Advertising
Advertising

Enhance Productivity and Stop Over-Thinking: 3 Quick Ways to Get out of Your Own Way

Enhance Productivity and Stop Over-Thinking: 3 Quick Ways to Get out of Your Own Way

Concerned about your productivity? If your to-do list stresses you, consider that you might be more productive if you don’t get in your own way. Worrying and over-thinking your task list decreases your effectiveness and wastes time.

Eliminating over-thinking begins with careful planning. Commit to spending ten minutes a day planning your daily tasks, either the evening before, or first thing in the morning.

During your planning session, prioritize your tasks for the day into three groups: Must Do Today, Do If I Have Time, and Do Later.

Aim for just three to six tasks you MUST do today.

Next, experiment with the following processes.

Advertising

1. Describe the project, then chunk your tasks down.

Stress and over-thinking develop if you’re not clear on what a project or task entails. When you’re given a new assignment or project brief, describe it in your own words and write down your description.

Then contact the person who assigned the task, and ask them whether you’ve covered everything: “Just to be clear, I need to_____ (describe the project in your own words.)”

Although this tactic is simple, it works. When both you and the project assigner know what you’re doing not only will you eliminate procrastination, you’ll zoom through tasks faster.

Is it a project, or a task? Chunk it down.

If you’ve been procrastinating on a project, think about your reasons.

Do you have all the information you need?

Advertising

Have you chunked the project down into tasks, and those tasks into sub-tasks? “Writing a book” for example is a huge project. Chunk down once, and then again, and again.

I like to chunk projects down so that no task takes longer than 20 minutes to half an hour. It’s hugely satisfying to tick off tasks in a big project because you’re assured that you’re making progress. You’re confident, so you’re eager to get to the next task, and the next one after that.

When you get stuck on a project or task, allow your subconscious mind to help.

Albert Einstein said that: “no problem can be solved from the same level of consciousness that created it.”

Let your subconscious mind do the work if you’re stuck. A flash of insight for a solution which allows you to move forward will dawn on you. I get my best inspirations when I’m walking my dog; some people get them in the bath or shower.

2. Give yourself half the time you think you’ll need for a project.

Although this tactic sounds weird, it works. It stops you over-thinking, and getting in your own way.

Advertising

When you’re assigned a project, estimate the time you’ll need. Then cut the time in half.

For example, let’s say that you’re asked to create a presentation which you’ll deliver at an upcoming meeting. You need time to research, create the presentation, and rehearse it.

You estimate the project will take you six hours. Give yourself three hours.

Although this is a fake deadline, you’ll be amazed at the results. Clever time-saving ideas will come to you, and you may find that you deliver better results when you work faster.

3. Time everything: time really is money.

Get a timer, and use it. I use Repeat Timer Pro on my iPhone and iPad.

Advertising

Repeat Timer Pro

    Use your timer for everything. If you’re dealing with email, and you estimate you’ll need 90 minutes to clear your Inbox for example, give yourself 45 minutes, and set your timer. You’ll hesitate less. You’ll delete with abandon.

    Tip: create boilerplate text for email, and then use a text-expanding app, so you can type an abbreviation which expands into a complete message. I use TextExpander on my Mac. If you’re on Windows, I’ve heard good things about Breevy.

    Try the three tactics: describe your projects and chunk them down. Then give yourself a fake deadline–see if you can get it done in half the time. And finally, time everything.

    You’ll be more productive, and happier too, when you stop over-thinking.

    More by this author

    I Have 14 Ideas to Make Money on YouTube. Do You Have 3 Minutes? 7 Effective Ways To Make Money With Pinterest PicMonkey image editor The 10 Best Photoshop Alternatives You Need To Know Read This If You Want To Have A Better Yoga Experience Google search 12 Google Search Shortcuts That Make Searching Even More Handy

    Trending in Productivity

    1 4 Effective Ways To Collaborate With Your Team 2 Why Your Habits Hinder You From Reaching Your Goals 3 We Do What We Know Is Bad for Us, Why? 4 13 Bad Habits You Need to Quit Right Away 5 How to Reprogram Your Brain Like a Computer And Hack Your Habits

    Read Next

    Advertising
    Advertising
    Advertising

    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:

    Advertising

    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.

    Advertising

    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.

    Advertising

    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.

      Advertising

      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.

      More Productivity Tips

      Featured photo credit: William Iven via unsplash.com

      Reference

      Read Next