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The 12 Psychological Tricks You Can Use to Improve Your Productivity

The 12 Psychological Tricks You Can Use to Improve Your Productivity

Do you want to increase your productivity in such a way that you get more done in less time and get more done with less work?

So often, when we think about productivity, we think about time management tricks, ways to work faster, and how to get motivated. It’s all about more, more, and more. Which works in the short run. Those temporal things help us work faster and get more done in the short run.

But in the long run, we can burn out. We do too much, too fast, and our bodies can’t keep up. Or our minds get overworked and that can take 6 months to 2 years or more to reverse.

So what if we were to use another route to get the same – or better – productivity, rather than using these tricks and faster, faster, faster techniques?

I believe the answer lies in our underlying core motivation, our internal desire and drive, and the real-world implementation of the most important things. And one way to achieve these internal states of mind that lead to real productivity without the drawbacks of working faster is to influence our own psychological state.

So today I’ll share with you 12 psychological tricks that can help you influence your own psychological state in such a way that you reframe your mindset to create a mental environment that safely results in increased productivity.

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1. Recognize that most of what you do doesn’t matter.

If you take a look at what you have done in the last 40 hours of work, you’ll likely see that about 30 of those hours were spent on things that were either unplanned, unnecessary, or even downright unproductive. And it’s not just the last 40 hours of your work-life, it’s a week-in week-out problem.

If you don’t believe that that is the case with you personally, take the time to do a 15-minute interval diary for the next 40 hours of work. Write down what you work on for each 15 minute period. Tally up all the periods at the end of the 40 hours. You will likely be amazed at the unproductive tasks in which you are engaging, even if you believe you are 80%+ productive right now.

You will likely see that becoming more productive might not be so much a matter of adding something to your day, but instead first eliminating everything that doesn’t belong in your day. Once that happens, and you have pared a 40 hour week down to 10 hours, then it makes it easy to add a little more in. For example, adding 10 hours of truly productive work to your schedule after paring your 40 hour week down to 10 hours, means you get two times as much done in half the time, with half the stress, and with a reduced risk of burnout and other negative effects of trying to do more and more and more.

2. Do what you know you need to do as soon as possible

We tend to spend much of our mental energy putting things off. But if instead you were to prioritize things that need to be done, and do them as quickly as possible, you may be amazed at what happens to your productivity. You see, when you are using negative energy on worrying about doing something you don’t want to do, that energy can’t be used on being creative or productive.

Now there is one caveat to this: these “need to do” things should be done AFTER your MIT – your most important task of the day. You see, your most important task, when done first, tends to definitely get done each day. The first thing you do tends to get done!

So your productivity schedule for the day is this:

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1) Most important task (MIT)

2) Most needed to be done task

3) Everything else, bounded by a limited time frame (for example, 2 hours per day on these “everything else” tasks)

3. Postpone your rewards

Give yourself a reward for doing something great, and give it immediately after the something great occurs. This programs your brain to believe that you will reward it for tasks well done, on time, and on priority. When you do this consistently, you’ll likely find that you are more motivated to do your MIT each day, and to do the most needed tasks. You may even find it’s easier to just not do the less important tasks – and they may just disappear!

4. Make sure that you have a clear conscience

If your mind is dragging with negative thoughts, worry about what you need to do, or even shame or guilt over things you are doing wrong, you simply can’t be as productive. So get rid of those negative thoughts, fix the things that lead to a negative conscience, and get your mind clear!

5. Congratulate yourself for what you accomplish.

Your mind will subconsciously work harder when it believes that it will be appreciated. But the only way to train your mind to believe it will be appreciated is to appreciate it. Do this once a day for 30 days and you may be amazed at how much clearer your thinking is, and if your thinking is clearer, your productivity should increase!

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6. Focus on what you can do

This is a huge key to productivity. Simply focus on what you are good at, and do the things you are good at. Prioritize them. You may find that the things you aren’t good at simply resolve themselves, or you may find that when you have done everything that you are good at, there is only a small part of the project left, and the motivation of being “nearly finished” will drive you to finish faster. When you focus instead on what you are not good at, if may be a small part of the project, but the act of focusing on it makes you feel like it’s a huge part of the task, and demotivates you to get the task done.

When you get the bulk of the task done before focusing on your weaknesses, it simply becomes easier and faster to complete it.

7. Concentrate on how to help those who will use your product or service

When you focus on how you are able to help others through what you are doing, it gives your mind a much-needed reason for finishing quickly. Our minds don’t like to work on things that have no purpose, and if what you are doing is helping someone else, then it gives your project purpose, which leads your mind to get the job done.

(Note how so much of what I am discussing is this idea of giving your mind the ideal environment to be productive, instead of focusing on productivity. When you give your mind the ideal environment to be productive, it will do it for you, instead of you having to focus so much on productivity itself to be productive.)

8. Strive for balance

This goes back to the idea of doing too much of the wrong things, and this limits your productivity. When you, instead, strive for balance in your day, doing more of the right things, and getting rid of the 30 hours a week of non-productive work, you become more productive with less effort.

9. Stay connected with people

Sometimes when you work totally alone, your productivity goes down, your creativity goes down, and your effectiveness goes down. As humans, we are social, and if we take that away, you may find you can’t focus as well. So you may need to increase your social time during work, and find that the rest of your time is more productive.

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The flip side of this is that if you are spending too much time with other people, your productivity may go down. So use good judgement. Look around and see what needs to change.

10. Change your environment

When you change your environment, you release your mind to be more creative, which often leads to increased productivity. Here’s why: when you change your environment, you release your brain to be more curious (looking around at things that are not the same as before) and when you release your mind to be creative about your surroundings, you release your mind to be more creative about what you are working on. And when you are more creative about what you are working on, you tend to get better results with less work – hence increased productivity!

11. Avoid perfection

Ever been 90% done with a project that has taken 10 hours already, and then it takes 20 more hours to do the last 10%? Is that last 10 % really worth it? Or could you sand the edges of the project, do some last minute dusting, and have a finished project in just one more hour instead of 20 more hours?

You have to use judgement. If you are a heart surgeon or you rebuild engines, you probably have to go 100%. But if you are writing an article, writing a book, teaching a class, or doing many, many other things, you may be 99% at 90% completed. So just do the last 1%, make 91% your very best, and leave perfection alone and you may find your productivity soars!

12. Keep track of your time

When you keep track of your time, you become intimately aware of the time you are losing through doing unnecessary things. One of the most effective ways to get more productive is to simply track your time. Know what you are doing each 15 minutes, and over time, that awareness will yield additional results.

Tie all this together

What is the #1 tip on this list that resonates with you? What could get you the most increase in results, the fastest? Do that tip first. Next week do the next one down in line. Incorporate 6 of these tips over the next 6 weeks, and you may see your productivity – meaning what you get done each day – double, without any increase in effort, and possibly even a reduction in effort!

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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