How To Be More Productive

Working smarter not harder is a line I often hear being used around the office, but what does this really mean? How does anyone actually work smarter and how does this lead to them being more productive? 

Here are some of my top tips on how to effectively improve your productivity at work: 

What does a good week look like?

Every member of my team sends me a weekly report which outlines what actions they’ve been involved with that week and how it relates back to their yearly/monthly objectives. I even do one myself which I go through each Friday with my executive assistant! Reporting on what you achieve every day/ week or month sounds arduous, but I promise you over time you really get a great sense of what ‘good’ looks like. This isn’t just about checking in on what your employees are doing, it’s about ensuring they empower themselves by knowing how much of their time is spent on certain tasks over others.

   Set self-imposed deadlines and the 2 minute rule

There are two types of stress. Good stress and bad stress. While we usually think of stress as a bad thing, a manageable level of self-imposed stress can actually be helpful in terms of keeping us motivated and helping us stay focused to meet objectives. If you have two weeks to do something, you’ll take that amount of time to finish it. But what if you gave yourself two/three days instead? Could you do it in that timeframe too? Sometimes these types of challenges push you to work harder and be more productive because you don’t have the time for your mind to wander off task. This works really well if you’ve gotten all your quick tasks out of the way already. If you see a task or action that you know can be done in two minutes or less, do it immediately.

   Stand or say goodbye to unnecessary meetings

I don’t know anyone who has never complained about a meeting being a waste of time. So next time, actually ask yourself whether you can accomplish the same goals or tasks via email, phone, or Web-based meeting which can sometimes be more productive. If you absolutely do need to host a meeting, another tip is to do so standing up. Research has found that meetings, where participants stand, can lead to increased group performance. 

The multitasking illusion

Multitasking often masks un organisation because taking on several tasks all at once can result in lost time and productivity. Tackling one single task at a time means you can move onto your next project with confidence the previous one is completed. You must also resist the allure of emails and WhatsApp messages too! During work hours, turn off your notifications, and instead, build in time to check email and messages. This is about being productive with your day and not just reactive!

   Take regular breaks or consider the 90 minute rule

It sounds counterintuitive, but taking scheduled breaks can actually help improve concentration and this is especially true when you need a creative boost. Working without any breaks can lead to an overall decline in performance. I read something interesting recently which suggested that elite performers such as athletes who work in intervals of no more than 90 minutes are more productive than those who work 90 minutes-plus. So make the best use of your 90 minutes and then take a well-deserved short break before jumping onto the next task.

The best way to gain a promotion or provide evidence for a pay rise is to demonstrate how productive you are and how much value you add. Once you know what good looks like you can demonstrate how you can go above and beyond to get projects completed again and again. Being productive at work isn’t just about putting in long hours and booking in more meetings, it’s about working smarter and understanding yourself and how you work and produce your best work.

Have a plan of attack at the start of each day, and then do your best to stick to it.

Good luck!