Peak productivity is different for each of us, but we all know when we're not achieving as much as we could be. We feel that tasks take longer to complete and that the quality of our work could be much better. What could be holding you back from being your most productive?
Oftentimes, the reason lies in certain practices that we don't realize could be lowering our efficiency. The following are 5 of these practices that we either engage in unknowingly or mistakenly think are boosting productivity.
1. Using the Wrong Tools
You may have been using certain software, forms, tables, or other tools for some time that you're familiar with and comfortable with. But those tools could be outdated or the nature or scope of the task you use them for has changed. Moreover, there could actually be better tools out there that you've never bothered to explore. If you feel that your productivity has slowed down, review your current tools and confirm that they're serving you optimally. If not, consider whether you need to update them or experiment with new ones.
2. Plodding Through Big Tasks Nonstop
The intuitive approach is to roll up your sleeves and tackle a big task for several hours until it's completed. The counterintuitive approach is to take frequent breaks. It makes sense when you think about it. Plodding through a task saps your energy and brainpower. You start to get distracted more easily, your thoughts start to wander and you have trouble staying focused.
Short, 5-10-minute breaks allow you to be more productive in the end because you've allowed your brain to unwind and release stress. You return to the task with sharp focus and concentration. The result is more time saved, more efficiency, and better outcomes.
3. Multitasking
Multitasking seems like another intuitive approach that allows you to achieve more in less time. The truth is that it's a myth. Talking on the phone while checking email, filling out forms while texting or other simultaneous activities kill efficiency.
The counterintuitive approach is to do one thing at a time, even if it's a mundane task that you can do with your eyes closed. The point is to have a 'one-track mind' so to speak. Your brain works better and more efficiently when its focus is undivided.
4. Thinking 'Busy' Means Productive
A crowded schedule and a hectic day certainly mean you're busy - but not necessarily in the best way. Cramming your day means having to rush through tasks in order to stick to your schedule or complete a to-do list. This could lead to errors and mediocre outcomes so while you may be super busy, you're certainly not super productive.
Stay busy the right way by identifying the top priorities, and tasks that absolutely need to get done on a given day. Loosely schedule other tasks that you'd like to complete but if you can't, won't mean a huge setback. That way, you have enough time to give to tasks that really matter and stay busy in the right – and most efficient way.
5. Being Vague
When you delegate tasks, do you communicate what needs to be done clearly? Do you give detailed and precise instructions (preferably in writing) to subordinates and team members? Sometimes, we're so familiar with how something needs to be done that we think others are too. As a result, our communication and instructions can be vague.
Don't be surprised if outcomes are poor or if work needs to be redone because someone misunderstood you. Likewise, make sure you understand the instructions communicated to you and ask as many questions as you need to leave no room for error.
All in all, clear communication means faster work and better quality work, which is the essence of productivity.
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