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How to Manage Common Productivity Traps for Improved Productivity

How to Manage Common Productivity Traps for Improved Productivity

    We continuously push ourselves to get more done and work faster, yet it doesn’t seem to work. What if it’s not that we’re not working fast enough or hard enough, instead it’s just that we fall prey to the numerous productivity traps that eat away at our days.

    The simplest way to improve our productivity is to avoid the most common productivity traps and put better processes into place.

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    Interruptions

    Right at the moment when you get in the zone of some really productive work is when co-workers show up, the phone rings and new message notifications pop up. Your focus is ruined, your mind has to make a mental shift and momentum is gone. Interruptions are difficult to recover from, so the best strategy is to avoid them by effective planning and clear boundaries. Try closing email, silencing your phone, shutting your door and sending a strong message that you’re in “focus mode.”

    Social media

    Social media is a wonderful tool for gathering information, marketing your brand and developing relationships, but any tool that is over-used turns into a time suck. Definitely use social media, it can be valuable, determine its true value relative to other activities you could be doing. Try to limit your Facebook or Twitter time to either one reasonable session or a few mini-sessions per day.

    Over-scheduling

    Most of us in this fast-paced society succumb to over-scheduling of our time. We think our value is determined by how much we pack into our days, but all it really does is cause us more stress. We rush everything and pay attention to nothing. It doesn’t have to be this way. First, say no… a lot. Firmly decline any commitments that don’t have clear value. Also be realistic about how much can be done in any given period of time. We usually underestimate the time necessary for tasks.

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    Multitasking

    We mistakenly believe that we can juggle more than one thing at a time and thus accomplish more, but our brains are not wired that way. There is really no such thing as multi-tasking; it’s really “switch-tasking.” Our brains rapidly switch back and forth, with different items competing for attention and it just doesn’t work. It has been shown that we actually do higher quality work, enjoy it more and get more done if we focus on one thing at a time.

    Low value tasks

    Determine the value of each activity. Do you really need to do everything that you are doing? Eliminate or delegate activities that don’t add much value and aren’t your strengths or that can easily be done by someone else. Make the most of the time you have by working on tasks that add the most value or you truly enjoy.

    Email black-hole

    Email is a fabulous technology invention. I would be lost without it. It’s email technology itself, but our obsession with it that’s the problem. We don’t want to miss anything and don’t want to be seen as incompetent or inconsiderate we don’t fail to respond immediately. It will still be there when you get back and if it’s urgent they’ll call. Turning off email notifications and check your email at pre-determined intervals throughout the day if you can.

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    Low energy

    Energy is the unsung hero of productivity. You can accomplish more and get better results if you have sufficient energy. Maximize your energy by getting plenty of sleep, taking breaks, making healthy food choices and staying hydrated. Getting up from your desk to move, stretch or get a drink will increase energy levels more than another caffeine hit.

    Lack of clarity

    This is often overlooked as a cause of poor productivity, but it might just be the most crucial strategy. Be very clear about the end goal, desired result, potential obstacles, deadlines and the guidelines surrounding it.

    Implementing even one of these strategies can make a huge impact on your productivity. It’s well worth the initial effort.

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    (Photo credit: Businessman trapped on mousetrap via Shutterstock)

    More by this author

    Royale Scuderi

    A creative strategist, consultant and writer who specializes in cultivating human potential for happiness, health and fulfillment.

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    Last Updated on December 13, 2019

    7 Steps For Making a New Year’s Resolution and Keeping It

    7 Steps For Making a New Year’s Resolution and Keeping It

    Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

    Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

    Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

    Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

    1. Just Pick One Thing

    If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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    Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

    Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

    2. Plan Ahead

    To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

    Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

    Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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    3. Anticipate Problems

    There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

    4. Pick a Start Date

    You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

    Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

    5. Go for It

    On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

    Your commitment card will say something like:

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    • I enjoy a clean, smoke-free life.
    • I stay calm and in control even under times of stress.
    • I’m committed to learning how to run my own business.
    • I meditate daily.

    6. Accept Failure

    If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

    If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

    Perseverance is the key to success. Try again, keep trying and you will succeed.

    7. Plan Rewards

    Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

    Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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    Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

    Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

    Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new? Why not pick one from this list: 50 New Year’s Resolution Ideas And How To Achieve Each Of Them

    Featured photo credit: Ian Schneider via unsplash.com

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