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Last Updated on December 1, 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.

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More Productivity Tips

Featured photo credit: Cathryn Lavery via unsplash.com

Reference

More by this author

Dinnie Muslihat

Writer, content marketer & productivity enthusiast

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Published on July 12, 2021

Why Making Yourself a Priority Boosts Your Productivity

Why Making Yourself a Priority Boosts Your Productivity

Conventional wisdom centers around giving more of yourself to others in your life than you would to what you want to accomplish. You’re taught to make sacrifices and put your needs secondary because that’s how you’ll become a better person. However, not making yourself a priority is keeping you from accomplishing your goals and getting more done.

Let me know if this sounds familiar. You work hard all day to accomplish your goals. During your moments of focus, there are requests from others and demands from outside distractions on your time. You start each day with a to-do list of items that you want to accomplish. By the time you come to the end of your day, you haven’t completed what you wanted. If you were to analyze your time, you would see that the reason is you’re constantly being distracted.

There’s a significant difference between being selfish and being self-centered. I won’t give you the analogy that you hear every time you get on an airplane, but if you’re going to accomplish your goals, you have to stop drowning—in a figurative sense.

The reality is that you’re giving more of yourself to others than you are giving to your goals and vision of the future. By not making yourself a priority, your goals have become secondary.

Here are six important reasons why everyone should understand the importance of self-prioritization. The key to getting more done starts with taking care of yourself first and foremost.

1. You Create the Bandwidth You’ll Need to Focus on Your Goals When You Make Yourself a Priority

It takes a lot of yourself to consistently put in the work that helps you get more done and accomplish your goals. You need energy, bandwidth, and mental clarity to wake up every day and work hard.

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By making yourself a priority, it allows you to see the path to accomplishment. Too many people aren’t accomplishing their goals because their goals get lost in the busyness of taking care of others. It becomes a negative habit and a complacent way to live life.

Life rarely works out as expected, and as you’re working on your goals, you’re going to experience unexpected setbacks. You need bandwidth and mental strength to withstand those frustrating moments and still maintain the motivation to accomplish your goals.

The vital part of accomplishment is that you are working on your goals.

When you are working on what you want to accomplish to make yourself better, you can stay focused on what it will take to get there. You learn to say no to anything that will derail your path, and this creates more space and time to work on what you need to. Create the proper bandwidth through self-prioritizing.

2. Focused Energy Leads to More Production

Disorganization affects productivity. When it feels like you’re being pulled in many different directions, you can’t focus and create the energy needed for consistent production. A scattered mind leads to half-accomplished goals.

We know that in goal-setting, we need a plan. This plan has to be centered around what you want to accomplish. Self-prioritization allows you to create a plan that’s focused on the specific actions and steps it will take to achieve your goals.

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As you take action in an organized way, this leads to more production because your focus and energy are around the goals you know will help you be better and accomplish more. You simply get more done when you have the energy to do so.

3. Prioritizing Yourself Builds Clarity on What Boundaries You Should Set and Keep

Deep inside, you know when you should be saying no instead of saying yes. When you agree to anything that could derail your focus, it eats away at you inside. Prioritizing yourself and your goals helps you set boundaries and keep them because of the intense focus.

There will always be attempts and requests for your time and attention. As you start to build up yourself and accomplish more, others will notice. This will bring demand for your energy and your focus. If you give in to these requests, you won’t have the necessary bandwidth needed to work on your goals consistently.

Setting boundaries is an integral part of goal setting and living a healthy life. You have to be firm about what you allow and what you will not tolerate in your life. Human nature tends to lean towards people-pleasing—when you focus on pleasing others, you don’t please yourself.

Prioritize your goals and the things that you want to accomplish in your life. That’s the operative thing to understand—this is your life, and the focus has to be on what you want to achieve in that life. Use self-prioritization to clarify what boundaries need to be set and make sure you hold these boundaries firmly.

4. Sustainable Productivity happens With excitement for What You’re Working On

There are many reasons why people don’t accomplish their goals, but one that is not often thought about is a lack of excitement. When you spend the whole time working on things that drain you, your productivity diminishes with every second.

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Letting outside circumstances dictate your goals leads to a lack of excitement. By not focusing on making yourself a priority, you’re not creating an environment in which you are thrilled to be working on your goals. It will take a lot of hard work over a sustained period of time to accomplish your significant goals and be productive. It’s going to require energy and bandwidth to overcome the setbacks and stay focused.

Prioritizing yourself allows you to set challenging goals, but the outcome is exciting. If you look at what you’re working on and it’s not exciting, you won’t have sustainability. A lack of motivation will drain your productivity.

You’re a human being, not a machine. There will be things in your life that are not an exciting part of this process, but there has to be a balance between work and play. Work-life balance happens when the life part has an equal priority. Prioritizing what you want creates that balance and amplifies productivity.

5. It’s Mentally and Emotionally Freeing to Let Go of Outside Expectations

We are programmed to take on the baggage of outside circumstances. We’re taught that to be a good human being, we should take on what others are going through. By prioritizing yourself, you’ll come to understand that you are responsible for your life, and that involves your mental well-being.

Prioritizing yourself helps you see that you have to let go of the expectations of others. This is your life, and you have to live in the best way that you see fit. It’s important for you to spend the precious moments you have on this earth working on your goals and the things that help you live a better life.

When you let go of outside expectations of what you should be doing and how you should be doing it, it frees up bandwidth and creates mental clarity to be productive. No longer are you walking around with the burden of what others expect from you, it’s time to spend your time the way you’d like to.

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Other people’s expectations of your life don’t have to be part of your plan. It’s your responsibility to set the goals that help you live a free life and spend your time exactly how you’d like to spend it. Make yourself a priority by letting go and focusing on yourself first and foremost.

6. Optimizing Yourself Builds Every Area of Your Life

You’re probably working on your goals because you want to become the best version of yourself and create a life that brings more time freedom. The path to higher income, better relationships, more travel, and all the other things you want to accomplish happen through self-optimization and productive life.

When you can optimize yourself, it helps you be better in every other area of your life. The key to optimizing yourself starts by prioritizing yourself in more than just words. When you take action from a place of “you-first,” you’ll have the energy and capacity needed to push harder for longer.

Make yourself a priority by focusing on optimizing yourself and all the things you want to accomplish. Everything inside you might be screaming to help others first, but you can’t give what you don’t have. The best place to share is from a place of abundance, and that comes from optimizing yourself.

Final Thoughts

It’s time to take better care of yourself. It’s time to treat yourself as the most significant goal because that should always be the case. What you’d like to accomplish and your path to get there have to be a priority before you think about others.

The demands and energy of others can derail you if you let it. Self-prioritization means that you decide where your boundaries will be set and not allow others to violate them. You’ve probably spent a lot of your time up to this point focused on other people and outside circumstances. It’s time to take a dedicated period of time to put yourself first. You deserve a productive life.

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Debunk the programming that there’s something wrong with putting yourself first and making your goals the primary priority. You can always help others and be there for those who need you while making yourself a priority. It’s not an either-or situation—it’s a situation in which you can help strategically.

More Tips on How to Make Yourself a Priority

Featured photo credit: Anthony Tran via unsplash.com

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