in the coupon READNOW at checkout to enjoy this discount. Hurry, as the offer will expire soon!

Feel free to ask me any questions be it in the comments section, my Facebook, or Twitter — I’ll be happy to address them!

Featured photo credit: anieto2k via flickr.com

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Celestine Chua

Life Coach, Blogger

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Last Updated on September 20, 2018

8 Ways to Train Your Brain to Learn Faster and Remember More

8 Ways to Train Your Brain to Learn Faster and Remember More

You go to the gym to train your muscles. You run outside or go for hikes to train your endurance. Or, maybe you do neither of those, but still wish you exercised more.

Well, here is how to train one of the most important parts of your body: your brain.

When you train your brain, you will:

  • Avoid embarrassing situations. You remember his face, but what was his name?
  • Be a faster learner in all sorts of different skills. No problem for you to pick up a new language or new management skill.
  • Avoid diseases that hit as you get older. Alzheimer’s will not be affecting you.

So how to train your brain and improve your cognitive skills?

1. Work your memory

Twyla Tharp, a NYC-based renowned choreographer has come up with the following memory workout:

When she watches one of her performances, she tries to remember the first twelve to fourteen corrections she wants to discuss with her cast without writing them down.

If you think this is anything less than a feat, then think again. In her book The Creative Habit she says that most people cannot remember more than three.

The practice of both remembering events or things and then discussing them with others has actually been supported by brain fitness studies.

Memory activities that engage all levels of brain operation—receiving, remembering and thinking—help to improve the function of the brain.

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Now, you may not have dancers to correct, but you may be required to give feedback on a presentation, or your friends may ask you what interesting things you saw at the museum. These are great opportunities to practically train your brain by flexing your memory muscles.

What is the simplest way to help yourself remember what you see? Repetition.

For example, say you just met someone new:

“Hi, my name is George”

Don’t just respond with, “Nice to meet you”. Instead, say, “Nice to meet you George.”

Got it? Good.

2. Do something different repeatedly

By actually doing something new over and over again, your brain wires new pathways that help you do this new thing better and faster.

Think back to when you were three years old. You surely were strong enough to hold a knife and a fork just fine. Yet, when you were eating all by yourself, you were creating a mess.

It was not a matter of strength, you see. It was a matter of cultivating more and better neural pathways that would help you eat by yourself just like an adult does.

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And guess what? With enough repetition you made that happen!

But how does this apply to your life right now?

Say you are a procrastinator. The more you don’t procrastinate, the more you teach your brain not to wait for the last minute to make things happen.

Now, you might be thinking “Duh, if only not procrastinating could be that easy!”

Well, it can be. By doing something really small, that you wouldn’t normally do, but is in the direction of getting that task done, you will start creating those new precious neural pathways.

So if you have been postponing organizing your desk, just take one paper and put in its right place. Or, you can go even smaller. Look at one piece of paper and decide where to put it: Trash? Right cabinet? Another room? Give it to someone?

You don’t actually need to clean up that paper; you only need to decide what you need to do with it.

That’s how small you can start. And yet, those neural pathways are still being built. Gradually, you will transform yourself from a procrastinator to an in-the-moment action taker.

3. Learn something new

It might sound obvious, but the more you use your brain, the better its going to perform for you.

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For example, learning a new instrument improves your skill of translating something you see (sheet music) to something you actually do (playing the instrument).

Learning a new language exposes your brain to a different way of thinking, a different way of expressing yourself.

You can even literally take it a step further, and learn how to dance. Studies indicate that learning to dance helps seniors avoid Alzheimer’s. Not bad, huh?

4. Follow a brain training program

The Internet world can help you improve your brain function while lazily sitting on your couch. A clinically proven program like BrainHQ can help you improve your memory, or think faster, by just following their brain training exercises.

5. Work your body

You knew this one was coming didn’t you? Yes indeed, exercise does not just work your body; it also improves the fitness of your brain.

Even briefly exercising for 20 minutes facilitates information processing and memory functions. But it’s not just that–exercise actually helps your brain create those new neural connections faster. You will learn faster, your alertness level will increase, and you get all that by moving your body.

Now, if you are not already a regular exerciser, and already feel guilty that you are not helping your brain by exercising more, try a brain training exercise program like Exercise Bliss.

Remember, just like we discussed in #2, by training your brain to do something new repeatedly, you are actually changing yourself permanently.

6. Spend time with your loved ones

If you want optimal cognitive abilities, then you’ve got to have meaningful relationships in your life.  Talking with others and engaging with your loved ones helps you think more clearly, and it can also lift your mood.

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If you are an extrovert, this holds even more weight for you. At a class at Stanford University, I learned that extroverts actually use talking to other people as a way to understand and process their own thoughts.

I remember that the teacher told us that after a personality test said she was an extrovert, she was surprised. She had always thought of herself as an introvert. But then, she realized how much talking to others helped her frame her own thoughts, so she accepted her new-found status as an extrovert.

7. Avoid crossword puzzles

Many of us, when we think of brain fitness, think of crossword puzzles. And it’s true–crossword puzzles do improve our fluency, yet studies show they are not enough by themselves.

Are they fun? Yes. Do they sharpen your brain? Not really.

Of course, if you are doing this for fun, then by all means go ahead. If you are doing it for brain fitness, then you might want to choose another activity

8. Eat right – and make sure dark chocolate is included

Foods like fish, fruits, and vegetables help your brain perform optimally. Yet, you might not know that dark chocolate gives your brain a good boost as well.

When you eat chocolate, your brain produces dopamine. And dopamine helps you learn faster and remember better. Not to mention, chocolate contains flavonols, antioxidants, which also improve your brain functions.

So next time you have something difficult to do, make sure you grab a bite or two of dark chocolate!

The bottom line

Now that you know how to train your brain, it’s actually time to start doing.

Don’t just consume this content and then go on with your life as if nothing has changed. Put this knowledge into action and become smarter than ever!

Featured photo credit: Unsplash via unsplash.com

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