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Fight Bad Cellphone Habits For Better Time Management

Fight Bad Cellphone Habits For Better Time Management

    In my recent NewHabits-NewGoals time management programs I have noticed a disturbing trend: now, there is always at least 10% of the class that is unable to comply with my request to turn off their Blackberrys or iPhones for the duration of the class.

    This needs to be put in context, however.

    None of the people sitting in my classes are emergency room surgeons, firemen or policemen. I am not delivering these programs in a war zone, during a hurricane or in the middle of a tornado.

    Yet, they find it absolutely essential to be checking their email every few minutes.

    When I ask the obvious question: “Why?” the response has always been a modified version of the following explanation given to me by a banker with a company headquartered overseas, in Canada. She once failed to respond to an email from Canada within an hour or two. She then received a call from her boss telling her that her lack of responsiveness had been noticed, and that he had been asked by someone in headquarters to intervene, and do something about the “problem.”

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    That this banker was an executive seemed not to matter. She was expected to constantly monitor her email at all times. Period. After all, hadn’t she been given a Blackberry?

    Welcome to the latest technique in micromanagement.

    For aspiring micro-managers, it’s easy: simply give the employee the gift of a Blackberry. Then, send them “important” emails at odd hours (5pm is a good choice.) When you don’t get a response within minutes, make a critical comment, and mention their need to improve their time management skills. Praise them for their responsiveness as they inevitably knuckle under in time, and thank them for becoming a good “team player.”

    For the manager, it’s a case of “mission accomplished.” The employee now understands how important it is to respond to email quickly. The desired behaviour has been put in place.

    We can thank the Blackberry for taking away the last excuse that employees had for not doing exactly what their bosses want them to do, immediately.

    However, what effect does this have on overall corporate productivity?

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    I remember a company I did business with that had a policy of not installing voicemail on their employee’s phones. (This was in the days before cell phones.) In their commitment to serve their internal and external customers, they insisted that whenever the phone rang, even for executives, that it had to be answered.

    This well-intentioned policy had the unintended consequence of pressuring employees to develop the bad habit of dropping whatever they were doing to answer the phone. Back then, they had no idea who the caller was as there was no caller-id provided. A call to a wrong number took precedence over whatever the employee was doing at the moment.

    While that ancient practice would make us smile and shake our heads, the new habit of checking and re-checking email over and over is even more destructive.

    While your phone might not ring every day, the same isn’t true for email — the norm is to receive not just one but several messages per day. An employee that must respond to email quickly must therefore check their email many, many times per day, just to make sure that something more important or more urgent hasn’t just been sent.

    To get at that item, they must read virtually all their email, just in case one of them is critical.

    The manager might think they are getting a responsive employee by giving them a Blackberry, and following the steps I described above.

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    In fact, they are turning their professional into a drone who is incapable of planning their day, and isn’t trusted to decide what to work on from one moment to the next.

    If the author of “Flow” – Mihaly Csikszentmihaly – is to believed, it takes an employee 20 minutes to get back to their most productive state after they interrupt themselves for any reason, including email.

    The professional becomes an unproductive drone.

    What drives this crazy state of affairs is a fear on the part of employees, who knuckle under a regime that they freely acknowledge is destructive because they are afraid of negative repercussions. Better for them to do the stupid thing they despise over and over again, than to be the odd one out who gets called up by their manager for having poor skills.

    Many companies who adapted electronic email devices have seen productivity drop and fear rise, as these bad habits become ubiquitous. They are beginning to ask themselves — how did we get to this place?

    A few are reversing it.

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    They are putting in place smartphone policies that limit their use to certain hours, and banning their use on vacations and public holidays. They are actually training their employees how to manage themselves in a way that expands the amount of “quality time” they spend at their desk each day, by teaching them how to get into and sustain the flow state. They are actively removing the requirement to respond to email by a given time, and are using the phone as a way to communicate emergencies, which is improving the quality of delegation, requesting and promising.

    In other words, they are actively turning the tables on bad habits that have sprung up around the latest technology, and taking charge of the fear-driven culture change that has become the norm in too many companies.

    Image: Cheo70

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    Francis Wade

    Author, Management Consultant

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    Last Updated on May 24, 2019

    How to Be Productive at Home and Make Every Day a Productive Day

    How to Be Productive at Home and Make Every Day a Productive Day

    If you’ve ever wondered how to be productive at home or how you could possibly have a more productive day, look no further.

    Below you’ll find six easy tips that will help you make the most out of your time:

    1. Create a Good Morning Routine

    One of the best ways to start your day is to get up early and eat a healthy breakfast.

    CEOs and other successful people have similar morning routines, which include exercising and quickly scanning their inboxes to find the most urgent tasks.[1]

    You can also try writing first thing in the morning to warm up your brain[2] (750 words will help with that). But no matter what you choose to do, remember to create good morning habits so that you can have a more productive day.

    If you aren’t sure how to make morning routine work for you, this guide will help you:

    The Ultimate Morning Routine to Make You Happy And Productive All Day

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    2. Prioritize

    Sometimes we can’t have a productive day because we just don’t know where to start. When that’s the case, the most simple solution is to list everything you need to get accomplished, then prioritize these tasks based on importance and urgency.

    Week Plan is a simple web app that will help you prioritize your week using the Covey time management grid. Here’s an example of it:[3]

      If you get the most pressing and important items done first, you will be able to be more productive while keeping stress levels down.

      Lifehack’s CEO, Leon, also has great advice on how to prioritize. Take a look at this article to learn more about it:

      How to Prioritize Right in 10 Minutes and Work 10X Faster

      3. Focus on One Thing at a Time

      One of the biggest killers of productivity is distractions. Whether it be noise or thoughts or games, distractions are a barrier to any productive day. That’s why it’s important to know where and when you work best.

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      Need a little background noise to keep you on track? Try working in a coffee shop.

      Can’t stand to hear even the ticking of a clock while writing? Go to a library and put in your headphones.

      Don’t be afraid to utilize technology to make the best of your time. Sites like [email protected] and Simply Noise can help keep you focused and productive all day long.

      And here’s some great apps to help you focus: 10 Online Apps for Better Focus

      4. Take Breaks

      Focusing, however, can drain a lot of energy and too much of it at once can quickly turn your productive day unproductive.

      To reduce mental fatigue while staying on task, try using the Pomodoro Technique. It requires working on a task for 25 minutes, then taking a short break before another 25 minute session.

      After four “pomodoro sessions,” be sure to take a longer break to rest and reflect.

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      I like to work in 25 and 5 minute increments, but you should find out what works best for you.

      5. Manage Your Time Effectively

      A learning strategies consultant once told me that there is no such thing as free time, only unstructured time.

      How do you know when exactly you have free time?

      By using the RescueTime app, you can see when you have free time, when you are productive, and when you actually waste time.

      With this data, you can better plan out your day and keep yourself on track.

      Moreover, you can increase the quality of low-intensity time. For example, reading the news while exercising or listening to meeting notes while cooking. Many of the mundane tasks we routinely accomplish can be paired with other tasks that lead to an overall more productive day.

      A bonus tip, even your real free time can be used productively, find out how:

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      20 Productive Ways to Use Your Free Time

      6. Celebrate and Reflect

      No matter how you execute a productive day, make sure to take time and celebrate what you’ve accomplished. It’s important to reward yourself so that you can continue doing great work. Plus, a reward system is an incredible motivator.

      Additionally, you should reflect on your day in order to find out what worked and what didn’t. Reflection not only increases future productivity, but also gives your brain time to decompress and de-stress.

      Try these 10 questions for daily self reflection.

      More Articles About Daily Productivity

      Featured photo credit: Unsplash via unsplash.com

      Reference

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