“When you assume you make an “ass” out of “u” and “me.” – The Odd Couple
We use assumptions all the time in our daily lives and they can be really useful. An assumption or guess when driving keeps us safe and alert. We can make useful assumptions about how people will behave and they can also help us solve problems. You can safely assume that the sun will rise tomorrow and that your kids are going to leave for school at the same time as yesterday.
But there are many cases where guessing at work can lead to misunderstandings and harm communication. Making assumptions is just guessing and often leads to bad decisions, errors and poor staff relations. Try real communication instead and become much more confident. Here are 8 reasons why you should never guess at work.
1. You think you know best.
You may decide that there are certain changes to be made in the office. But have you checked with the people this will affect? If you just guess that these changes are to everyone’s benefit, then you may be sadly wrong. One of the consequences is that this will cause upset and resentment. There may be big changes ahead such as downsizing, reorganization, new IT systems or just simply changing office layout. You assume that these changes are necessary and for everyone’s benefit. If, on the other hand, you decide to consult with your colleagues and ask for their feedback and opinions before making any decision, you will be on much safer ground.Advertising
2. Your assumptions are hindering progress.
You just assume that things are not going to change and you are really cynical. You know the joke about the cynic who voted against starting a Pessimist’s Club because s/he thought it would not work! Cynics are the ones who have really high expectations but will never put in the basic hard work to get anywhere near these goals. These negative assumptions are contagious.
A much better approach is to reflect on what your responsibilities are and to forget about your rights. You should be the catalyst for change and that means taking a much more positive and proactive approach instead of moaning all the time. Thinking and acting on creating a much better work environment is the way forward.
3. You make the wrong conclusions.
If you are under pressure, you may be tempted to take a few short cuts, instead of thinking things through. You may also cut corners in not checking last year’s sales trends thoroughly. Accountants sometimes fail to check figures properly and auditors are likely to find out. You make a few guesses along the way leading to a few wrong conclusions but the job is done and you have met the deadline. The only way to prevent errors which will come back to haunt you is to do all the calculations properly, investigate the facts thoroughly and keep any guesses you might have to make to an absolute minimum.
4. You pay far too much attention to office gossip.
You know the scene. There are emails flying around about which department is going to be cut and how many job losses these may involve. This is how rumours and office gossip start. If you analyze it, you realize that there are 10% of facts coupled with 90% guesswork. Another example is where one insignificant fact is linked to a management decision about firing a person. Maybe the person who was fired overrode the cash register without the supervisor being present. People wrongly assume that the employee was fired for theft! The consequences are that suspicion and time wasting reach unacceptable levels and there is very poor morale in your office.Advertising
If you are a team leader or manager, the best way to avoid all this unproductive activity is to make sure all staff are as fully informed as possible about what is happening. Be upfront about problems and practise an open and fair policy for promotion.
5. You are wrong about your colleague’s intentions.
You may wrongly interpret a colleague’s request to attend a conference instead of her. You start guessing. You are suspicious that she is setting you up for failure and you begin to mull over what may be behind this ploy. In this case, you have made a false assumption about what her real intentions are and this can damage relationships in the office.
It would be much better to ask her why she does not want to attend and what her fears are. She tells you that she is not confident about speaking in public.She feels that you are a better choice and that this is a great opportunity for you. Once this is clear, you will know for sure what she wants to do and why. It is always better to diplomatically ask about the reasons for certain behavior. We will never know the truth unless we ask.
6. You are not a great listener.
There are several consequences here. As you listen and tap and slide your smartphone screen, you start making a few guesses about the other person is trying to tell you. Not hearing a person out or giving them your full attention is a recipe for poor guesswork. Interrupting and dismissing the idea without full discussion is even worse. The solution is to ask probing questions such as why they think an idea might work. This will immediately prevent you from guessing. All too often, we do not ask enough questions and the “I just assumed” tactic can leave a lot of fallout which may be difficult to fix.Advertising
7. You neglect to find out essential information.
Let’s imagine this scenario. You are at a networking event and you are about to approach a prospective client. Unfortunately, he mutters something and leaves abruptly. Now, without finding out by asking any questions in a follow up, you begin to assume that he is not interested in your proposal or that you have done something to offend him. When you do ask, you find that he had to leave because of an urgent message from his office. But asking questions is invaluable when you have to find out if your business partner is happy with how you work together or whether a colleague is still on track for introducing you to a new contact. Failing to find out just feeds your assumptions and wild guessing.
“Assumptions are the termites of relationships.” – Henry Winkler
8. You fall into the trap of stereotyping too much.
If you knew my age, you would probably stop reading this article! Bill Gates is not exactly in the prime of his youth either. Seriously, we make all sorts of assumptions and guesses about people as soon as we meet them. We have categorized people into neat little compartments. So, men are better technicians, women are great cooks, seniors are slow and distracted, and certain minorities are not so well educated.
These assumptions when made with regard to individuals are dangerous and can be harmful. We need to get the facts and accurate information about any person before making an evaluation and later, a decision. This is of enormous importance when interviewing candidates for jobs.Advertising
“Don’t make assumptions. Find the courage to ask questions and to express what you really want. Communicate with others as clearly as you can to avoid misunderstandings, sadness and drama. With this just one agreement, you can completely transform your life.” – Miguel Angel Ruiz
Featured photo credit: Internal communication panel/Cait Barron via flickr.com
Last Updated on January 21, 2020
How to Increase Work Productivity: 9 Ground Rules
We all have those days when completing our assigned tasks seems beyond reach. With the temptation of social media, mobile games, and the internet in general—not to mention the constant bustle of people in the office—it’s easy to fall prey to disruptions and distractions at work.
So, what can we do about it? How to be productive at work?
While we don’t have a foolproof system that can completely eliminate disturbances and diversions, we do have 9 ground rules that can be applied to help give your productivity levels a boost.
Keep reading to find out our tips on work productivity.
Table of Contents
What Does It Mean to Be Productive?
“How to be productive at work?” is the age-old question plaguing employees and employers alike around the world. Regardless of where you work and what you do, everyone is always looking for new ways to be more efficient and effective.
But what does being productive actually entail?
Completing more tasks on your list or working longer hours doesn’t necessarily mean you’re being more productive. It just means you’re more busy, and productivity shouldn’t be confused with busyness.
Productivity means achieving effective results in as short amount of time as possible, leaving you with more time to enjoy freely.
It involves working smarter, not harder. It means refining processes, speeding up workflows, and reducing the chances of interruptions.
Productivity is best achieved when looking at your current way of working, identifying the bottlenecks, flaws, and hindrances, and then finding ways to improve.
9 Ground Rules on How to Be Productive at Work
1. Avoid Multitasking
Multitasking can give the impression that more tasks can be accomplished as you’re doing multiple things at once. However, the opposite is true.
Research has shown that attempting to do several things at the same time takes a toll on productivity and that shifting between tasks can cost up to 40 percent of someone’s time. That’s because your focus and concentration is constantly hindered due to having to switch between tasks.
If you have a lot of tasks on your plate, determine your priorities and allocate enough time for each task. That way you can work on what’s urgent first and have enough time to complete the rest of your tasks.
2. Turn off Notifications
According to a Gallup poll, more than 50 percent of US smartphone owners admit to checking their phones a few times an hour.
Switching off your phone—or at least your notifications—during work hours is a good way to prevent you from checking your phone all the time.
The same applies to your computer. If you have the privilege of accessing social media on your work desktop, switch off the notifications on there.
Another good tip is to logout from your social media accounts. Therefore when you feel the urge to check it, you might be swayed because your page isn’t so easily accessible.
3. Manage Interruptions
There are certain disruptions in the office that are unavoidable such as your manager requesting a quick meeting or your colleague asking for assistance. In order to deal with this, your best approach is to know how to handle interruptions like a pro.
Be proactive and inform the people around you of your need to focus. Turn your status on as “busy/unavailable” on your work chat app.
If you’re on a deadline, let your colleagues know that you need to concentrate and would really appreciate not being interrupted for the moment, or even work from home if that’s a feasible option for you.
By anticipating and having a plan in place to manage them, this will minimize your chances of being affected by interruptions.
4. Eat the Frog
Mark Twain once famously said that:
“if it’s your job to eat a frog, it’s best to do it first thing in the morning. And if it’s your job to eat two frogs, it’s best to eat the biggest one first.”
What this basically means is that you should get your biggest, most urgent task out of the way first.
We all have that big, important task that we don’t want to do but know we have to do because it holds the biggest consequence if we don’t complete it.
Eat the frog is a productivity technique that encourages you to do your most important, most undesirable task first. Completing this particular task before anything else will give you a huge sense of accomplishment. It will set the ball rolling for the rest of the day and motivate you to eagerly complete your other tasks.
5. Cut Down on Meetings
Meetings can use up a lot of time, which is time that can be used to do something useful.
You have to wait for everyone to arrive, then after the pleasantries are out of the way, you can finally get stuck into it. And sometimes, it may take a whole hour to iron out one single issue.
The alternative? Don’t arrange a meeting at all. You’ll be surprised at how many things can be resolved through an email or a quick phone call.
But that doesn’t mean you should eliminate meetings altogether. There are certain circumstances where face-to-face discussions and negotiations are still necessary. Just make sure you weigh up the options prior.
If it’s just information sharing, you’re probably better off sending an email; but if brainstorming or in-depth discussion is required, then an in-person meeting would be best.
6. Utilize Tools
Having the right tools to work with is crucial as you’re only really as good as the resources you have at your disposal. Not only will you be able to complete tasks as efficiently as possible, but they can streamline processes. Said processes are essential to a business as they manage tasks, keep employees connected, and hold important data.
If you’re the manager or business owner, ensure your team has the right tools in place.
And if you’re an employee and think the tools you currently have to work with aren’t quite up to par, let your manager know. A good team leader understands the significance of having the right tools and how it can impact employee productivity.
Some examples of tools that could be used:
- Slack for team chat and collaboration.
- Samepage for video conference software.
- Zendesk for customer service engagement.
- Zenkit for task and project collaboration.
- Wunderlist for listing your to-do’s.
- Wekan for an open source option.
- Zoho Creator for a free online database.
- Ninox for a variety of templates.
- QuintaDB for a web-form builder and CRM.
- Clockify for a free tracker.
- TMetric for workspace integrations.
- TimeCamp for attendance and productivity monitoring.
You can also take a look at these Top 10 Productivity Tools to Help You Achieve 10x More in Less Time.
7. Declutter and Organize
Having a disorganized and cluttered workspace can limit your ability to focus. According to researchers, physical clutter can negatively impact your ability to concentrate and take in information. Which is why keeping your work environment well ordered and clutter-free is important.
Ensure you have your own system of organization so you know what to do when the paperwork starts to pile up.
Being organized will also ensure that you know where to find the appropriate stationery, tools, or documents when you need it. A US study reveals that the average worker can waste up to one week a year looking for misplaced items.
Here’s a useful guide to help you declutter and organize: How to Declutter Your Life and Reduce Stress (The Ultimate Guide)
8. Take Breaks
Taking regular breaks is essential for maintaining productivity at work. Working in front of a computer can lead to a sedentary lifestyle which can place you at a higher risk of heart disease, diabetes, and obesity. Even a 30 second microbreak can increase your productivity levels up to 30 percent.
As well as your physical health, breaks are also crucial for your mental and emotional wellbeing. That’s because your brain is like a muscle, the more it works without a break, the easier it is for it to get worn out.
Ensuring you actually take your breaks can prevent you from suffering from decision fatigue. It can also help boost creativity.
Take a look at this article and learn why you should start scheduling time for breaks: The Importance of Scheduling Downtime
9. Drink Water
Although we know we should, it’s easy to forget to drink enough water during the working day.
Many of us turn to tea or coffee for the caffeine hit to keep us going. However, like taking breaks, drinking water is essential for maintaining productivity levels at work. It’s simple and effective.
Not drinking enough water can lead to dehydration and also headaches, tiredness, and weight gain.
A good tip to avoid dehydration is to keep a water bottle at your desk as it can serve as a reminder to constantly drink water.
If you find the taste of water a little bland, add some fruit such as cucumber or lemon to give it a better taste.
You can also get more ideas on how to drink more water here: How to Drink More Water (and Why You Should)
The Bottom Line
The preceding 9 ground rules on work productivity aren’t the be-all, end-all. You and the company you work for may have other tips on how productivity is best increased and maintained.
After all, it’s something that can be perceived differently depending on the exact job and work environment.
In saying that, however, the 9 ground rules serve as a good foundation for anyone finding themselves succumbing to disruption and distraction, and are looking for ways to overcome them.
A good tip to keep in mind is that change doesn’t happen overnight. Start small and be consistent. If you slip up, just dust yourself off and try again.
Developing habits happens gradually, so as long as you keep up with it, you’ll soon start to notice the changes you’ve been making and eventually enjoy the fruits of your labor.
More About Boosting Productivity
- The Ultimate Guide to Prioritizing Your Work And Life
- 30 Best Productivity Books You Should Read To Boost Your Productivity
- 13 Strategies To Jumpstart Your Productivity
- The Careful Art of Delegation
Featured photo credit: Cathryn Lavery via unsplash.com
|||^||American Psychological Association: Multitasking: Switching costs|
|||^||Gallup: Most U.S. Smartphone Owners Check Phone at Least Hourly|
|||^||Unclutterer: Scientists find physical clutter negatively affects your ability to focus, process information|
|||^||Growth Business: Clutter and employee productivity: Disorganised employees can cost managers up to 10 per cent of their salary|