introduction
Do you ever look back on a day when you had very little accomplished because you were so busy that you couldn’t remember where all your time went? You’re not alone; there have been numerous studies showing that many workers spend the majority of their time reacting to distractions instead of actually getting their most important work done.
It’s more important than ever to be productive. Living in an environment full of constant notifications, constantly changed priorities, and constantly added to workloads means that getting everything done is not just about working more hours, but rather about working in smarter ways. There are daily practices that you can develop as habits that can have a cumulative impact over time resulting in enhanced motivation to do your daily job, better performance, and improved overall health.
This article provides you with seven easy-to-implement habits that will help you in your productivity by grouping these seven habits into three major themes that are: increasing clarity through better planning, decreasing distractions through better work systems, and maintaining energy through improved self-management.
Establish Clarity and Direction Ahead of Time
Productivity starts long before you get up to work. If your objectives and priorities are not clear, you can put in a lot of effort with limited results.
Habit 1 – Prepare Tomorrow’s Agenda Today
By spending 10 minutes at the end of each day developing your plan for the following day, you will greatly reduce the amount of decision fatigue you will experience in the morning.
The reasons for this are:
- Your mind will be more alert at night than it will be in the morning.
- Having a clear list of priorities will help you feel less stressed in the morning and less likely to procrastinate.
- Behavioral psychology research shows that when a person pre-commits to taking action, they are more likely to follow through.
What makes this a better approach than a to-do list?
- Instead of listing every single item, identify the three most important tasks you can accomplish.
- Concentrate on the result you hope to achieve, rather than on what you are going to do (for example, “Draft a proposal” vs. “Work on a proposal”).
- By establishing these daily goals, you create motivation to work on a daily basis because you will know why you are working on that day before you ever get out of bed.
Habit 2 – Have a Win Early On In Your Day
Most people will begin their day with some sort of communication; they will check their email or look at a message, thus putting themselves into reactive mode right away.
A better way would be:
- Start off with a meaningful task; complete one task that moves an important project forward.
- Make it challenging, yet doable in 60-90 minutes.
Real-life example:
- Writers usually write, before they check their email.
- Executives usually reserve the first hour of their workday for strategy.
What makes this habit unique? Instead of multitasking or “clearing the inbox,” this habit will set the stage for building momentum and confidence to create a more positive frame of mind for the rest of the day.
Keeping your focus by creating an easier way to work
One of the rarest and most valuable resources in today’s work environment is focus. Systems designed to reduce friction and distraction enhance productivity.
Habit 3 – Implement Time Blocks, Not Endless Hours
Instead of continuing to work until exhausted, time blocking means you assign a specific task to an already set period of time.
The following are research supported benefits of time blocking:
- Increased ability to stay on task for longer periods of time and a greater completion rate.
- Decreased chance of burnout through the use of regular breaks.
- Consistency with the latest research in neuro-science and deep focus cycles.
An incredibly simple time blocking method consists of following the cycle below within a session of uninterrupted work:
(1) Work for 50 minutes at a high level of productivity using focused time.
(2) Take a 10 minute break and recharge your batteries.
(3) Repeat this process three to four times for every session.
Time blocking provides an entirely different way to set time aside for work compared to open ended schedules. By creating boundaries around your time blocking, you will create a disciplined manner of working while reducing your frustrations with respect to finding time to complete your tasks.
Habit 4: Limit the Switching of Your Daily Tasks
While it may seem that switching from one task to another should boost productivity, studies indicate that this can lead to a reduction in productivity of as much as 40%.
Some practical means of reducing task switching are:
- Batching similar tasks together (email, phone calls, administration).
- Turning off all non-essential notifications during periods of focus.
- Leaving only one primary task visible on the work area (your desk) or screen.
- Multitasking promotes speed, whereas single-tasking promotes completion and quality.
You are likely to build up your daily motivation for work by repeating this habit, since the results of your work will be both visible and measurable.
Maintain High Levels of Energy and Motivation During the Day
Being productive isn’t just about managing your time; it’s also about having enough energy. If you don’t have enough of them, even the best systems will fail.
Habit 5- Build a Routine That You Can Do Every Day
Creating a morning routine helps you create a mental readiness for work.
Some common elements found in efficient routines include:
- Using light exercise and/or stretching
- Taking a few moments to plan ahead or write in a journal
- Refraining from using social media during the first 30 minutes of your day
The reasons why having a consistent daily routine helps with energy and motivation include:
- Decreases the amount of “brain load” as you are used to performing the same tasks every day.
- Helps to signal to your brain that it is now time for work.
Provides emotional support and builds motivational energy on a long-term basis by anchoring your day to your intentions instead of being reactive to your circadian rhythms.
Habit 6- Instead of taking random breaks, take strategic breaks
Many people only take a break when they are feeling overwhelmed or exhausted which usually happens later than is best for them.
Good & Effective Break Strategies:
- Short walks; To Help Reset Your Focus
- Stepping Away From Screens
- Brief Breathing Exercises
Research supports this:
There is evidence that suggests taking more breaks (of shorter lengths) helps you be more creative and have a better memory, while continuing to focus longer.
Significant Difference:
The main difference between the strategic break method and passive scrolling on your device (for a break) is that strategic breaks are intentionally planned out, whereas passive scrolling is done to use up your time instead of to revive it.
Habit 7- Review your day with Friends, Not Fatigue
Beginning your day with purpose is equally important as ending it with intention.
Take an end-of-day assessment:
- What did I accomplish today?
- What was most valuable?
- What is on my “to-do” list until tomorrow?
Why reflect to create a habit?
- It reinforces how to continue making progress on challenging days.
- It limits the times where work continues into personal time.
- It enhances your ability to plan accurately as time goes on.
Reflecting at the end of your workday produces closure (unlike the outcome of overworking), which will help keep you motivated for the following day.
Conclution
Productivity isn’t made up of monumental changes or super discipline but instead comes from little, repeatable habits that are consistently enacted in various areas of our lives. The 3 keys drivers for productivity that were discussed throughout this article are:
1: Clarity and direction – Initially through development of a plan and attainment of small early wins.
2: Focus and efficiency – By limiting potential distractions/interruptions and by developing specific blocks of time to perform your work.
3: Sustained energy and motivation – Through establishing regular routines, taking frequent breaks, and allowing time to reflect.
These 7 habits provide a framework to increase performance and protect overall well being at the same time. As the nature of the workplace continues to change, the ability to manage attention, energy and daily motivation for work will be even more important and will give an organization a competitive edge.
What is the call to action?
Pick One (1) of the above habits today and commit to that habit for the next 7 days. Productivity does not happen overnight but with the right habits will become a permanent change!