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How Not to Fall Into a Productivity Hole

How Not to Fall Into a Productivity Hole

Ugh … so I’m sitting here again, spending Sunday afternoon trying to sort out my productivity – so I believe – by looking through yet another to-do list, trying to get a grasp on the newest “magic” work management app, and overall wondering why can’t I just get my work done.

For example, it’s hard for me to imagine that a hairdresser goes to work every day wondering how to construct their to-do list in a way that would not make them mad the second they give it a glance. Or a bus driver trying to sort out their routes through a piece of project management software. That just sounds insane.

So why does productivity seem to only be the problem of people whose job is done predominantly on a computer?! I mean, is there something wrong with us? Do we really need five different tools just to handle our to-do lists?

Are we all in a productivity hole of some kind?

We maybe are, unfortunately, but let me tell you exactly what I mean here .

In short, you’re in a productivity hole if you constantly keep spending more and more time on managing your productivity itself and neglecting the things that really need to be done throughout your day – your actual job.

Sounds like you?

Don’t worry though. This is fixable.

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As always, the first step is to understand the problem, take some honest self-reflection time and find out if you’re suffering from it.

Again, the problems usually start once we devote too much of our time to managing our productivity setup (various tools and methods) and because of this we’re procrastinating on the actual work that needs to be done.

Therefore the best starting point is to go through your average day and pay attention to how you’re spending it.

In general, a healthy habit is to start the day off with some form of review – check the tasks you handled the previous day and compile the final list of things you need to do today. But this shouldn’t take you more than 10-15 minutes. After that, you should no longer focus your efforts on micro management and questioning your work.

Let’s emphasize that last part. Questioning our work is a very common problem. Here’s how it plays out. You start the day off by reviewing your plan, picking your tasks and then starting to work. However, after an hour or two you get back to the plan and start questioning whether certain tasks should really be on your list. So you do some tuning up and go back to work. After a couple of hours the story repeats itself.

This is not good. And such a habit really kills your productivity. It’s much more effective to just set the tasks of each day once, and then execute them through the rest of the day, questioning nothing.

Here’s how you can think about this to make it easier. In the morning, you’re the CEO. You make the decisions and plan things out. However, right after that, you go into a worker mode. In that mode, you have no decision making power, you can only handle the work that’s been planned out in the morning.

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Go on, give it a shot, I promise it works like gangbusters.

Simplify your productivity tool usage

We’re often tempted to constantly work on improving our productivity by introducing more and more productivity tools or apps. I mean, there’s something new being released literally every week, and it’s promised to be the magic bullet solution every single time.

So we naturally jump in, begin testing the tool, spend a week playing with it, only to abandon it the next week and start experimenting with something else.

While I am struggling with this just as much as you are, I’m finding that it’s a lot easier to deal with this problem when I remember these wise words:

“Perfect is the enemy of good.” -Voltaire

Here’s how to think about this in relation to what we’re discussing here. If some solution is working just fine for you and it makes you productive, don’t go out of your way to find a replacement.

In my case, for example, using standard paper bills for my to-do lists is king.

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Now, let’s flip this thing on its head and talk about when it is perfectly okay to introduce new solutions…

Don’t do the work you don’t need to be doing

Apart from constantly questioning yourself, going back and forth between working and planning, and experimenting with too many productivity tools, another very popular problem is doing things that you simply don’t need to be doing. Either because they can be skipped altogether or because someone else or something else can handle them much more efficiently than you.

I will give you a couple of examples in just a moment, but what’s important here is not necessarily the specific examples, but the main idea overall – the idea to search for tools and solutions that can make previously time-consuming tasks less time consuming.

So the first example is pitching clients and sending proposals to them. If you’re self-employed or work in a department of your firm that involves client outreach, you will be spending a lot of time micro managing things, going through emails, double checking if you’ve perhaps missed something, and so on.

This is not productive. What you should do instead is focus on the core of the task – the stuff that’s really important. When we’re talking pitching clients, what’s important is finding the right prospective client and offering them something that is likely to help them. Managing the pitch itself is not something that should be on your plate if you want to be productive.

A tool like Bidsketch can help you with this sort of thing and handle the management part completely. It will send your proposal out, track it, and even let you know if the client viewed it. As a result, you will be able to just focus on doing the core of your work.

Moving on to the next example – selling products or services online. Normally, doing this requires a lot of work to handle the tech stuff. If you have a custom online store built, which is how many small companies work, you have to constantly manage it and make sure that every technical detail is working correctly.

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But this is a waste of your valuable time. With a tool like Shopify, you can build a custom store in minutes and then let Shopify handle the heavy lifting, so you can focus on actually selling, rather than on managing sales.

Finally, the last example I have for you is managing your data – the files on your laptop, your desktop, or your mobile, and making sure that everything is safe and backed up. Years ago, this was done through USB pen-drives, but these days we have Dropbox, Box, SugarSync, and many more. All these tools have been built to make sure that your files are secure so you don’t need to actively back them up.

The examples are plenty, so what I want you to take out of this is the following process. It is meant to identify the productivity holes in your to-do lists and help you fix them:

  1. Look through the tasks that you’re taking care of, and pick the ones that consume the most of your time.
  2. Name the core (most important) activities as part of those tasks. For example, like I said with pitching clients, the core activity is finding the right clients and offering them the right solution.
  3. List all the side activities that are required to handle those tasks (yet are not the core ones). Again, for pitching clients for example, it’s sending the pitches, proposals, tracking responses, and so on.
  4. Try finding a tool that will optimize those non-core activities for you.

I guarantee that if you do this for just the top three of your most time-consuming tasks, you will see huge improvements in your productivity. And if you combine this with the first technique I shared here – being a CEO in the morning and a worker throughout the rest of the day – you will multiply your results for good.

What do you think about this? Are you in a productivity hole right now that you’d prefer getting out of?

More by this author

Karol Krol

Blogger, published author, and founder of a site that's all about delivering online business advice

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Last Updated on November 20, 2020

How to Type Faster: 12 Typing Tips and Techniques

How to Type Faster: 12 Typing Tips and Techniques

Do you know that being able to type faster makes you more productive? In fact, it’ll save you 21 days every year just by typing faster!

Many people look up to master typists and wish that they could handle a keyboard like they do. The truth is that none of them started that way, and they had to learn.

How can you learn how to type faster?

In this article, you’ll learn 12 useful fasting typing tips and techniques.

1. Improve Your Workspace

Many people believe that fast and correct typing will start when you can master the keyboard. However, the truth is that you will need to begin with getting a workspace that is clean, properly ventilated, and comfortable. Also, for optimal typing, you will need to get a table and not work with your laptop or computer on your lap.

If you will be working for an extended period, make sure that you’re comfortable.

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2. Fix Your Posture

If you want to type well, the correct posture will be seated, straight backed, and with your feet planted a little apart, flat on the ground. You wrists should also be positioned in such a way that your fingers can cover the keyboard. Tilt your head a bit as you can look at the screen properly as well.

Adjust your office chair so you’ll be able to easily play with the seat and get a proper posture[1].

Learn how to type faster with correct posture.

    3. Hold Your Posture

    It is also very important that you keep this position as you type. Ensure that your posture is good, and this way, you will be able to avoid getting aches on your wrists. These aches have a way of slowing you down and keeping you out of rhythm.

    Keep your back and shoulders from hunching, and while relaxation should be your key goal as you work on, also be sure to stay upright.

    4. Familiarize Yourself with the Keyboard

    The keyboard is your tool here, so you will need to get to know it. Fortunately for you, most keyboards that you see will make use of the same layout; the QWERTY layout. It is called that because of the letters that make the top left corner. You’ll also find that a lot of keyboards have keys around these main ones that do several things.

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    Here’s a nice video to help you familiarize yourself with the keyboard:

    Work on memorizing the positions of the letter keys, as well as some of the most used punctuation marks. You will need to understand where they are without looking at the keyboard. This is the only way you can learn to type fast.

    5. Close Your Eyes and Say the Keys out Loud as You Press Them

    Another great way to get to know the positions of these letters is to look away from them and directly at the screen. Then, pronounce the keys as you press them and see if you’re correct. This step will go a long way in helping you to memorize the keys, and it can easily help you learn how to type faster.

    6. Start Slowly With Touch-Typing

    Improving your speed as you type is a matter of developing your muscle memory over time. However, the quickest way to master typing will be learning touch typing[2]. If this is your first time with touch typing, then you might spend a lot of time on this step. However, once you can type key combinations without looking at the keyboard layout, your speed will increase.

    7. Don’t Look at Your Hands

    The whole essence of this step is to keep you from looking at your keyboard as you type so that your fingers are made to learn how the keys work.

    Again, you might find that your speed reduces when you begin, but just stick to it. Touch typing will help you to reach higher speeds and master it.

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    8. Practice, Practice, Practice

    Mastering the touch typing technique will prove to be a bit finicky, but once your posture is up and you get your fingers where they should be, you can only improve by practicing.

    Spare some time on a daily basis to practice and master both accuracy and speed. With continuous practice, you will also notice that you make fewer errors with time.

    9. Check out Some Online Typing Games

    There are also some websites that can help you with your practicing. They score you and record your words per minute, so you can try improving your record and competing with others as well. Here are some of the best sites:

    10. Dictation Practice

    If you don’t know what you can write, another alternative to getting good practice is to listen to something and try to type as you hear the words. There is no limit to the kind of things you can write, and you can even make the practice process more fun.

    Get an e-book, an online lecture, or listen to a TV show or talk show.

    11. Monitor Your Progress

    Ensure that you keep track of the progress you make as you go on. However, it is important that you don’t get obsessed with how many words you are able to type in a minute. Rather, ensure that you stay comfortable while you’re practicing. With time, your words per minute will increase, and you’ll be able to clock up some high numbers.

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    12. Get Some Formal Training

    There are many specially designed courses and typing lessons that will boost your abilities. If you’re willing to improve your skill, get any of these and see how well they work for you:

    The Bottom Line

    Typing is a skill that takes time to develop, but with practice and dedication, you can learn how to get faster at typing and improve your productivity on a day-to-day basis.

    One day, you may even improve your typing so much that you reach 40 wpm!

    More Tips on How to Type Faster

    Featured photo credit: Cytonn Photography via unsplash.com

    Reference

    [1] Well: Working WELL anywhere
    [2] Techopedia: Touch Typing

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