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Checklist: Are You Being Productive Or Just Creating Busy Work?

Checklist: Are You Being Productive Or Just Creating Busy Work?

If you’re like most people, you start every day with a laundry list of tasks to accomplish. As the day progresses, you check items off and add more items on. Are you being productive, or are you just creating busy work? Review this checklist to find out.

1. Planning Meetings to Have More Meetings

Meetings can be awful. They rarely lead to any real progress and, more often than not, participants leave more confused than they were when they arrived. Having meetings is one thing, but having meetings to schedule more meetings is a waste of time. When you’re wasting time, you’re not being productive and you’re not getting work done.

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2. Over-Editing

You receive an email to review a project, or add further details to a document. What do you do? Many people waste an excessive amount of time over-editing. This is particularly the case with emails, documents and spreadsheets. It’s likely that these things will not be seen by the general public, so why are you wasting so much time dotting every “I” and crossing every “T”?

3. Piling on More Than You Can Handle

Bosses love to give their employees more work than they can handle. They do this because they want to feel like they’re getting their money’s worth. Nevermind the fact that you may be doing several people’s jobs for the price of one, and you’re hopped up on coffee all day just to keep up the pace. This is unproductive, because you do not get your best work done when you’re multitasking and splitting your focus between multiple projects and tasks at once.

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4. Scheduling Tasks for Mundane Activities

Thanks to smartphones and reminder apps, it can be extremely easy to get caught up scheduling tasks for mundane activities, such as when to eat, when to call someone and when to send an email. Many people think this enables productivity, when in fact it just creates anxiety. When you waste time scheduling mundane tasks, you’re never at peace because your brain is constantly focused on the next item to check off. Your to-do list never ends, keeping you in a vicious cycle of busy work.

5. Analysis Paralysis

How do you feel when you’ve completed a project or task? Do you move on to the next thing, or sit and dwell on the past? This is called analysis paralysis; the process of over analyzing work previously completed and mulling over the outcome. What do you do to feel better? You create busy work that’s somehow connected to work you’ve already completed. You hope that by creating supplementary components to the work you have done, you’ll redeem yourself if you fail. This is a waste of time and it is not productive. Stop doing this.

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6. Email Overload

Managing email can feel like a scattered thunderstorm, because every so often you get drenched. It will go away and then come back again a few hours later. This is just the way things are and there’s nothing you can do about it. The problem occurs when you are glued to your inbox, anticipating the next pop up, alert, or incoming message. Answering e-mails can become busy work that distracts you from completing more important tasks.

7. Constantly Busy

Are you busy all the time? If so, you need to re-plan your day to find a balance. No one should be swamped all the time. People are sometimes overworked and underpaid. I understand that. You probably have a similar list of tasks to complete each day that consume most, if not all, of your workday. But, how much of what you do on a daily basis is actually necessary? How much of what you do is actual work, and how much of it is busy work? Identify the work you do that is meaningful and helps you reach your company’s objectives – omit everything else.

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Featured photo credit: caffeinating, calculating, computerating/Ryan Ritchie via flickr.com

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Checklist: Are You Being Productive Or Just Creating Busy Work?

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Last Updated on November 19, 2019

Work Smarter, Not Harder: 12 Ways to Work Smart

Work Smarter, Not Harder: 12 Ways to Work Smart

I imagine that like me, you say that you never have enough time and that you just cannot cope with 60 dozen things all at once.

How on earth do you get out of that spiral?

Many people never sit down and look at how to work smarter, rather than harder and even longer hours. But not you, you’re smart enough to try to learn effective ways to work.

So how to work smarter not harder? Here are 12 smart ways you should be following:

1. Improve Your Time Management Skills

Easier said than done? Well, no actually, because there are a few simple rules that can really help you to manage time better.

For example, when setting up a top priority task, you need to switch off the phone and ignore your email first. Then you need to abandon any ideas of multitasking as that will slow you down and ruin your focus.

Finally, set a reasonable deadline and do everything in your power to meet it.

“When you’re born, you’re born with 30,000 days. That’s it. The best strategic planning I can give to you is to think about that.” — Sir Ray Avery

2. Speed up Your Typing and Use Shortcuts

These days we’re all keyboard slaves. So why not speed up your typing and try to get rid of the two finger syndrome. In fact, when you save 21 days per year just by typing fast!

This is exactly what I am doing now, so I cannot honestly say I am practicing what I preach!

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But help is at hand. Try some of these apps and games to help you type fast: 8 Most Effective Games and Apps to Learn to Type Fast

Using shortcuts on the keyboard is another time saver and can speed up your work.

For example, press F2 to rename a selected file, while CTRL + I will put selected text in italics.

There are so many of these. If you make the effort to learn them, they really can be helpful.

3. Learn How to Use Productivity Tools

It is well worth downloading all the useful tools and apps that can highly boost your productivity. Take a look at these 18 Best Time Management Apps and Tools and install whatever fits your needs.

Now that is really a great way of working smarter, not harder.

4. Use Your Phone Wisely

Instead of writing emails, sometimes it’s better to pick up the phone and talk to the person responsible. It saves time, especially for important or urgent discussions.

If that colleague works in the same office, it is even better to go and talk to him or her. It gives you a break, you get some exercise and you actually make human contact which is becoming quite rare in this electronic world.

5. Keep a Tab on Your Tabs

If you are like me, you might well find that you have a ton of tabs open at the top of your browser.

In order to find the one you want, you have to search for them as they are off screen. Having all these tabs open slows down your browser too.

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One solution is to use OneTab which can keep a neat list on the screen of all these tabs when you want to quickly get to one of them or you want to remind yourself which ones you have open.

6. Use a “To Don’t” List

We all know about to do lists and I find that they are generally great. They give me a great sense of achievement as I cross off the tasks done.

But often, I find that we are doing non-essential tasks or ones that can easily be postponed. That is why many people recommend the to don’t list.[1]

Some people prefer to savagely prune the to do list while others prefer to have two separate lists, to do and to don’t. You just have to work out what works best for you when you are trying to save precious time to become more productive.

7. Expect Failure and Fight Paranoia

When failure rears its ugly head, some people get a bit paranoid and fear that this may become a trend.

Projects will go wrong and failure should be expected rather than feared. Learning lessons from failure and analyzing what went wrong is the best way forward.

“Do not be embarrassed by your failures, learn from them and start again.” — Richard Branson

And here you can find 10 Great Lessons Highly Successful People Have Learned From Failure.

8. Be Concise

Rambling on at meetings, in emails and even when introducing yourself to new clients can waste a lot of people’s time.

One way is to practice and sharpen your “elevator speech,”[2] which tells people in 30 seconds or less why they need your skills and how they can benefit from doing business with you.

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Just think of the many situations where this could be useful:

  • Making new contacts
  • Talking about yourself at a job interview
  • Meeting people at conferences or parties
  • Phone calls to new clients

9. Ask the Right Questions

“You can tell whether a man is clever by his answers. You can tell whether a man is wise by his questions.” — Naguib Mahfouz

How do you get feedback? The secret is to ask the right questions at the right time.

When you do this, you are gathering the information you need to help in decision making. This will save you time and you will be able to cut meetings to a minimum.

Forbes magazine reports on research that they carried out on asking the right questions.[3] When that happens, the positive effects are increased by 400%. There are also other benefits in staff motivation and a positive impact on the company’s bottom line.

Lifehack’s CEO Leon has shared about how to ask for feedback to learn faster: How to Learn Quickly And Master Any Skill You Want

10. Learn as Much as You Can

You should always be on a steep learning curve. Look at your skills profile and determine where you need to fill a gap. Talk to important connections and network in your niche.

Keep up to date on trends and developments. It is a fact-changing world. When an opportunity arises, you will be the best equipped to seize it because you have never stopped learning. Just another way of working smarter.

“Live as if you were to die tomorrow. Learn as if you were to live forever.” — Mahatma Gandhi

11. Look After Your Greatest Resource

No, your greatest resource is not time. It is YOU.

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If you do not get enough sleep, exercise and relaxation, you find that you become less and less productive. You begin to work longer and longer hours, which is the exact opposite of what you want.

What you should be doing is making sure you are in the best shape. It is useful to remember that you need a break of 15 minutes after every one and a half hours of work.[4]

Taking breaks and getting fresh air and exercise is one of the best ways of working smarter, not harder.

12. Don’t Fall into the Trap of Working Smarter and Harder

As a society, we are obsessed with doing everything smarter so we are more efficient and we save time all around.[5]

But the most important thing to remember is to accept when we are ready to switch off that computer and not fill up the time with even more work!

The Bottom Line

The key to greater productivity is to work smarter, not harder. Working smarter saves precious time and energy for the things that really matter — your life goals, your personal growth, your health and your relationships.

Stop working for more hours and start working smarter!

More About Working Smart

Featured photo credit: Unsplash via unsplash.com

Reference

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