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There are only so many hours in the day, so making the most of your time is
critical. There are two ways increase your output--either put in more hours or
work smarter. I don't know about you, but I prefer the latter.
Being more productive at work isn't rocket science, but it does require being
more deliberate about how you manage your time. This post will walk you through
15 simple but effective strategies for increasing your productivity at work.
1. Track and limit how much time you're spending on tasks.
You may think you're pretty good at gauging how much time you're spending on
various tasks. However, some research suggests only around 17 percent of people
are able to accurately estimate the passage of time. A tool like Rescue Time
can help by letting you know exactly how much time you spend on daily tasks,
including social media, email, word processing, and apps.
2. Take regular breaks.
It sounds counter intuitive, but taking scheduled breaks can actually help
improve concentration. Some research has shown that taking short breaks during
long tasks helps you to maintain a constant level of performance; while working
at a task without breaks leads to a steady decline in performance.
3. Set self-imposed deadlines.
While we usually think of a stress as a bad thing, a manageable level of
self-imposed stress can actually be helpful in terms of giving us focus and
helping us meet our goals. For open-ended tasks or projects, try giving
yourself a deadline, and then stick to it. You may be surprised to discover
just how focused and productive you can be when you're watching the clock.
4. Follow the "two-minute
rule."
Entrepreneur Steve Olenski recommends implementing the "two-minute
rule" to make the most of small windows of time that you have at work. The
idea is this: If you see a task or action that you know can be done in two
minutes or less, do it immediately. According to Olenski, completing the task
right away actually takes less time than having to get back to it later.
Implementing this has made him one of the most influential content strategists
online.
5. Just say no to meetings.
Meetings are one of the biggest time-sucks around, yet somehow we continue to
unquestioningly book them, attend them and, inevitably, complain about them.
According to Atlassian, the average office worker spends over 31 hours each
month in unproductive meetings. Before booking your next meeting, ask yourself
whether you can accomplish the same goals or tasks via email, phone, or
Web-based meeting (which may be slightly more productive).
6. Hold standing meetings.
If you absolutely must have a meeting, there's some evidence that standing
meetings (they're just what they sound like--everyone stands) can result in
increased group arousal, decreased territoriality, and improved group
performance. For those times when meetings are unavoidable, you may want to
check out these 12 unusual ways to spur creativity during meetings.
7. Quit multitasking.
While we tend to think of the ability to multitask as an important skill for
increasing efficiency, the opposite may in fact be true. Psychologists have
found attempting to do several tasks at once can result in lost time and
productivity. Instead, make a habit of committing to a single task before
moving on to your next project.
8. Take advantage of your commute.
This goes for any unexpected "bonus" time you may find on your hands
suggests author Miranda Marquit. Instead of Candy-Crushing or Facebooking, use
that time to pound out some emails, create your daily to-do list, or do some
brainstorming.
9. Give up on the illusion of
perfection.
It's common for entrepreneurs to get hung up on attempting to perfect a
task--the reality is nothing is ever perfect. Rather than wasting time chasing
after this illusion, bang out your task to the best of your ability and move
on. It's better to complete the task and move it off your plate; if need be,
you can always come back and adjust or improve it later.
10. Take exercise breaks.
Using work time to exercise may actually help improve productivity, according
to a study published in the Journal of Occupational and Environmental Medicine.
If possible, build in set times during the week for taking a walk or going to
the gym. Getting your blood pumping could be just what's needed to clear your
head and get your focus back.
11. Be proactive, not reactive.
Allowing incoming phone calls and emails to dictate how you spend your day will
mean you do a great job of putting out fires--but that may be all you get
accomplished. My friend and business partner Peter Daisyme from free hosting
company Hostt says, "Set aside time for responding to emails, but don't
let them determine what your day is going to look like. Have a plan of attack
at the start of each day, and then do your best to stick to it."
12. Turn off notifications.
No one can be expected to resist the allure of an email, voicemail, or text
notification. During work hours, turn off your notifications, and instead build
in time to check email and messages. This is all part of being proactive rather
than reactive (see number 11).
13. Work in 90-minute intervals.
Researchers at Florida State University have found elite performers (athletes,
chess players, musicians, etc.) who work in intervals of no more than 90
minutes are more productive than those who work 90 minutes-plus. They also
found that top performing subjects tend to work no more than 4.5 hours per day.
Sounds good to me!
14. Give yourself something nice to look
at.
It may sound unlikely, but some research shows outfitting an office with
aesthetically pleasing elements--like plants--can increase productivity by up
to 15 percent. Jazz up your office space with pictures, candles, flowers, or
anything else that puts a smile on your face. For other ideas on increasing
your happiness quotient at work, see my post 15 Proven Tips to Be Happy at
Work.
15. Minimize interruptions (to the best
of your ability).
Having a colleague pop her head into your office to chat may seem innocuous,
but even brief interruptions appear to produce a change in work pattern and a
corresponding drop in productivity. Minimizing interruptions may mean setting
office hours, keeping your door closed, or working from home for time-sensitive
projects.
If you feel the need to increase your productivity at work, resist the
temptation put in longer hours or pack more into your already-full calendar.
Instead, take a step back, and think about ways you can work smarter, not
harder.