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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

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    Last Updated on May 7, 2021

    Productivity Boost: How to start your day at 5:00 AM

    Productivity Boost: How to start your day at 5:00 AM

    I have been an early-riser for over a year now. Monday through Friday I wake up at 5:00 AM without hitting the snooze button even once. I never take naps and rarely feel tired throughout the day. The following is my advice on how to start your day (everyday) at 5:00 AM.The idea of waking up early and starting the day at or before the sunrise is the desire of many people. Many highly successful people attribute their success, at least in part, to rising early. Early-risers have more productive mornings, get more done, and report less stress on average than “late-risers.” However, for the unaccustomed, the task of waking up at 5:00 AM can seem extremely daunting. This article will present five tips about how to physically wake up at 5:00 AM and how to get yourself mentally ready to have a productive day.

    Many people simply “can’t” get up early because they are stuck in a routine. Whether this is getting to bed unnecessarily late, snoozing repetitively, or waiting until the absolute last possible moment before getting out of bed, “sleeping in” can easily consume your entire morning. The following tips will let you break the “sleeping in” routine.

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    Relocate your alarm clock.

    Having an alarm clock too close to your bed is the number one reason people simply cannot get up in the morning. If your alarm clock is within arms reach of your bed, or if you can turn your alarm clock off without getting out of bed, you are creating an unnecessarily difficult situation for yourself. Before I became an early-riser, there were many times that I would turn off my alarm without even waking up enough to remember turning it off. I recommend moving your alarm clock far enough away from your bed that you have to get completely out of bed to turn it off. I keep my alarm clock in the bathroom. This may not be possible for all living arrangements, however, I use my cellphone as an alarm clock and putting it in the bathroom makes perfect sense. In order to turn off my alarm I have to get completely out of bed, and since going to the restroom and taking a shower are the first two things I do everyday, keeping the alarm clock in the bathroom streamlines the start of my morning.

    Scrap the snooze.

    The snooze feature on all modern alarm clocks serves absolutely no constructive purpose. Don’t even try the “it helps me slowly wake up” lie. I recommend buying an alarm that does not have a snooze button. If you can’t find an alarm without a snooze button, never read the instructions so you will never know how long your snooze button lasts. Not knowing whether it waits 10 minutes or 60 minutes should be enough of a deterrent to get you to stop using it.

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    Change up your buzzer

    If you use the same buzzer day in and day out, you begin to develop a tolerance to the sound. The alarm clock will slowly become less effective at waking you up over time. Most newer alarm clocks will let you set a different buzzer tone for the different days of the week. If you change your buzzer frequently, you will have an easier time waking up.

    Make a puzzle

    If you absolutely cannot wake up without repetitive snoozing, try making a puzzle for yourself. It doesn’t take rocket science to understand that the longer your alarm is going off, the more awake you will become. Try making your alarm very difficult to turn off by putting it under the sink, putting it under the bed, or better yet, by forcing yourself to complete a puzzle to turn it off. Try putting your alarm into a combination-locked box and make yourself put in the combination in order to turn off the alarm — it’s annoying, but extremely effective!

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    Get into a routine

    Getting up at 5:00 AM is much easier if you are doing it Monday through Friday rather than sporadically during the week. I recommend setting an alarm once that repeats everyday. Also, going to bed at about the same time every night is an important factor to having a productive morning. Learn how much sleep you need to get in order to not feel exhausted the following day. Some people can get by on 4-6 hours while most need 7-8.

    Have a reason

    Make sure you have a specific reason to get up in the morning. Getting up at 5:00 AM just for the heck of it is a lot more difficult than if you are getting up early to plan your day, pay bills, go for a jog, get an early start on work, etc. I recommend finding something you want to do for yourself in the morning. It will be a lot easier to get up if you are guaranteed to do something fun for yourself — compare this to going on vacation. You probably have no problem waking up very early on vacation or during holidays. My goal every morning is to bring that excitement to the day by doing something fun for myself.

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    As I previously mentioned, I have been using these tips for a very long time. Joining the world of early-risers has been a great decision. I feel less stressed, I get more done, and I feel happier than I did when I was a late-riser. If you follow these tips you can become an early-riser, too. Do you have any tips that I didn’t mention? What works best for you? Let us know in the comments.

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