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Get Productive! 15 Ideas that Really Work!

Get Productive! 15 Ideas that Really Work!

Can I tell you a little secret?

Working smart isn’t about doing more in less time. It’s about doing less in more time.

Confused?

Let me explain: Being truly productive — maybe “effective” is a better word — is not about rushing mindlessly through your to do list. It’s about first being prudent with task selection and then doing the tasks that make the biggest difference.

The Most Important Thing

If there’s one thing I’d want you to take away from this post, then it’s this: Use the Eisenhower matrix to identify what tasks are important and what tasks are urgent and then act on them in this order:

  • Quadrant 1 – Urgent and Important tasks – these are critical to your day and must be dealt with immediately. Think dealing with a heart attack or child in hospital.
  • Quadrant 2 – Not Urgent and Important tasks – You want to spend most of your time in this quadrant. Think regular exercise or good parenting. If you exercise regularly you’re less likely to end up with a heart attack.
  • Quadrant 3 – Urgent but not Important tasks – Unfortunately we waste a lot of time in this quadrant. Think ‘urgent’ emails or constantly responding to SMS messages. These appear urgent but are just interruptions and hijack your day.
  • Quadrant 4 – Not Urgent and Not Important – These are downtime and recreational activities. You need to decompress but try and schedule these towards the end of the day.

Once you’ve decided on which tasks fall into which quadrant you can use one of the productivity tricks below to work through your targeted to do list.

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1. The Pomodoro technique.

Essentially this is breaking your tasks down into 25 minute increments and attacking your work with intense focus for those time slices. After each 25 minute slice you take a 3-5 minute break. And every four pomodoro’s you take a 15-3- minute break. That’s it. The idea here is that frequent breaks can improve mental agility.

2. The Getting Things Done (GTD) approach.

This approach categorises tasks in two ways. By projects (which we’re all familiar with) and by contexts which is a set of conditions necessary to execute on the tasks. Imagine this: You need to make an appointment to see the doctor, call the plumber to fix the bathroom and call back your accountant. These tasks would probably fall into the health, home maintenance and finance projects respectively. But they would all be executed from one context – your phone. One of the benefits of the GTD method is that it allows you to club tasks by context and keep several projects moving forward using the ‘context handle’.

3. Process your email in batches.

Email is one of those quadrant 4 tasks that can really hijack your day. Don’t check your email too often. That’s a recipe for disaster when it comes to productivity. Train your stakeholders to expect replies from you at 10am, 12pm and 3pm (using an out off office message and/or a message in your email signature) and then stick to these times. You’ll be amazed at how many ‘urgent’ tasks ‘resolve themselves’!

4. Reserve your creative work for the morning.

If your day involves work that’s creative or requires critical thinking, schedule this for your mornings. For most people mornings are their ‘prime time’. This is when you’re likely to get the best breakthroughs and maximum output on creative pursuits. Save the admin tasks for later in the day.

5. Plan your day the night before using time boxing.

Planning your tasks the night before gives you emotional distance from the overwhelm that inevitably creeps into your busy work day. Plan your tasks on your calendar using time boxing and stick to the plan. Only make exceptions for emergencies!

6. Learn the art of saying “no”.

Know what makes Apple so successful? They know how to say ‘no’. They say no to hundreds of possible design features that they could cram into their devices and distill it down to the bare essentials. They are masters of elimination. The end result? Simplicity in form and functionality. This is the approach you need to take to your to do list. Distill it down to the bare essentials and then go to town on those tasks first.

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7. Use a timer (I like Vitamin R for the Mac).

Here’s another very powerful secret. Time yourself while you’re working. Set yourself aggressive time lines too. Think it’ll take you an hour to write that article. Try and do it in 45 mins. You’ll find that it’ll sharpen your focus if nothing else.

8. Consume audio content while running or exercising.

Use audiobooks whenever possible. Check out the Amazon matchmaker offering which allows you to swap between reading the ebook and and listening to audiobook version while still keeping your bookmarks intact. It’s an awesome product and often offers the complimentary audiobooks to go with your existing ebook at prices as low as $1.99.

9. Develop rhythms of focus and rest.

In keeping with the Pomodoro technique make sure you figure out a rhythm of focus and rest. I tend to keep the longer work sessions and shorter rest sessions towards the beginning of the day. As the day wears on I tend to shorten the work sessions and take longer breaks. Work out the rhythm that’s right for you and then go for it.

10. Do a productivity audit on yourself.

Having experimented with excel, handwritten notes, and a few other methodologies, I’ve found the best way to track your time is to get rescuetime.com setup on your computer. It automatically tracks your activities while you’re online. And if you decide to upgrade to the professional version (currently around $10 a month) you can even track your activities offline.

You only need to track your activities for a month to do a productivity audit on yourself. That’s enough to get an understanding of how you’re spending your time and compare it to how you think you’re spending your time.

Trust me you’ll be surprised.

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11. Don’t multitask, Uni task.

Let’s bust one of the biggest prevailing myths around productivity. Multitasking does not work. Several studies have demonstrated the myth of multitasking.

Mult-tasking causes more distractions, dulls your focus and increases stress levels. Its costs far outweigh its benefits.

12. Use your mornings as a springboard for success.

Know the secret of the highest achievers? They use their mornings to get a jump on their day. By the time they’ve reached their afternoon they’ve completed their most important tasks. They even get a workout done, read or listen to inspiring material (often while working out) before they start their day. This increases their energy levels and sets them up for success.

The first few hours of the day sets the tone. What do you do to get yourself into gear when you wake up?

13. Identify your prime time and eliminate distractions during those hours.

Get very clear over all the times when you’re most productive. Most people hit their stride at about 10 am. When’s your prime time?

Also, eliminate distractions to take full advantage of your prime-time hours. For example, if you find that your prime time is at 10 am then make sure you don’t change your email and avoid meetings around that time.

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Block out that time in your calendar and use it to become laser focused.

14. Develop rituals that you associate with high performance.

Have you seen Rafael Nadal arrange his drink bottles obsessively in between sets at wimbledon? That’s an example of a high performance ritual.

Rituals are great because that don’t involve a lot of thinking, and automatically get you into the design for high-performance work. I find this is one of the best ways to achieve ‘flow’.

15. Stop procrastination dead in its tracks once and for all!

One of the biggest drains on your productivity is procrastination. Procrastination affects your productivity in two ways. Firstly, you lose time when you are procrastinating. Secondly, and more importantly, delaying tasks often comes with a cost. For example, if you don’t exercise regularly you’re more likely to end up with a heart disease or stroke. Or if you let important tasks  build up you’re going to spend a lot more time putting out fires that you would never have had in the first place if you had completed the tasks ahead of time.

Want to overcome procrastination? Use this mindfulness approach to become aware of your patterns around procrastination so you can overcome them.

What You Achieve is More Important that How Much You Achieve

At the end of the day it’s not how many tasks you get through but how many strategically important moves you’ve made in your day. It’s about identifying the most important items on your to do list and then applying these tools to get them done first. Applying excellent productivity tools blindly to your to do list is like using a blunt instrument to cut through steel. You’re wasting your time.

How do you prioritise your tasks and what’s your favorite productivity hack?

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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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