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A Success Story: Failed Experiments with Productivity

A Success Story: Failed Experiments with Productivity
    In order to succeed, you've got to fail along the way.

    As someone who has spent a lot of time tinkering with productivity – with both the various systems and tools that are available – I’ve come across a lot of successful ones. But I’ve come across a lot of things that just didn’t work, either. I found that these failures seemed to be more plentiful in my early days of studying the art of being productive, and as time progressed my chances of success did as well. It wasn’t often about the system or tool either.

    It was all me.

    When you’re trying to figure out what will work best in boosting your productivity, you rarely know what will work for you at first. You may be a paper person, but using it just isn’t practical to track all you’ve got going. Even a paper prophet like Patrick Rhone (of Minimal Mac fame) spends time in the digital world in order to keep on track. And while you may be excited about what your devices can do to make you a more productive person, there’s a chance that when it comes to actually being productive that a pen and paper are best suited for you. That’s why it’s so difficult to teach someone how to be more productive; there’s more to it than the old “Just Do It” assertion. A number of factors have to be weighed, making it a very subjective thing.

    So if you’ve tried to become more productive through trial and error, you’re not alone. You’re more than not alone. Here are 3 of my own failed experiments with productivity. You may relate to some because you’ve given them a go or you may be inspired to try one of them because maybe your mind can wrap your head around it better than mine could. This isn’t an intervention or a warning; it’s an admission that even those who have lived in the world of productivity have fallen down. The trick is to keep looking for something until you’ve found something that allows you to get back up a whole lot faster and easier.

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    1. Two Systems: Personal and Professional

    Since I didn’t want to bring my work home with me back when I had a 9 to 5 job, I kept a planner at work for work stuff and had a planner that went with me everywhere for personal stuff. Anything that was work-related never went in my personal planner and vice versa. Turns out there would be problems with this strategy.

    By keeping two planners I was unable to be very nimble. I actually handcuffed my productivity rather than let it flourish. Instead of having one place to put stuff, I had two. And I had to decide on them with every action that came my way. I was working smarter…and harder.

    In addition, I had essentially created a separation that really wasn’t there. There was no fluidity between work and personal stuff, and there needs to be. Work is part of life. So are personal matters that need attending. These feed off each other as well – maybe not in a technical sense, but certainly in an emotional one.

    Time spent on this failed experiment: 4 months

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    2. Colour-Coded Paper Planner

    This seemed like a good idea at the time. I used to use coloured pens and highlighters that were associated with a legend so I could tell what each task was associated with and how far along they were to completion. Different coloured pens were used for the “context” of the tasks (keeping in mind I had no knowledge of how contexts are defined in most productivity systems at the time) and the different coloured highlighters were used to signify the progress of the tasks.

    One of the biggest problems with this experiment was that I was carrying around a pencil case for the first time since school. I also wound up using one of those multi-coloured pens that you had to flick to change colours. Not exactly the most pleasant writing tool.

    Furthermore, I had to keep tabs on what each aspect of the colour-coding represented. I was either pulling out the legend regularly to make sure I knew what was going on with certain tasks or I inadvertantly would use a wrong colour and throw everything out of whack. Well, at least it felt like everything was out of whack. What it really was: not the best solution for my personal productivity.

    Time spent on this failed experiment: 1 year (yes…1 whole year!)

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    3. Things

    When I first dove into using apps for productivity purposes, Things won out over OmniFocus. The price was cheaper and it seemed to have everything I needed. The user interface was simple and elegant, the developers had built a complementary iPhone app and I was able to use it with relative ease and get a whole lot done.

    Until I was away from my Mac for too long with my iPhone. Then “Things” wasnt working out so well. It had no over-the-air sync at the time. That was a problem for me. Others felt the same way.

    So I ditched Things for OmniFocus. Moving stuff over took time, but not nearly as long as reconciling Things between two devices would’ve taken me over the long haul.

    Time spent on this failed experiment: 6 months

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    Fail FTW

    As I was writing this there were several other failed experiments with productivity that came to mind. I’ve made note of them (in the trusted system I use today, which is a combination of different tools I use) and may revisit them in the future so I can share them with you. There’s a lot of material to work with.

    As for what I’m using now…well, that’s another post as well. But I can tell you that through these failed experiments I’ve been able to concoct my own winning productivity formula. It’s been the failures that have led me to my successes, which – when you put them into perspective – could indicate that perhaps they really weren’t failures after all.

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    Mike Vardy

    A productivity specialist who shows you how to define your day, funnel your focus, and make every moment matter.

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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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