Manage your Productivity

Productivity is what we all chase on the job – and which can get startlingly elusive at times! We sometimes end the day asking if we achieved anything at all, and shake our heads in bewilderment when we realize that we set out to do a lot but got distracted somewhere along the way- leading to a sense of frustration and failure as the day ends.

Here are some useful tips to help you avoid the dreaded dead-end feeling at the end of the day! Practice these and you will soon find that you are on the way to a more productive, happy working day.

1.      Keep a list of what to do. It’s amazing how many people try to do this in their heads – and fail. Instead, keep a small notebook. Or if you like, an electronic device. Update the list regularly, both to strike items off and add new items. Remember that great ideas can come upon us at all times – in the gym, when you are out on a walk, in a theatre, etc. Don’t try to memorise the idea when it strikes. Instead, write it down.

2.      Watch your device usage. Devices are productivity and idea killers. If you are not sure that you are overusing your device, see how much time elapses between the time you wake up and your first look at the device; alternately, see how much time lapses between your last device look and your sleeptime. If you want hard evidence, install an app to monitor device usage and alert you when it crosses a particular threshold (most apps allow you to do this). You’ll be glad you did.

3.      Schedule times when you consciously do less work. No, I don’t advocate goofing off on the job, which is a recipe for losing employment. Instead, schedule 15 minutes in a day (no more), when you walk around, talk to people, inspect your surroundings, and so on. Let your mind rest and wander a bit. The break will allow you to come back to the task at hand with a fresh outlook.

4.      Learn to say ‘no’. Accepting too many requests will only overburden you and make you feel exhausted or resentful. Don’t hesitate to say that you can’t do something if your schedule is packed.

5.      Learn how to say ‘no’. Most people find it difficult to say ‘no’ because they think they are literally going to say ‘no’ and will sound rude. Practice saying instead:

a.      â€œI can certainly do this for you if you can take the output on (date)

b.     â€œI am already working on x, which also you asked for, so help me choose between the two”

You get the broad idea – there are ways of saying it!

6.      Make time for tasks- especially the ones you don’t like. I physically block off time on my calendar when I know I have an important thing to do.

7.      If your office has a door – shut it. It’s an important way of signaling that you are preoccupied and if you are normally easily accessible, there shouldn’t be a negative signal going out.

8.      If your workspace doesn’t have a door, walk away. Open offices have advantages, but a significant disadvantage is how easy it is to walk up to someone and attempt a conversation, regardless of their workload. Solution? Find a workspace some place away, put up a sign, wear earphones, whatever in your office signals that you are not available for a conversation.

So managing your energy, time and space are important first steps to getting your productivity and priorities right. You’ll be surprised how quickly you recognize the ‘a-ha’ feeling of elation at the end of the workday!