5 Secrets for Improved Productivity

Life comes packaged with only so many minutes, around 40 million of them. Making the most of each one will help you to become more productive and, ultimately, achieve your goals.

There are many different ingredients that combine to determine your productivity including the time of day, physical environment, your level of motivation, as well as your innate ability to stay focused.

You may be a born dreamer with your head in the clouds, or a practical no-nonsense time and motion expert.  You may be a night owl, or an early riser.  Whatever your natural tendencies, there are a number of common sense strategies that can help you be as productive as possible.

This post surveys five factors that affect your productivity, and provides suggestions for managing them to your advantage.

1. Embrace Your Chronotype

People are predisposed to be more or less productive at different times of day. The terms early bird and night owl don’t just describe behavior, but innate biological differences in preferences that people have for mornings versus nighttime. This preference is also referred to as a chronotype, which means an inclination toward periods of activity and rest at certain times of the day.

This can be a confusing concept. You might logically assume that energy reserves are cultivated with sleep at night, in the same way that you charge a cell phone battery. If this were true, your energy would gradually diminish over the course of a day as it was used up. However, some people find their spark at night. Understanding your particular productivity schedule is critical to maximizing your potential each day. Instead of forcing yourself to write a paper at three in the afternoon when you might have the urge to nap, let your brain do the same task at ten in the morning or ten at night, or whenever you find yourself routinely awake and ready to work.

2. Drown Out Distracting Sounds

Are you the one in the office plugged into headphones listening to Pandora hour after hour? You may want to stop and reconsider. Silence can be productivity’s best friend.

There are two main types of background noise that often occur in the workplace: white noise and intermittent talking. The first is similar to the hustle and bustle of a city with its traffic, pedestrians, and the murmur of strangers that all blend together. This type of noise can be easy to ignore and does not seem to negatively impact performance. In fact, research suggests that a moderate level of white noise actually boosts creativity for most people. In contrast, intermittent talking occurs when conversations between colleagues stop and start, diverting our attention from the task at hand. Many people become severely distracted by this pattern of interruption.

Sound affects different personalities differently.  Introverts, people who tend to be more sensitive and easily over stimulated, are more susceptible [pdf] to distractions from sound. Extroverts are slightly better at tuning out the noise around them, as are people with skilled working memories.

Cultivate a space free from distracting noise, and see how much you can accomplish.  You may benefit from downloading a free white noise app like Rain Rain or White Noise, which provide the right kind of background noise that won’t break your flow of concentration.  Alternatively, you can try drowning out distracting noise with the soothing sounds of Ludovico Einaudi.

3. Paint It … Blue?

Being surrounded by appropriate colors is a severely underutilized strategy for increasing productivity. Red, yellow, blue, and green have profoundly different effects on our emotions and can affect your level of productivity.

Red is a stimulating colour that can energise you to take action, which is why stop signs are red, and why the Email Sign Up Form for Tom’s blog has a red subscribe button.

In contrast, blue is a more soothing colour. The calming effect of having your office walls painted light blue may be just what you need to create a more relaxed atmosphere, helping you to concentrate and think more clearly.

Understanding your personality and what you need in order to stay productive is central to choosing suitable colors for your workplace.

4. Stay Organised

Research conducted by Princeton University has found that a chaotic environment has a negative impact on productivity. Keeping your computer files digitally organized can have an enormously positive effect as digital clutter can simultaneously consume time and produce stress.

At the office, utilizing the right tools can help to streamline routine tasks. Take time to figure out which tasks eat up your hours at work, and then figure out ways to automate, expedite, outsource, or eliminate them. This may mean changing your schedule, adopting a new technology, or even engaging outside consultants.

5. Take Responsibility

Motivation is often driven by a sense of responsibility. The pace at which you work, the amount of material you get through, and the quality of the work that you complete are all affected by your sense of responsibility for the work.

Taking responsibility can lead you to claim ownership of the work. When you are emotionally attached to a task, you tend to make a bigger effort. Unsurprisingly, research found that almost 80% of people feel that a sense of responsibility stimulates productivity. Deadlines are a great way to increase productivity by creating a sense of responsibility to plan, prioritise, and work efficiently.

Final Thoughts

Chronotypes, the work environment, technology, and a sense of responsibility all play a role in determining how productive you can be. Understanding what time of day suits you best, what distracts you, which technologies can streamline your work, and how to take responsibility will help you to reach your potential.

Stay focused, utilize your resources, and enjoy the results!

Ashley Wilson is a freelance writer interested in business, marketing, and tech topics. She has been known to reference Harry Potter quotes in casual conversation and enjoys baking homemade treats for her husband and their two felines, Lady and Gaga. You can reach Ashley on Twitter @ashleygwilson.

Image: Unsplash

To do, or not to do

Why the traditional to-do list is possibly doing you more harm than good

We are all familiar with the concept of a to-do list. We are taught from a very early age that the best way to get things done is to make a list and tick tasks off as we complete them. The idea of a to-do list is comforting, it’s tangible and having one makes us feel like we know where we are in life.

But there is a significant amount of evidence to suggest that your to-do list may actually be damaging, not only to your productivity, but also to your mental and physical health. Consider the times in your life when you have felt stressed out, with a lot on your plate and an overfull to-do list – how were you sleeping? The stress and anxiety caused by having an overwhelming number of incomplete tasks lurking in the back of your mind can have a detrimental impact on your overall wellbeing.

The Zeigarnik Effect

The human brain is more likely to dwell on incomplete or interrupted tasks than complete ones. This phenomenon is known as the Zeigarnik effect, after the psychologist who first studied it in 1927. There have been two main theories posited for how the effect works: the first argues that it is your subconscious mind keeping track of your mental to-do list, working to make sure it is accomplished; the second argues that it is the subconscious mind asking the conscious mind for help, like a child tugging on a sleeve, your subconscious mind is giving you nagging reminders to complete what it perceives to be ‘unfinished business’.

In evolution, nothing is an accident and so there are of course instances where the Zeigarnik effect is an advantage; in the original study, participants were shown to be better able to remember the subject of an interrupted study session than a completed one. But whilst this may be positive if you are attempting to utilise the effect to effectively plan your study schedule for an exam, if you are trying to manage your day-to-day professional life, it becomes more problematic. It’s very difficult to concentrate on the task at hand if your brain keeps sending you reminders of all the tasks you haven’t done yet.

Making Plans

The solution, it transpires, may lie in how you’re writing your to-do list. In 2011, Masicampo and Baumeister published a study entitled ‘Consider It Done! Plan Making Can Eliminate the Cognitive Effects of Unfulfilled Goals’. Their findings clearly showed that the act of making a list of objectives, with a clear plan for how those objectives would be achieved, has an effect on the brain that is akin to pressing a reset button. Study subjects who had made a clear plan showed significantly less tendency to return to those thoughts later on.

Anders Thomsen, former McKinsey consultant and CEO of no-more – a specialist provider of on-demand business services based in Copenhagen – says “I advise all of my team against keeping a to-do list, as there is a growing body of evidence which shows that they can actually interrupt your thought processes, thereby disrupting productivity. Instead, we have a weekly kick-off session on a Monday morning, where each department outlines their plans and goals for the coming week. I’ve found this to be a much more effective way to work, and my team agree with me.”

Decisions, decisions

The human brain has a finite amount of decision-making power each day; the deteriorating quality of decisions made by an individual after a long session of decision-making is called decision fatigue. When your to-do list contains vague items such as ‘do sales strategy’ or ‘find new customer leads’, your brain will naturally try to skip them, as they require more decision-making capacity. How many times have you looked at your list, skipped over all the things that seemed too overwhelming and ended up doing something that was easy, but offered little value? You’re not alone.

One way to ensure that a task languishes indefinitely on your to-do list is to make it open-ended. When a task has a deadline attached to it, whether that deadline is self-imposed or otherwise, it automatically becomes more significant to your subconscious, making it more difficult to skip. The main difference between a traditional to-do list and a well-executed objectives plan is that those vague to-do items are expanded into a list of tangible actions, with goals and deadlines attached to them.

“The main thing with the service that no-more provides is that it is designed to improve productivity.” Thomsen explains, “the idea is that instead of coming into work and spending your time avoiding the elephant in the room by ticking the easy win, low return items off an overfull to-do list, you send those small but essential tasks to our specialists and spend your time on something more important that requires your full focus and expertise.”

Eat your frogs

The evidence seems clear: in order to work smarter, we need to change the way we plan our time. This means changing the way we write our to-do lists, especially when we consider that 41% of to-do list items never get ticked off, while only 15% of items on a ‘done’ list even started out life as a to-do item, representing a startling disparity between what we perceive to be the required tasks and what actions are actually required to achieve an objective or goal.

It all comes back to your ability to prioritize and to write effective plans. Mark Twain once said: “If it’s your job to eat a frog, it’s best to do it first thing in the morning. And if it’s your job to eat two frogs, it’s best to eat the biggest one first.”

Of course, as we all know, that frog is often the big, vague to-do item that you’ve been skipping over for a few days now and is becoming more and more difficult to ignore. But if you break it down into its component parts and make a plan for how and when you will do each of those tasks, that frog begins to look a whole lot more palatable.

Who knows – you might even have room for a second helping.

Emily Bolton is a writer and Marketing Manager for No-More, a Denmark-based company providing specialized business support on demand. By enabling individuals to outsource cumbersome office tasks like PowerPoint and Desk Research, NoMore is making it easier for the world’s businesses to focus on what they do best

Image: Pexels

How to stay productive when facing a deadline

Most of us work pretty hard to ensure an even schedule throughout the working week: five or more days of calm, measured – if industrious – productivity. Yet most people will also recognize the simple truth that, from time to time, work tends to get bunched up together. Whether it’s a fast-approaching deadline, a backlog of tasks, or an upturn in the market, everyone has to face up to striving onwards in the face of fatigue every once in a while.

It’s a common characteristic of the way we work, so it makes sense to be prepared for these tiring periods in advance. That way, when it’s two hours past your normal leaving time and there’s still no sign of getting home for the evening, you’ll be able to power through without producing substandard work. And the best way you can maintain your energy over days like this is to make sure you’re looking out for yourself from minute one.

This is achieved by creating a prioritized schedule. List down each task and sub-task that you need to complete, and figure out an order than enables you to get the most urgent and most difficult stuff done first – before your brain starts to slow down! Beginning with smaller tasks (if they happen to be important ones) can also be useful if you are a natural procrastinator: that way, the first leap is much easier to take.

Your schedule should allow for regular breaks. It can be a tough discipline, on a busy day, to force yourself to rest. That’s why it is very helpful to use an app such as Break Timer to remind you when each hour comes around. Taking even a 30 second break can improve your productivity by 13% – so it is worth doing, even if your logical mind reckons that working straight through will get more done.

These breaks should not be seen as an opportunity to catch up with your online life. Emails are a legitimate part of work, but they can take over the rest of your day if you allow them. Instead, mark a specific part of your schedule for dealing with messages, switch your notifications off, and keep your phone hidden from view as even the sight of this temptation can be distracting.

Instead, consider using your break to do some stretches. Stretching can boost the flow of oxygen to your brain, and keep your limbs supple – ideal when you’re working a long, mind- and derriere-numbing day at the office. If you’re short of room, there are plenty of exercises you can do without leaving your desk. A good one is to lean forward and pull each of your legs up and back towards your chest for around 30 seconds at a time.

If coffee is your fuel, you might be interested to hear about Dave Asprey’s so-called ‘bulletproof coffee’. The self-styled biohacker reckons that adding two tablespoons of unsalted butter to your cup of Joe can help to achieve mental clarity when you’re up against it. At the very least, it provides a curious alternative on a long day at work when the kettle is your only friend!

If that sounds a bit hardcore, you can at least use your coffee break as an excuse for a change of scene. Instead of returning to your trusty kettle, try moving your operation to a nearby coffee shop for an hour or so. A fresh environment can improve your creativity and concentration: it could be just what you need when your willpower is diminishing.

Drink nothing but coffee all day, however, and you’ll soon find yourself dehydrated and underperforming. If coffee is a useful tool, plain old water is a vital ingredient for success. Allow yourself to dehydrate, and you’ll feel a lot more tired a lot more quickly. Keep track of how much water you’re drinking all day long, and that way you can pre-empt disaster by topping yourself up before you start to get low.

There are plenty of less intuitive tricks you can try to help keep your energy up when you’ve been at it all day. Working while standing up can put you in a better mood and boost your brain power, according to experts. Listening to new music can keep your environment feeling fresh and your brain active – just don’t play it too loud! And working near a window can help you absorb daylight and fresh air, which should keep you feeling more awake than being sequestered away in a dusky corner.

Finally, don’t neglect the power of peppermint. A splash of this essential oil on your wrists, or kept open on your desk, can be great for your levels of awareness. And it’s probably a heck of a lot healthier than coffee and butter!

So keep these tips in mind ahead of your next deadline push or all-nighter. If you work together with your mind and your body, it is amazing what you can achieve. These tips have been gathered into a handy new infographic so you can refer back to them whenever you need that extra boost – because sometimes, our schedule is boss and we have to find a way to get things done.

G. John Cole is a digital nomad and freelance writer. Specialising in leadership, digital media and personal growth, his passions include world cinema and biscuits. A native Englishman, he is always on the move, but can most commonly be spotted in Norway, the UK and the Balkans.

Image: Pexels

Wearable Technology: Implications for Entrepreneurs and Organizations

Imagine a world where one can rate the popularity of any individual from 1 to 5 using a mobile device. And in this imaginary world, these ratings are important for determining one’s employability, social status, and where one can live. Furthermore, each person’s name and rating is visible to everyone else through the use of a wearable contact lens. This world already exists in the Black Mirror episode, Nosedive, but is slowly becoming a reality in our world. It is not uncommon to run across people who are staring at their Apple Watch or Fitbit as you walk through the city. In fact, wearable technology is becoming an increasingly popular trend with 50 million wearable devices shipped in 2015 and an expected shipment of 125 million devices in 2019. These statistics suggest that many people are already incorporating wearable technology into their daily lives. So, in this article, we will investigate the implications of wearable technology on businesses and entrepreneurs.

Every business is looking for ways to continually improve the productivity of its employees. One research study found that the productivity of workers using wearable technology increased by 8.5%. This is a striking statistic. How are wearables doing this? Well, for example, companies like Boeing and Tesco use wearables to gather data about the time it takes to complete certain tasks. They can then perform analytics on these data in order to train their workers to be more efficient and productive in the workplace. Ultimately, wearables allow businesses to gather information on employee activities that have not been easily accessible in the past.

Productivity of employees is also connected to their health. This is particularly relevant in America, where improved employee health can allow businesses to cut costs associated with healthcare premiums. Many consumers of wearables use their devices with the intent of improving their health. In fact, 56% of consumers believe [pdf] that their wearable device will improve their fitness. However, even though wearable devices claim that they can improve health, there is no empirical evidence that demonstrates that they can. Studies show that almost a third of users will stop using their device after 6 months [pdf]. Until more studies come out proving that wearables improve consumer health or further improvements are made in wearable technologies, businesses should be wary of using these devices as a way to improve the overall health of their organizations. In essence, an investment into current wearables to improve employee overall health may not pay off.

Another challenge for wearable technologies is privacy. Even though wearables will allow organizations to gather data that was not easily obtained before, employees may object to having their data used for analytics by their organization. It will be important for organizations to prepare themselves to navigate these privacy hurdles before implementing wearable applications to gather data analytics. For example, organizations should be open and honest with their employees about which datasets they are gathering from their wearable devices. This will prevent employee dissatisfaction and potentially costly lawsuits.

Entrepreneurs should not only think about using analytics collected by wearables to improve their startups, but also be on the lookout for opportunities in the wearable technology market. Because of the potential for businesses to use wearables as a way to improve employee productivity and health, wearable technology is an emerging market that is rapidly growing to meet the needs of organizations. As of now, the wearables market is predicted to grow by 35% by 2019. These statistics suggest that there is a lot of potential in the wearables market for startups to develop new devices and applications. Ultimately, entrepreneurs that are looking for a growing market should consider investing in wearable technology and applications.

Thomas Beck is a postdoctoral fellow in the Department of Molecular Physiology and Biophysics at Vanderbilt University and co-founder of a digital mental health startup, and runner-up in the 2016 TechVenture Challenge for a novel therapeutic. Dr. beck serves as the president of the Vanderbilt University Advanced Degree Consulting Club.

Stretching the Mind

The mind is a muscle, and meditation is a form of stretching

MOST PEOPLE wouldn’t find it strange if you told them to stretch their muscles before running a race.

Stretching limbers up the muscles, increases performance, and reduces the risk of injury.

And yet, and yet, every day people around the world turn up for work and run a mental race in which it never occurs to them to stop and stretch.

The mind is a muscle, and meditation is a form of stretching.

The problem with meditation is that many people believe it’s not for them. Meditation is for hippies and prayer is for religious folk, the thinking goes, and if you don’t fall into one of those buckets then you are likely to dismiss these practices altogether.

In the cut and thrust of the corporate world, meditation is often seen as a soft idea, the kind that may get you ridiculed or fired, the province of bohemians and tree hugging pinko lefties.

Easy, easy, there is no need for name calling. While it may be true that meditation is warmly embraced by creative types, that may just be because it actually works.

Your author is no hippie. A former lawyer with his fair share of war wounds and battle scars, he is also open to new ideas.

And so, and so, to see whether meditation may have anything of value to offer, we have been trialing it for the last two weeks using a very simple book of Chinese origin called The I Ching

The results are nothing but positive.

By taking 10 minutes out at the start of your day, 10 minutes before starting back after lunch, and 10 minutes before going to bed, you can relax the mind, reduce stress, increase productivity, and decrease the number of hours you need to sleep each night.

It is working for us.

Try it for yourself. There are lots of free meditation resources available online. We are interested to hear how you get on.

Report back with your results, and share your experiences in the consulting forum.

Balancing the Scale

Scale improves productivity but also increases bureaucracy

Scale can help a company to produce more output at lower average costs.

However, production at scale also leads to unhelpful bureaucracy. As production rises, more employees are needed and executives implement more rules to keep things under control. Increasing production tends to lead to higher cash flows, and managers who were previously focused on production, innovation and bottom line results start to shift their focus towards turf battles and extreme careerism.

If this reminds you of a certain tech company (Microsoft) then you would be right. Ballmer announced this month plans to restructure the company with the aim of overcoming its slow moving and bureaucratic culture.

Productivity – Make It Personal

Assigning direct responsibility for productivity improvement makes it much more likely that action will be taken to improve productivity

PRODUCTIVITY is important.  Every organisation wants to produce more with less.

The difficulty is though, that “productivity” is a nebulous term.  Who is responsible for this “productivity” you speak of?

Assigning direct responsibility for productivity improvement to a specific individual or team makes it much more likely that initiatives to measure productivity and strategies for improving productivity will be undertaken.

Telstra’s recently released productivity report, which is based on a survey of 300 private sector and government enterprises, provides clear evidence to support this view.  The graph below shows that there is a clear link between assigning personal responsibility for productivity improvement and the likelihood that steps will be taken to measure productivity and set a specific target.

Productivity, make it personal.