Advertising

Last Updated on December 1, 2020

How to Increase Work Productivity: 9 Ground Rules

Advertising
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.

Advertising

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:

Advertising

“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.

Advertising

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

Advertising

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.

Advertising

More Productivity Tips

Featured photo credit: Cathryn Lavery via unsplash.com

Reference

More by this author

Dinnie Muslihat

Writer, content marketer & productivity enthusiast

5 Techniques to Tackle a Busy Schedule (And Create More Time) Why the Pomodoro Method Is the Best Productivity Timer How to Increase Work Productivity: 9 Ground Rules How to Write SMART Goals (With SMART Goals Templates) 10 Smart Time Management Techniques to End Busyness

Trending in Focus

1 The Flowtime Technique: A Pomodoro Alternative 2 How to Deal with Digital Distraction to Improve Your Focus 3 Can You Really Get Over Cell Phone Distraction? 4 How to Stay on Task And Avoid Distractions 5 The Ultimate List of Deep Focus Music for Productive Work

Read Next

Advertising
Advertising

Published on October 22, 2021

The Flowtime Technique: A Pomodoro Alternative

Advertising
The Flowtime Technique: A Pomodoro Alternative

Today, there are countless productivity techniques that claim to help you work at peak efficiency. Among them, few are more widely known and widely used than the Pomodoro Technique. It’s a time management system that suggests that you break down your work tasks into 25-minute chunks and take breaks in between them.

The idea revolves around the notion that most people begin to lose focus after 25 minutes of continuous work and will need a reset to remain productive. But there’s a problem with that idea: no two tasks are the same. And for that matter, neither are any two people! That means a one-size-fits-all productivity system can’t possibly be the best fit for everyone.

But there’s an alternative that provides more flexibility and allows you to customize it for your specific use cases. It’s called the Flowtime Technique, and here’s everything you need to know to use it and start getting more done.

What Is the Flowtime Technique?

The Flowtime Technique, while not as well-known as the Pomodoro Technique, has been around for some time. In many ways, it’s a direct descendent of Pomodoro. It’s the brainchild of Zoe Read-Bivens, and she thought it up as a means of dealing with some of the shortcomings she experienced while using the Pomodoro technique.[1]

She found that sticking to 25-minute work segments often interrupted her flow—the feeling of being immersed in a particular task—and ended up harming her productivity rather than enhancing it. To fix the problem, she sought to create a system that retained the beneficial aspects of the Pomodoro Technique while allowing her to get into a positive flow and stay there.

The Basics of the Flowtime Technique

To start using the Flowtime Technique, the first thing you’ll need to do is create a timesheet to help you manage your daily activities. You can do this with a spreadsheet or by hand, whichever you find most convenient. At the heading of your timesheet, include the following column headings:

Advertising

  • Task Name
  • Start Time
  • End Time
  • Interruptions
  • Work Time
  • Break Time

Your timesheet will be the primary way you track your daily tasks and establish a flow that works best for you. Once you have it set up, here’s how to use it:

1. Choose a Task

To get started, choose a task you wish to get done. It should be specific, and something you can reasonably complete in the amount of time you have. In other words, don’t choose a task like “paint my house.” Choose something like “paint the front door of my house.” If you select a task that’s too broad, you’ll have difficulty sticking with the work. So, try and break down what you’re doing into the smallest manageable pieces.

2. Begin Working on Your Task

The next step is to start working on your task. Begin by listing the task you’re going to work on in the appropriate field of your timesheet. Then, list the time you’re starting work. Once you’ve gotten started on your task, the only rule you must observe is that there is no multitasking allowed. This will help you to focus on what you need to get done and minimize any self-imposed distractions.

3. Work Until You Need a Break

You may then keep working on your listed task for as long as you like. If you feel yourself getting fatigued after 15 minutes, take a break. If you get into a productive groove, lose track of the time, and end up working for an hour straight, that’s fine, too.

The idea is to get to know your own patterns and work in segments that fit you best. If you don’t focus well on certain tasks, work on them for shorter durations. If you get absorbed in other types of tasks, maximize your output by working for as long as you feel capable of staying focused.

You’ll likely find that the longest period you’ll be able to sustain is around 90 minutes or so. This corresponds to your Ultradian Rhythm, which are the alternating periods of alertness and rest that our brains experience throughout the day.[2]

Advertising

There are plenty of case studies that demonstrate how taking regular breaks improves productivity. It’s one of the reasons that mandatory breaks are a part of the Pomodoro Technique. But there’s evidence that the less-structured Flowtime approach to breaks works just as well. One technology company that recently directed its employees to take breaks every hour as they saw fit saw productivity levels rise by 23%—with no mandate required.[3]

4. Take an Appropriate-Length Break

When you decide you need to take a break, go ahead and do so. Just make sure to write down your stop time on your timesheet in the right place. You can take a break that’s as long or short as you like, but don’t abuse the privilege. Otherwise, it won’t be long until your breaks eat up the majority of your time.

As a general rule of thumb, try taking a five-minute break for each 25-minute work period, and increase your break time proportionally for longer work periods. You should use a timer to make sure you get back to your task in the right amount of time. And when your break ends, don’t forget to record the time you’ve resumed work and list the length of the break you took.

5. Record Distractions as They Happen

While you’re working, there are always going to be times when you’ll get distracted. It may come in the form of a phone call, an urgent email, or even the urge to use the bathroom. When these things happen, record the occurrence in the interruption column on your timesheet. Do your best to keep distractions short, but don’t try and block them out.

The reason is that you’re unlikely to succeed and sometimes, the things that distract you will be a higher priority than what you’re working on. So, it’s important to deal with distractions as you see fit instead of trying to simply work through them.

6. Repeat Until Your Work Is Complete

All you have to do next is to repeat the steps above until the tasks you’re working on are complete. As you complete each task, be sure to record your final stop time. If you wish, you can calculate your total work time (and fill it in) when you finish a task, or you can do all of the math at once at the end of the day.

Advertising

All that matters is that you don’t leave any gaps in your time tracking. Your timesheets, once complete, will become an asset that improves your ability to create a work schedule that maximizes your daily output.

What to Do With Your Timesheets

Although the act of recording your work periods and break times will help you remain on-task each day, there’s another important reason you’re doing it. It’s that your timesheets will gradually begin to reveal to you how to craft an ideal daily schedule for yourself.

So, at the end of each week, take some time to compare your timesheets. You may see that certain patterns begin to emerge. For example, you might notice that your longest work periods typically occur before lunch or that there are specific parts of your day that tend to be filled with distractions. You can use this information to plan subsequent days more effectively.

In general, you’ll want to cluster your most important tasks at your most productive times. So, if you are reviewing detailed property records, for example, you can set aside time to do it when you know you’ll be able to focus without interruption.

Conversely, you should schedule less critical work at the times when you’re most likely to be interrupted while working. So if you need time to respond to emails or return phone calls, you’ll know just when to do it. This will not only make you more productive but will also eliminate mistakes in your work.

Key Similarities Between Flowtime and Pomodoro

If you’re familiar with how the Pomodoro Technique works, you may have noticed some similarities with the Flowtime Technique. As we’ve discussed earlier, this is intentional. The Flowtime Technique is specifically designed to retain three critical features of the Pomodoro Technique, which are:

Advertising

1. Precise Time Tracking

One of the reasons that the Pomodoro Technique is so effective for many people is that it creates a rigid system to facilitate time tracking. By having to split your work tasks into 25-minute segments, you become acutely aware of the tasks you have in front of you and how you’re using your time. That alone helps you to avoid wasting precious work time because you have to account for every minute. The Flowtime Technique provides this benefit, too.

2. Eliminating Multitasking

With the Pomodoro Technique, you have to choose a task to work on and use a 25-minute timer to measure each work period. This does an excellent job of keeping you on-task because you know from the moment you set the timer what you’re trying to accomplish, and you’re therefore not likely to stray onto another task.

Even though you don’t need to use a timer with the Flowtime Technique, the very act of writing down your task accomplishes the same task. Because you know you’ll be tracking your time spent working on a particular thing, you’ll tend to stick with your task until it’s complete or time for a break.

3. Facilitating Breaks

One of the biggest killers of productivity is exhaustion, and there’s plenty of data to prove that taking breaks is essential to maintaining peak work performance. That’s the real secret to the Pomodoro Technique’s successful reputation—it makes breaks mandatory and unavoidable.

The Flowtime Technique, by comparison, also insists you take breaks. It just doesn’t force them upon you until you’re ready to take one. In that way, some additional self-discipline is required to succeed using the Flowtime Technique. But if you can obey a timer, there’s no reason you can’t learn to obey the signals your body sends you when it needs a time out.

Final Thoughts

At the end of the day, you may find success using the Pomodoro Technique. There’s a reason it’s so popular, after all. But if you’ve been using it for some time and find yourself straining against its rigid structures, you’re not alone. So, consider giving the Flowtime Technique a try for at least a week or two. You may find it’s a much better fit for your work style and that you get even more done than you ever have before.

Advertising

More Productivity Techniques

Featured photo credit: Fakurian Design via unsplash.com

Reference

Read Next