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Shifting Back Into Gear: Coming Back From Something Big

Shifting Back Into Gear: Coming Back From Something Big

    In our lives, we face small problems and big problems. Small problems can be easily dealt with: if you’ve got some sort of productivity system already in place, a minor issue is nothing more than a bump in the road. But what about the big problems? What about the stuff that throws off weeks, rather than days? Or the stuff that takes you away from your system for a month? We’re talking about the major illness, out of the office for a month level of stuff happening.

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    Coming back from just a few days outside of your normal routine is tough. But once you’re measuring the time you’ve been out of things in weeks, it can seem absolutely impossible to get back into gear. I think it may even be worse if you used to have a system like GTD in place. I know that I’ve looked at a month’s worth of mail and paperwork before and wondered how the heck I was going to get all of that processed into tasks I could actually get my head around, especially since now that I was back on the job the boss expected me to get some ‘real’ work done. There are a number of approaches you can take, though:

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    1. Ignore the Entire Pile — For a long time, I was an advocate of ignoring everything that had built up during a long absence. I would file everything in the trash bin, send out word that I’d ‘lost’ everything and ask people to resend items. I could usually get back into the swing of things as things came in at a more regular pace, rather than appearing in a pile on my desk. Just like with email bankruptcy, you might wonder if you’ll miss anything important, but other people are surprisingly diligent about whatever they find important. There are some problems with this system, of course: you might irritate a whole list of people (some of whom may not have previously realized you were gone). And you can run into major problems with anything in that stack that was time sensitive.
    2. Just Get Started — Everyone hates the platitudes along the lines of ‘if you just get started, it will be over before you know it.’ Straightening out your paper mail from a month out of commission certainly feels like it can take forever, let alone thinking about your email and other online accounts and those face-to-face meetings scheduled immediately after your return. Diving in to the pile is awful, but it really can be the fastest way get through the pile. It’s worth picking out a plan of attack, first, though: are you just going to start at the top and work your way downward? Or are you going to go with a ‘first in, first out’ approach? No matter which you choose, set your course and follow through.
    3. Process in Parts — There is a compromise available, of course. Rather than just diving in, you can sort and throw as much away as possible. Then, you handle what actually needs your attention. This solution is probably the most practical of those available. But even with this approach, catching up can take a while and can get frustrating.

    There are a few ways to make playing catch up a little easier, at least on your mental health. They can work with any approach you take — and if you think of any more tips, please add them in the comments.

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    • Get back in your routine as soon as possible — even if you barely remember it. If your routine calls for only 30 minutes of processing email, that’s okay. You can get through your email in 30 minute chunks, and you can always schedule an appointment with your email.
    • Touch base on projects before you get into catching up. There may be something that actually needs to be done before you become immersed in your email — and it may not even be mentioned in your email inbox if no one knows you’re back.
    • Let people know that you’re catching up. Ask them to let you know if there’s something actually urgent in your pile of paperwork.
    • Start with what you think is important. I know I just suggested asking people to let you know what they think is important — but you may not agree with their estimation of the situation.
    • Start with something pleasant, and end with something pleasant as well. It’s pretty likely that somebody got irritated about something in your office. Your mother might need her VCR reprogrammed or a client may be unhappy at your absence. Don’t make that unpleasant stuff the first or last thing you handle in a day — or you might not be up to Day 2.
    • Avoid scheduling anything for your first day back. You may not have control over your own calendar, if anyone’s been waiting to see you, but put people off long enough for you to reorient yourself. Depending on the nature of your return, you may be able to get away with telling people that you’ll be back the day after you’ll really return.
    • Decide what it really means for you to catch up. You probably can get away with not reading every newsletter that made it into you inbox — and there may be a few tasks you can ignore equally easily.

    Remember, it took time to get behind. It’s definitely going to take time to catch back up.

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    Last Updated on January 21, 2020

    How to Increase Work Productivity: 9 Ground Rules

    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.

    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.

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    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.[1] 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.[2]

    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:

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    “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.

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    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:

    Communication
    • Slack for team chat and collaboration.
    • Samepage for video conference software.
    • Zendesk for customer service engagement.
    Task Management
    • Zenkit for task and project collaboration.
    • Wunderlist for listing your to-do’s.
    • Wekan for an open source option.
    Database Management
    Time Tracking
    • 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.[3] 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.[4]

    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

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    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

    Featured photo credit: Cathryn Lavery via unsplash.com

    Reference

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