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Last Updated on August 6, 2019

Top 10 Productivity Tips to Achieve More and Create Peace of Mind

Top 10 Productivity Tips to Achieve More and Create Peace of Mind

Do you know anybody who’s not busy?

Most of us wake up each morning facing crammed calendars and mile-long to-do lists. As a lawyer/wife/mom/writer, I know I certainly do.

Out of nerdy fascination and sheer survival instinct, I’ve made a lifelong study of productivity and time management. Here are the top 10 productivity tips that help me get done the things that I must or want to do without losing my mind:

1. Write It Down

Every task, every commitment should be written down. This frees your mind from the energy- and attention-sucking job of trying to remember.

In his seminal book on productivity, Getting Things Done, David Allen points out how uncompleted commitments take up psychic energy, each one making you just the tiniest bit more tired, more distracted, and therefore less productive.

He emphasizes that the first step to managing your life and time is getting every commitment, large and small, out of your head and into a trusted system.

I use OmniFocus to capture these commitments, but you can start with a simple pen and paper.

2. Get a Head Start

The best way to hit the ground running is to start the night before.

Before leaving your workspace, or before going to bed, take 10 minutes to look over the next day’s commitments.

What appointments can’t be missed? What do you need to have with you for those appointments? (Make sure you’ve gathered those materials and have them ready to go.) What three to five tasks must get done?

Decide what you’ll do first. Look at that to-do list and decide whether any tasks on it can be delegated to someone else (see number 9 below) or, even better, crossed off the list altogether (see number 10 below).

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The busier your day, the more important it is to do this quick survey the day or evening before. It means you waste no time in the morning deciding where to start, or gathering materials (and maybe discovering a crucial item isn’t available when you need it).

3. Do Your Most Dreaded Task First

Everyone of us has one or more tasks on our to-do list that we dread doing. Maybe it’s that unpleasant phone call you don’t want to make, or that blog post you’ve been putting off writing because you don’t know how to start, or that project that just overwhelms you because it’s so massive.

Whatever it is, it hangs over your head, distracting you with guilt because it keeps getting pushed to the next day and the next. It’s time to end that cycle.

Do it first thing. Writer Michael Hyatt talks about slaying your dragons before breakfast—there’s nothing more motivating for the rest of your day than crossing that monster off your list first thing in the morning.[1]

But many people instead of doing the tough tasks first, they do the easy ones. If you really want to be productive, there’re some tasks you shouldn’t do first in the morning: To Be More Productive, Never Do This To Start Your Morning

So make that call. Pull out a piece of paper and brainstorm ideas for that blog post.

Do something about that overwhelming task—maybe you can’t finish it in one day, but you can at least get started. Whatever it is, just do it.

Then, let the satisfaction of crossing it off your list carry you into the rest of your busy day.

4. Turn off Distractions

One of the major productivity killers is the distraction of constant interruptions: emails, phone calls, people appearing at your door…

The technology that can (and should) make our lives easier and better also can make it virtually impossible to maintain the kind of focused attention that’s necessary to work efficiently and effectively.

But here’s the thing: you can control that technology.

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When you’ve got an important task that requires attention and focus, create the space to give it your best.

Whether it’s a meeting with a client or colleague, or an important letter that needs to get written, or a piece of art you want to create, schedule a block of time to focus on that commitment, and then turn off all distractions. Shut down your phone (or at least turn off the ringer). Silence your email alerts. Disconnect the internet (or at least Facebook and Twitter). Close your office door.

Just for that hour (or thirty minutes, or half day), turn off all outside communications and give yourself the necessary luxury of undisturbed time to really focus on the matter at hand. Find out here more about How to Minimize Distraction to Get Things Done.

5. Take Breaks

There’s a limit to how long anybody can devote deep focus to a task.

No matter how busy you are, after a certain amount of time, the law of diminishing returns kicks in, and fatigue—physical and/or mental—starts to impair your effectiveness.

Schedule breaks periodically even during the busiest days. Take ten minutes to stand up, stretch, get a drink of water, walk around the block.

You’ll return to your work refreshed, both mentally and physically, and ready to be even more productive.

If you’re not convinced yet, read this article about The Importance of Scheduling Downtime.

6. Batch Process

If the demands of your day include routine tasks, try to group similar tasks and schedule certain times during the day to knock them out.

Answering emails? Returning phone calls? Entering expenses into a spreadsheet? Instead of interrupting your other tasks to do these things piecemeal, batch them.

Set two or three or five times a day to check and respond to emails. Return phone calls at 11:45 am and 4:45 pm (or, if you want to avoid getting sucked into long phone conversations, return them at 12:15 pm while folks are at lunch, and 5:15 pm after they’ve left for the day, and just leave a message!)

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By batching similar tasks, you save the time lost to ramping up multiple times a day and reap the benefits of momentum.

7. Eat a Healthy Breakfast

Do I need to explain this? There are countless studies confirming the importance of breakfast for maintaining our health.

Healthy people are more productive. No matter how busy you are, eat a decent breakfast. It’ll fuel you for a terrific start to your day.

For more breakfast ideas, check out this: 31 Healthy Breakfast Recipes That Will Super Boost Your Energy

8. Get Some Exercise

Not to be too repetitive, but healthy people are more productive.

Exercise makes you healthier, so be sure to get some exercise every day.

You don’t need to spend hours at the gym to get the benefit of this; take a walk around the block, or do some isometrics at your desk.

Try these 29 Exercises You Can Do At (Or Near) Your Desk or 15 Simple And Quick Office Stretches To Boost Work Efficiency.

Just do something to get your heart pumping and your blood racing. It will enhance your general well being as well as your ability to think more clearly.

9. Delegate

I’ll confess: I stink at this. I hate to ask for help, and often it seems more trouble to explain a task to someone else than to just do it myself. But not everything that needs to be done in your life must be done by you.

Evaluate that to-do list carefully. What tasks could someone else do, thereby freeing you up to focus on the things only you can do?

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Look around you: who is available to do some of those tasks? A secretary? A colleague? A family member? A paid helper?

An important key to productivity is doing only those things that only you can do, and giving somebody else the opportunity to contribute by doing those other tasks.

Lifehack’s CEO has a unique way to delegate work effectively, take a look at his guide: How to Delegate Work (the Definitive Guide for Successful Leaders)

10. Say No

How many commitments have you made that don’t really need to be kept at all?

Have you taken on tasks that don’t actually matter to you or anybody else?

Is your calendar cluttered with meetings that don’t accomplish anything for organizations that you no longer care about?

Has your day been hijacked by somebody else’s priorities?

If your calendar is jammed, if your to-do list is miles long, take ten minutes or so to look at each item with a careful eye. Can any of those appointments or tasks simply be crossed off to create some reasonable margin in your life?

When someone calls or appears at your door with a request for your participation in some activity, take a breath and consider whether it fits into your own priorities (which priorities, of course, might legitimately include keeping your boss or spouse happy).

If the answer is no, then just say no. Practice it ahead of time: “Thank you for inviting me, but no.” “Thank you for asking, but no.” “Thank you for thinking of me, but no.”

As a wise person has said, “no” is a complete sentence. No explanation is necessary. Just no.

You may want to learn from Leo Babauta The Gentle Art of Saying No so you can set better boundaries for yourself.

More Resources About Time Management

Featured photo credit: Pexels via pexels.com

Reference

[1] Michael Hyatt: Slay Your Dragons Before Breakfast

More by this author

Laura McClellan

Passionate about encouraging women in their roles as wives, mothers, friends, and workers.

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Last Updated on September 17, 2019

How to Delegate Work Effectively (Step-By-Step Guide)

How to Delegate Work Effectively (Step-By-Step Guide)

All managers and leaders must master the art of delegation. Understanding how and when to allocate responsibility to others is essential in maintaining a high level of productivity, both on a personal and organizational level. Knowing how to delegate is also essential for an effective leadership.

To learn how to delegate is to build a cohesive and effective team who can meet deadlines. Moreover, knowing when and how to delegate work will reduce your workload, thus improving your wellbeing at work and boosting your job satisfaction. Unfortunately, many leaders are unsure how to delegate properly or are hesitant to do so.

In this guide, you will discover what delegation really entails, how it benefits your team, and how to delegate work effectively.

The Importance of Delegation

An effective leader knows how to delegate. When you delegate some of your work, you free up your time and achieve more on a daily basis. Effective delegation also promotes productivity within a team by drawing on the existing skill set of its members and allowing them to develop new knowledge and competencies along the way. The result is a more flexible team that can share roles when the need arises.[1]

When you are willing to delegate, you are promoting an atmosphere of confidence and trust. Your actions send a clear signal: as a leader, you trust your subordinates to achieve desired outcomes. As a result, they will come to think of you as a likeable and efficient leader who respects their skills and needs.

Delegation isn’t about barking orders and hoping that your staff falls in line. A manager’s job is to get the very best from those under their supervision and in doing so, maximizing productivity and profit.[2]

Here’s an example of bad delegation:

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    Careful delegation helps to identify and capitalize on the unique strengths and weaknesses of the team members. Delegation also boosts employees’ engagement as it proves that the managers are interested in drawing on their talents.[3]

    The Fear of Delegating Tasks

    Delegation boosts productivity, but not all managers are willing or able to delegate.[4] Why? Here’re some common reasons:[5]

    • They may resent the idea that someone else may get the credit for a project.
    • They may be willing to delegate in principle but are afraid their team won’t be able to handle an increased degree of responsibility.
    • They may suspect that their staff is already overworked, and feel reluctant to increase their burden.
    • They may suspect that it’s simpler and quicker just to do a task themselves.
    • They dislike the idea of letting go of tasks they enjoy doing.
    • They fear that if they delegate responsibility, their own manager will conclude that they can’t handle their workload.

    Delegation vs Allocation

    Most people think that delegation and allocation are synonymous, but there is an important distinction to be made between the two.[6]

    When you allocate a task, you are merely instructing a subordinate to carry out a specific action. You tell them what to do, and they do it–it’s that simple. On the other hand, delegation involves transferring some of your own work to another person. They do not just receive a set of instructions. Rather, they are placed in a role that requires that they make decisions and are held accountable for outcomes.[7]

    How to Delegate Work Effectively (A Step-By-Step Guide)

    So what’s the best way to delegate work so you can fight the fear of delegation, build an efficient team and work faster? Here’s a step-by-step guide:

    1. Know When to Delegate

    By understanding how much control you need to maintain over a situation, you can determine the best strategy for empowering workers. There are 7 levels of delegation that offer workers different degrees of responsibility.

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    This brief video explains these levels and offers examples of when it’s appropriate to use each one:

    Delegation occurs along a spectrum. The lowest level of delegation happens when you tell other people what to do. It offers little opportunity for employees to try new approaches. The most empowering form of delegation occurs when you are able to give up most of your control over the project to the employee.

    Knowing how to delegate work helps you understand how to connect people with tasks that make the best use of their talents. When done properly, it ensures that you will get the best end-result.[8]

    When you’re deciding how to delegate work, ask the following questions:

    • Do you have to be in charge of this task, or can someone else pull it off?
    • Does this require your attention to be successful?
    • Will this work help an employee develop their skills?
    • Do you have time to teach someone how to do this job?
    • Do you expect tasks of this nature to recur in the future?

    2. Identify the Best Person for the Job

    You have to pass the torch to the right team member for delegation to work. Your goal is to create a situation in which you, your company, and the employee have a positive experience.

    Think about team members’ skills, willingness to learn, and their working styles and interests. They’ll be able to carry out the work more effectively if they’re capable, coachable, and interested. When possible, give an employee a chance to play to their strengths.

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    Inexperienced workers may need more guidance than seasoned veterans. If you don’t have the time to set the newer employee up for success, it’s not fair to delegate to them.

    You also have to consider how busy your employees are. The last thing you want to do is overwhelm someone by giving them too many responsibilities.

    3. Tell and Sell to Get the Member Buy-In

    After you’ve found the perfect person for the job, you still have to get them to take on the new responsibility. Let them know why you chose them for the job. [9] When you show others that you support their growth, it builds a culture of trust. Employees who see delegated tasks as opportunities are more likely to be invested in the outcome.

    When you’re working with newer employees, express your willingness to provide ongoing support and feedback. For seasoned employees, take their thoughts and experiences into account.

    4. Be Clear and Specific About the Work

    It’s critical to explain to employees why the project is necessary, what you expect of them, and when it’s due.[10] If they know what you expect, they’ll be more likely to deliver.

    By setting clear expectations, you help them plan how to carry out the task. Set up project milestones so that you can check progress without micromanaging. If your employee has trouble meeting a milestone, they still have time to course correct before the final product is due.

    This type of accountability is commonly used in universities. If students only know the due date and basic requirements for completing major research papers, they might put off the work until the eleventh hour. Many programs require students to meet with advisers weekly to get guidance, address structure, and work out kinks in their methods in advance of deadlines. These measures set students up to succeed while giving them the space to produce great work.

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    5. Support Your Employees

    To see the best possible outcomes of delegating, your subordinates need resources and support from you. Connect them with training and materials to develop skillsets they don’t already have.[11] It may take more time up front to make resources available, but you’ll save time by having the work done correctly. For recurring tasks, this training pays off repeatedly.

    Sometimes employees need a help to see what they’re doing well and how they can improve. Giving and receiving feedback is an essential part of delegation. This is also a good way to monitor the delegated tasks as a leader. While you can keep track of the progress of the tasks, you are not micro-managing the employees.

    Throughout the project, periodically ask your employees if they need support or clarification. Make it clear that you trust them to do the work, and you want to create a space for them to ask questions and offer feedback. This feedback will help you refine the way you delegate work.

    6. Show Your Appreciation

    During periodic check-ins, recognize any wins that you’ve seen on the project so far. Acknowledge that your employees are making progress toward the objective. The Progress Principle lays out how important it is to celebrate small wins to keep employees motivated.[12] Workers will be more effective and dedicated if they know that you notice their efforts.

    Recognizing employees when they do well helps them understand the quality of work you expect. It makes them more likely to want to work with you again on future projects.

    Bottom Line

    Now that you know exactly what delegation means and the techniques to delegate work efficiently, you are in a great position to streamline your tasks and drive productivity in your team.

    To delegate is to grant autonomy and authority to someone else, thus lightening your own workload and building a well-rounded, well-utilized team.

    Delegation might seem complicated or scary, but it gets much easier with time. Start small by delegating a couple of decisions to members of your team over the next week or two.

    More About Delegation

    Featured photo credit: Freepik via freepik.com

    Reference

    [1] BOS Staffing: 5 Benefits Of Delegation – Empower Your Team
    [2] Brian Tracy International: How to Delegate The Right Tasks To The Right People: Effective Management Skills For Leadership Success
    [3] MindTools: Successful Delegation: Using The Power Of Other People’s Help
    [4] Fast Company: The Three Most Common Fears About Delegation: Debunked
    [5] Leadership Skills Training: Delegation
    [6] Abhinav Jain: Delegation of work vs Allocation of work
    [7] Anthony Donovan: Management Training: Delegating Effectively
    [8] Management 3.0: Practice: Delegation Board
    [9] Focus: The Creativity and Productivity Blog: A Guide to Delegating Tasks Effectively
    [10] Inc.: 6 Ways to Delegate More Effectively
    [11] The Muse: The 10 Rules of Successful Delegation
    [12] Teresa Amabile and Steven Kramer: The Progress Principle

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