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How to Do a Simple Productivity Audit

How to Do a Simple Productivity Audit
    A Simple Productivity Audit

    Do you ever feel overwhelmed or have too much to do? Have you been known to move around like a headless chicken? If so, maybe it’s time to do a Productivity Audit.

    Here are a few questions that will help you decide if it is time to audit your efficiency:

    Do you feel in control of your workload?

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    Is your email inbox regularly emptied?

    Are you a distraction free zone?

    Are you as efficient and productive as you know you should be?

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    If you answered “no” to any one of those questions it may be a good idea to stop and take an impartial look at your current systems. By taking an objective look and making informed decisions about your personal efficiency, you will be one step closer to stress free productivity.

    Here are a few simple ways you can assess your current systems to see if you are working as efficiently as possible.

    Check Your Hardware

    Is your PC or Mac slowing you down or holding you back? Maybe a larger monitor or a dual screen setup would enable you to work more quickly. If your current system is slower than you would like it to be, take a look at boosting its performance. There are many ways to do this, such as doing a hard drive defragment or by buying more RAM. The other option is to replace it completely. If you bought your computer 10 years ago and you are reluctant to say goodbye, take note of how long it takes your PC to boot up. Think of the seconds, minutes and hours over a year that you spend waiting on your programs to load and walk away without looking back.

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    Reassess Software Programs

    Are the programs you use the best ones for what you need to do? Are you using a spread sheet program to store your customer database? Are you using your email program to the best of its ability? Are you using a calendar and syncing it with your phone? There are many ways to do things, but reassessing your goals and requirements is a good place to start to see if you have all the programs that you need to do your job well. The software that met your needs five years ago may no longer be the right one to fit your requirements today.

    Share Documents

    There are a couple of solutions when it comes to sharing documents. You can either install a wired or wireless network or you can avail of many of the “cloud” solutions such as Google Apps or Dropbox to share common files. Without these types of solutions you are at risk of having different versions of the same file in different places. Dropbox and Google Apps are useful even if you want to share your files with yourself. If you want to access your files on the road, these solutions can be ideal.

    Do a Time Audit

    How do you spend your working day? Do you work flat out from 9 until 5 or do you mess around and jump from task to task? Do you know how the hours in your day are spent or do you fool yourself into thinking that you only spent one hour yesterday between Facebook and Twitter? There are many programs that can be used to record how you spend your time on your PC, or if you are honest with yourself you can take a sheet of paper and write down exactly what you are doing and how long you spent on different tasks. Awareness is a powerful attribute to have on your side; only when you know how you are spending your time can you know if the things you “busy yourself with” are getting you closer to your goals.

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    Eliminate

    From your time audit you will probably identify time spent on time wasting activities. Once you identify the time-wasters, you can eliminate them. Simplify to become more productive. There may also be work that you do that you think is of value, like browsing Linkedin, Twitter or other social networks. Again, an objective view is necessary. Are these activities adding value to what you are trying to achieve or are they just helping you to avoid the big ugly tasks on your list that you are procrastinating on?

    Conclusion

    A simple productivity audit can help you to make your systems more efficient — and save you a lot of time and stress. Give it a try…and let me know in the comments what you discovered.

    More by this author

    Ciara Conlon

    Productivity coach, speaker, blogger and author of Chaos to Control, a Practical Guide to Getting Things Done

    Less Is More: How to Become Productive with Less 40 Simple Ways To Practice Gratitude Why Failure Can Take You One Step Closer to Success 15 Productivity Hacks That Speed Up Your Efficiency 11 Health Benefits of Green Tea (+ How to Drink It for Maximum Benefits)

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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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