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There’s More to Productivity Than Time Management

There’s More to Productivity Than Time Management
Being Productive

What does it mean to be productive? A typical definition might be something like, “Getting the most done in the least possible time.” In a workplace context, this means one and only one thing: more work. If the process for a task can be streamlined so it can be done in half the time, then you can have your employees do that task twice as many times.

In order to cram more into the same amount of time, we need careful time management, but I want to suggest that productivity is far more than just time management. That in fact, the definition of productivity above might be fine if you’re an employer and paying your employees by the hour or the workday, but it’s absolutely dreadful for just about everyone — and everything — else.

Another definition of productivity

Here’s a different take on what productivity is: You’re being productive when your work is entirely satisfying and fulfilling.

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Although the specific things that are satisfying and fulfilling to you are, of course, a matter of individual tastes and preferences, here are a few qualities most people would consider important:

  • You grow as a person.
  • You enjoy the company of others.
  • You are proud of what you’ve completed.
  • You feel confident about your abilities.
  • You look forward to undertaking the same or similar projects in the future.
  • You help others.
  • You receive the acclaim of your peers.

Notice, the qualities that make work satisfying are all about you, not about the work. There is no job that is inherently so dirty or demeaning that nobody could find it satisfying and fulfilling. (Unfortunately, that isn’t at all how work gets assigned in our society, where race, class, gender, social standing, ambition, educational certifications, and other irrelevancies determine who will do what job, leaving only a small amount of “wiggle room” for each of us to choose among a limited number of options.)

There are dirty jobs, and you have to do them

There are, of course, lots of tasks that are neither satisfying nor fulfilling that have to get done nevertheless. Few people enjoy doing their taxes or getting a root canal, but they need doing. Since it’s unlikely that every routine, boring, dangerous, or repetitive task that our society needs to keep running will be automated within our lifetimes, there is still a need to manage our time.

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But the goal of time management should not only be to get the most done in the time allotted. At it’s best, time management offers a set of strategies for maintaining balance between “work” and “life”. I’ve put those terms in quotes because a) our work is, of course, not a thing separate from life, and b) by “work” I don’t mean our job but all the least satisfying and least fulfilling tasks that we need to take care of in order to live. Frankly, if your job consists entirely of that sort of work, you’d best be considering a switch!

Looked at this way, the hoary phrase “work-life balance” that so many employers are paying lip service to these days takes on a new meaning (and one most employers don’t have even remotely in mind): to balance our lives more in favor of tasks that are satisfying and fulfilling.

Those tasks that are draining and unstimulating should be done as quickly as possible, not to maximize shareholder value but so that people can get on with the stuff that makes them human. Sometimes that means giving employees family days or setting them up to telecommute, but often that means giving employees room to do things that challenge and stimulate them, and minimizing or automating the things that don’t.

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This applies outside of the workplace, as well. If your family life consists entirely of chores and drudgery, you’re not in balance no matter what percentage of your time is spent at home. Household organization and chores should be, as much as possible, systematized and routinized so it can be gotten out of the way with the least possible investment of time and effort, so that you and your family can get on with the things that make you grow closer together.

Getting to doing

When you have the “work” under control, you can afford to give time to the projects that turn you on. In fact, you can afford to take pleasure not in getting things done but in doing them. While a completed task or project can give you a great deal of satisfaction, the act of doing should also be fulfilling. Consider fishing: everyone loves landing a big fish, but at the end of the day what counts is not how many fish you’re bringing home or how big they are but the time you spent sitting in the boat watching the line.

For a writer, having a finished manuscript to send off to a publisher is great, but it’s the daily flow of words that makes writing worth doing. Same thing for a painter, for whom the feel of paint on canvas is as important — if not more so — as having a finished work to hang or sell. There are sales people who love being in the thick of a negotiation, actors who love the thrill of the stage, athletes for whom the feeling of pushing their bodies is far more important than a win. And when they’re finished, they move on to the next one.

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The most useless thing you do

There’s a word in Yiddish that I’ve always loved: “Luftmenschen”. Literally “air people”, Luftmenschen are people who deal in “air” — in the non-tangible: ideas, thoughts, dreams. While it’s a bit of a put-down to be called a Luftmensch, I’ve always felt is seemed like an admirable occupation.

The Luftmensch knows something the rest of us don’t: that the most useless thing you do is the most important. That is, the things we do with no final purpose in mind, solely for the enjoyment of doing them, are the things that make us human — that make us Menschen. (A Mensch is a genuine, authentic person.)

If we’re lucky, these things are part of our job — we get paid to do things we’d do anyway just for the sheer enjoyment of doing them. But lucky or not, they are the key to real productivity — not doing as much as possible in as little time as possible, but doing the least fulfilling stuff as quickly as possible so we have plenty of time to do the “useless” stuff — thinking, dreaming, living.

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Last Updated on September 16, 2019

How to Stop Procrastinating: 11 Practical Ways for Procrastinators

How to Stop Procrastinating: 11 Practical Ways for Procrastinators

You have a deadline looming. However, instead of doing your work, you are fiddling with miscellaneous things like checking email, social media, watching videos, surfing blogs and forums. You know you should be working, but you just don’t feel like doing anything.

We are all familiar with the procrastination phenomenon. When we procrastinate, we squander away our free time and put off important tasks we should be doing them till it’s too late. And when it is indeed too late, we panic and wish we got started earlier.

The chronic procrastinators I know have spent years of their life looped in this cycle. Delaying, putting off things, slacking, hiding from work, facing work only when it’s unavoidable, then repeating this loop all over again. It’s a bad habit that eats us away and prevents us from achieving greater results in life.

Don’t let procrastination take over your life. Here, I will share my personal steps on how to stop procrastinating. These 11 steps will definitely apply to you too:

1. Break Your Work into Little Steps

Part of the reason why we procrastinate is because subconsciously, we find the work too overwhelming for us. Break it down into little parts, then focus on one part at the time. If you still procrastinate on the task after breaking it down, then break it down even further. Soon, your task will be so simple that you will be thinking “gee, this is so simple that I might as well just do it now!”.

For example, I’m currently writing a new book (on How to achieve anything in life). Book writing at its full scale is an enormous project and can be overwhelming. However, when I break it down into phases such as –

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  • (1) Research
  • (2) Deciding the topic
  • (3) Creating the outline
  • (4) Drafting the content
  • (5) Writing Chapters #1 to #10,
  • (6) Revision
  • (7) etc.

Suddenly it seems very manageable. What I do then is to focus on the immediate phase and get it done to my best ability, without thinking about the other phases. When it’s done, I move on to the next.

2. Change Your Environment

Different environments have different impact on our productivity. Look at your work desk and your room. Do they make you want to work or do they make you want to snuggle and sleep? If it’s the latter, you should look into changing your workspace.

One thing to note is that an environment that makes us feel inspired before may lose its effect after a period of time. If that’s the case, then it’s time to change things around. Refer to Steps #2 and #3 of 13 Strategies To Jumpstart Your Productivity, which talks about revamping your environment and workspace.

3. Create a Detailed Timeline with Specific Deadlines

Having just 1 deadline for your work is like an invitation to procrastinate. That’s because we get the impression that we have time and keep pushing everything back, until it’s too late.

Break down your project (see tip #1), then create an overall timeline with specific deadlines for each small task. This way, you know you have to finish each task by a certain date. Your timelines must be robust, too – i.e. if you don’t finish this by today, it’s going to jeopardize everything else you have planned after that. This way it creates the urgency to act.

My goals are broken down into monthly, weekly, right down to the daily task lists, and the list is a call to action that I must accomplish this by the specified date, else my goals will be put off.

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Here’re more tips on setting deadlines: 22 Tips for Effective Deadlines

4. Eliminate Your Procrastination Pit-Stops

If you are procrastinating a little too much, maybe that’s because you make it easy to procrastinate.

Identify your browser bookmarks that take up a lot of your time and shift them into a separate folder that is less accessible. Disable the automatic notification option in your email client. Get rid of the distractions around you.

I know some people will out of the way and delete or deactivate their facebook accounts. I think it’s a little drastic and extreme as addressing procrastination is more about being conscious of our actions than counteracting via self-binding methods, but if you feel that’s what’s needed, go for it.

5. Hang out with People Who Inspire You to Take Action

I’m pretty sure if you spend just 10 minutes talking to Steve Jobs or Bill Gates, you’ll be more inspired to act than if you spent the 10 minutes doing nothing. The people we are with influence our behaviors. Of course spending time with Steve Jobs or Bill Gates every day is probably not a feasible method, but the principle applies — The Hidden Power of Every Single Person Around You

Identify the people, friends or colleagues who trigger you – most likely the go-getters and hard workers – and hang out with them more often. Soon you will inculcate their drive and spirit too.

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As a personal development blogger, I “hang out” with inspiring personal development experts by reading their blogs and corresponding with them regularly via email and social media. It’s communication via new media and it works all the same.

6. Get a Buddy

Having a companion makes the whole process much more fun. Ideally, your buddy should be someone who has his/her own set of goals. Both of you will hold each other accountable to your goals and plans. While it’s not necessary for both of you to have the same goals, it’ll be even better if that’s the case, so you can learn from each other.

I have a good friend whom I talk to regularly, and we always ask each other about our goals and progress in achieving those goals. Needless to say, it spurs us to keep taking action.

7. Tell Others About Your Goals

This serves the same function as #6, on a larger scale. Tell all your friends, colleagues, acquaintances and family about your projects. Now whenever you see them, they are bound to ask you about your status on those projects.

For example, sometimes I announce my projects on The Personal Excellence Blog, Twitter and Facebook, and my readers will ask me about them on an ongoing basis. It’s a great way to keep myself accountable to my plans.

8. Seek out Someone Who Has Already Achieved the Outcome

What is it you want to accomplish here, and who are the people who have accomplished this already? Go seek them out and connect with them. Seeing living proof that your goals are very well achievable if you take action is one of the best triggers for action.

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9. Re-Clarify Your Goals

If you have been procrastinating for an extended period of time, it might reflect a misalignment between what you want and what you are currently doing. Often times, we outgrow our goals as we discover more about ourselves, but we don’t change our goals to reflect that.

Get away from your work (a short vacation will be good, else just a weekend break or staycation will do too) and take some time to regroup yourself. What exactly do you want to achieve? What should you do to get there? What are the steps to take? Does your current work align with that? If not, what can you do about it?

10. Stop Over-Complicating Things

Are you waiting for a perfect time to do this? That maybe now is not the best time because of X, Y, Z reasons? Ditch that thought because there’s never a perfect time. If you keep waiting for one, you are never going to accomplish anything.

Perfectionism is one of the biggest reasons for procrastination. Read more about why perfectionist tendencies can be a bane than a boon: Why Being A Perfectionist May Not Be So Perfect.

11. Get a Grip and Just Do It

At the end, it boils down to taking action. You can do all the strategizing, planning and hypothesizing, but if you don’t take action, nothing’s going to happen. Occasionally, I get readers and clients who keep complaining about their situations but they still refuse to take action at the end of the day.

Reality check:

I have never heard anyone procrastinate their way to success before and I doubt it’s going to change in the near future.  Whatever it is you are procrastinating on, if you want to get it done, you need to get a grip on yourself and do it.

More About Procrastination

Featured photo credit: Malvestida Magazine via unsplash.com

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