Work Productivity and Efficiency

Working Smarter?

We would all like to improve our productivity, and to do so without working more hours. How, you’re wondering? Here are 5 areas worth exploring that can increase productivity:

Tips to Consider:

• Stop multitasking – Even with small and easy tasks, mental energy is wasted every time you switch between tasks. It will take longer than had you just focused on one task at a time, decreasing productivity by up to 40%. 
  • Complete tasks in batches – Batch similar tasks together and then get the whole batch done before switching to another batch of tasks. It saves time because you develop a rhythm with similar tasks.
  • Complete recurring tasks at the same time each day/week – If you have any tasks that you must do daily/weekly, do them at the same time. It avoids wasting time deciding when to do it and it helps you complete the task with more speed and accuracy.
  • Prioritize tasks with daily to-do lists – Plan your day so you start your most important tasks first. This ensures those tasks are completed, and that you don’t spend your day working on other tasks. Be specific with your list items, setting small goals, and use rewards when those goals are achieved. 
  • Use a ‘dive in’ method – For any task that you don’t want to do, just count to 5 and then dive in. Starting is usually the most difficult part. 
  • ‘Pobody’s nerfect’ – Give up on the illusion of perfection, and don’t take more time on a task after you’ve already given it your best. 
  • Find your motivation – What is the real reason you’re doing this task? If you find meaning in your work, you will produce more. 
• How to best structure your time:
  • Take breaks – It sounds counterintuitive that walking away from work will make you produce more, but research has shown this to be true. Breaks improve concentration and relieve fatigue. This is especially true if the break involves physical activity, which enhances brain function. 
  • Work when you’re most productive – This means learning your own work cycle of productivity, and then doing your most challenging tasks when you’re at your peak productivity. For many this time is first thing in the morning, but others are most productive at night. 
  • Use the ‘2-minute rule’ – Immediately complete any task that you could do in < 2 minutes. It will save time, compared to having to remember to do it and then do it later. These under 2-minute tasks are an important part of many workdays and you can cross off many of these quickly. 
  • Use the Pomodoro method – Dedicate yourself to a specific task for a certain amount of time (20 or 30 minutes) before taking a break. Then repeat. It helps focusing while working.
  • Set self-imposed deadlines – A manageable level of self-imposed stress can help focus.
  • Make waiting time productive – Use any ‘waiting’ time (eg: commuting, dentist office) as bonus time for brainstorming, creating to-do lists, or email.
  • Have a set time for email – We spend 13 hours/week on email when we could be producing. Block time for email and keep emails short and on point. 
• How to limit interruptions:
  • Set office hours – Close your door for part of the day to signal ‘do not disturb’, and then have your door open at planned hours to signal your availability.
  • Use noise-canceling headphones – Particularly if you work in an open area, just wearing them can ward off questions while they block ambient noises. 
  • Learn to say ‘no’ – You need time for your own work. You can’t do everything. 
  • Turn off notifications – Going on social media, texting, calling, and emailing is the 4^th biggest workplace distraction (behind food, bathroom, and talking to colleagues). Having reminders impedes productivity, so turn them off. 
• How to structure your work environment:
  • Organize and de-clutter – Productivity is impaired when you can’t find what you need due to disorganization. Clear your work area of everything except what is necessary for the current task. 
  • Make it pretty – A pretty office space can increase productivity by 15%. Make it comfortable and homey with plants and art. Try to use natural light and plenty of air circulation. 
  • Stand more – Research shows that standing increases productivity by increasing alertness and circulation. Use a standing desk for up to 90-minute intervals. 
• How to be at your best:
  • Engage in self-care – We produce more when we feel good. Things like exercise, eat healthy food throughout the day, drink enough water, and eliminating bad habits (smoking, drinking, toxic people) can help. 
  • Always be prepared to take notes – Either digitally or with a pen and paper, you need to be able to get your ideas, thoughts, and to-do’s out of your head. That way, your subconscious won’t have to keep reminding you, freeing it up for other tasks. 
  • Reflect on your productivity constantly – Repeatedly ask yourself whether you’re making the best possible use of your time. If not, adjust– take a break, get some exercise, have a snack or a nap. 

We’re Here to Help

We recognize the importance of making the best use of our time to increase productivity. Please contact us at info@primebenefitsgroup.com so we can work together and create solutions that work best for you and your organization.

Suggested Readings:

• https://snacknation.com/blog/increase-productivity-at-work/
• https://www.lifehack.org/articles/technology/top-15-time-management-apps-and-tools.html

Additional Resources:

• https://www.ted.com/talks/dave_cameron_how_to_be_a_productive_human