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How to Do a Simple Productivity Audit

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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 January 27, 2022

    5 Unexpected Places to Boost Your Productivity

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    5 Unexpected Places to Boost Your Productivity

    The environment of a typical office or a quiet library may sometimes lessen your productivity as the unchanging views fail to stimulate your senses and keep your brain running. If you are the kind that dislikes absolute silence or minimal noise when working, these unexpected places to work may boost your productivity level!

    1. Coffee shops

    Research has shown that an adequate amount of ambient noise stimulates your senses and keeps you alert. Where else better to find some chatter and clatter to boost your creative juices? Working in the coffee shop also guarantees something else: unlimited supplies of caffeine!

    Caffeine wakes you up by fooling adenosine receptors and speeds transmitting activities up in your nerve cells.If you do decide to try this place out, make sure that your work computer is facing the coffee shop customers so you will be less likely to procrastinate or go to inappropriate sites because people are secretly watching you.

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    If your workplace requires you to be in the office, try this website and/or phone app that provides you with sounds from coffee shops around the world. Want to work at a cafe in Paris? No problem, it’s just a button away.

    2. Cafeterias

    Similar to coffee shops, company cafeteria or food courts provide consistent noise and the smell of food. The aroma of food makes you look forward to your next break and should motivate you to complete your work.

    The act of eating likewise keeps your brain alert and produces dopamine. But make sure only to snack and stay around 60% full so that each bite is rewarding and invigorating. Snacking every 90 minutes should keep your brain balanced enough to focus on the work at hand.

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    3. Empty University Classrooms  

    Whether or not you’re an university student, we have all been a student at some point in our lives. And when you’re in a classroom, your brain is primed to stay focused because you have been conditioned to concentrate in class. In comparison to your bedroom, where your brain is primed to relax, sleep and have fun, the environment of the classroom triggers your memory to stay alert (unless you never listened in class) and work.

    If you do decide to try working in an empty university classroom, be sure to bring a studious friend. Once you see that your friend or coworker is working hard, you would feel guilty for procrastinate and be more competitive.

    Ever heard of environmental context-dependent memory? Research has shown that environmental context influences the way we encode information. If you study in the same place you first learned the material, your chances of recalling the information are significantly increased. Use environmental cues to your advantage so you spend less time doing more work!

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    4. Outdoors

    Fresh air, sunlight, cool breeze. Talk about getting your vitamin Ds the natural way. A healthy body is crucial to being productive. If you have a porch, use it to maximize your productivity!

    On a cool day, the crisp air is good for waking your brain up. If your work station is indoors and poorly ventilated, the build up of carbon dioxide will cause your brain to be less active, hence, less productive. Try to bring some work to a park nearby or an unsheltered town square where you are exposed to the sun. Fresh air will vitalize your brain and the warm sunlight will bring a smile to your face.

    5. The Shower 

    Many people experience their “Aha!” moments when they’re in the shower. Why is that? The hot water helps with circulation and improves blood flow to your brain, giving it more oxygen and nourishment to break down your work block.

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    If you aren’t motivated to work or feeling bored, a good shower will not only open up your pores, but also give your brain a boost of energy. Keep a waterproof white board and markers in the washroom so you will never lose those wonderful ideas again!

    Featured photo credit: Thomas Franke via unsplash.com

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