The 10 C's That Can Instantaneously Help You Improve Productivity
Feeling like you're always playing catch up and that there isn't enough time in the day to get everything done? If so, you're certainly not alone.
However, the cause of this problem is not the scarcity of time, it is that people are trying to do too much in a short amount of time. This habit overextends people and begins a vicious cycle where they're constantly in a mode of "catch up" trying to get things done. Constantly feeling like you're behind doesn't help you operate at peak productivity. On the contrary, it has the opposite effect.
Well, what If I told you I could help you start boosting your productivity instantly, right now, without having to buy anything or hire me? Would you listen?
Whether you are a solo-preneur, entrepreneur, business owner, CEO of a multinational conglomerate, or even a stay at home parent, here are some steps followed by professionals who have made a career out of helping businesses improve productivity, that you too can utilize to achieve more in less time.
1. Chill
First things, first. If you’re stressed or anxious, you’re not going to be productive at all. So take a moment for yourself to chill and get your head right. Whether its first thing in the morning or between tasks, take some deep breaths, step outside, pray/meditate, or do whatever you need to get your pulse/heart-rate down to relax. It will help you get in the right state of mind to be more productive.
2. Categorize
Once you’ve got your head right, the next step is to get organized, and we do that by categorizing. This is the main reason people feel there’s not enough time to do all they need to do. Here’s a simple solution, categorize your tasks in terms of priority. In the medical field, this is referred to triage, whereby practitioners prioritize their patients depending on the severity of their condition. Your daily tasks should be no different, so categorize your tasks in terms of priority, such as :
Priority (handle immediately)
Urgent (do once priorities are resolved or in-process)
Not Urgent (to do when I have time)
Backlog (something to do when I have nothing else to do)
By categorizing, you will soon find that things can and should wait. This allows you to actually accomplish the more important tasks sooner and more effectively than if you were distracted thinking about or trying to tackle the less important tasks at the same time.
3. Consolidate
Following categorization, if you have two separate functions aiming to accomplish the same goal or task, why not hit two birds with one stone? This is Strategic Planning 101. Whether in your day or in long term planning, think ahead and try to anticipate opportunities for time maximization and efficiencies. Example: You need to go to the post office to ship a package. Before you go, think if you need to up on supplies (stamps, tape, packaging, etc) or have anything else to ship in the upcoming week and try to schedule accordingly. This will save you multiple trips. It may seem like common sense, but overlooking this simple step of thinking ahead and consolidating efforts can lead to frustration and wasted time by operating spontaneously.
4. Clean
One of the more challenging tasks (for some) to boost productivity is to get rid of waste. Something as simple as desk or workplace cluttered with mess makes things harder to find. When things are hard to find, it takes time to find them. When things are easy to find, it saves you time. Voila: productivity increased. Now, bear in mind I wouldn't necessarily take time out of your busy day to clean. Rather, I would save that task for downtime and categorize cleaning as Not-Urgent for minimal disorganization, or Urgent for severe disorganization.
5. Compare
Generally its mentally unhealthy to compare yourself to others, but in some cases, it can be wise. For the sake of productivity, you should take every opportunity to learn from other’s successes and failures. There’s no need to reinvent the wheel, so take a moment to observe others around you, or do some research online to see how others in your trade or industry are doing what you are attempting to do. With a wealth of knowledge and information at your fingertips, a few moments of research could save you substantial amounts of time and money, and that makes you more productive.
6. Calibrate
Following the previous step of comparing, you want to calibrate (measure or standardize) your processes once you’ve identified your optimal operating procedures. Generally, this refers to mechanics or engineering, but it also applies to business and even our personal lives. Perhaps you have a routine in the morning? This is a great place to start because it will start your day off being productive and allow you to carry this into the rest of your workday. If you don’t have a morning routine yet, it’s good to get one going now. Here’s a good place to start, take a moment to write down everything you need to do in the morning before you leave for work. Things like making the bed, showering, shaving, eating breakfast, brushing teeth, getting dressed, reading news, drinking coffee, going to the bathroom, etc. Then map where they are in your house (or hotel) and you can identify and create an order of tasks that you can follow and replicate every morning. Depending on your preferences or needs, some are more important or take priority (example: when nature calls). But the general idea is that when creating this routine, you’re not retracing steps, running back and forth, or wasting time thinking of what you need to when you wake up. Instead, when you wake up, you’ve programmed yourself to be on autopilot, saving that important brainpower and decision making prowess for more important tasks later in the day.
7. Concentrate
This should be a no-brainer but you’d be surprised how easy it is to get distracted. When you get distracted, your productivity suffers. Instead, set up a mini-sprint whereby you’re dedicating set time to a specific task. Turn off the phone or music, hold your calls, block your calendar, close your door, or do whatever you can to prevent distractions. Then once that time is up, allow yourself to indulge in the distractions you previously avoided. Repeat the process until your task is completed or a goal accomplished. This approach can be effective both in the short term (as in daily or hourly) or long term (weeks/months).
8. Collaborate
There’s so much value in teamwork, it merit’s its own category. Make it a point to find people you trust who have a shared interest in accomplishing your tasks or goals, team up with them, and then divide and conquer. This will boost morale, thereby allowing both of you to maximize your productivity, feeling the camaraderie and reassurance that you are helping each other.
9. Close
This may be difficult for entrepreneurs, self-employed, remote workers, or anyone else who thrives being hyper-productive. However, you must acknowledge when its time to close up for the day. If you over-extend yourself today, you’ll be too tired to maximize your productivity the next day. As I mentioned earlier, overextending yourself one day can start you in that vicious cycle of "catch up" the following day, and that can carry on indefinitely.
10. Compliment
Lastly, once you've decided to close up for the day, compliment yourself on a job well done. Treat yourself to a moment of relaxation, a nice dinner, or something fun to celebrate your accomplishments. It can be very helpful to list them out, either written or verbally, to reassure yourself of your daily productivity. This will help to motivate you to keep the momentum going the next day. Who knows, for those with a more competitive spirit may even try to outdo their work tomorrow.
And the honorable mention goes to...
11. Caffeine
I know I said there were only 10 C's, but its actually more like 11. For some people, adding a caffeinated stimulant such as coffee or tea isn't just nice to have, its a necessity to be productive. That said, utilize accordingly, and responsibly. I recommend staying away from energy drinks though. From my experience, the crash that occurs from being over-caffeinated in a short amount of time can significantly reduce productivity later on.