How to be productive

As working from home may be the new normal now, I thought I’d try to make myself more productive. I’ve been doing a little research on productivity and here are tips I find useful.

Prior task:

There are things you can do to improve your productivity before carrying out your task:

1. Have purposeful goals:

Having goals will help you focus better, gives you direction, and you’ll be less likely to be distracted or side tracked. The goal is the destination, the journey is our work and the productivity is our speed.

More importantly, have a purposeful goals. It is important that goals are meaningful to us and will lead you to the direction to be, otherwise it’ll be a waste of time. Purposeful goal it self is a great motivator and you’ll like to take it serious and be successful.

It is also important to have goals that are clear, realistic, measurable and have a time frame. If you can clearly visualised your goals, you’ll likely to be more motivated. The goal has to be realistic, measurable and achievable to begin with. Set small achievable micro goals to help build up confidence and momentum. Set yourself a realistic time frame. These consideration will help you carry out your cost effective analysis to decide whether the goal is worth your time and energy.

It is also important to set goals with different time frame. For example, life time goals, long term (5-10 years goals), mid term (yearly), quarterly (3 months) and short term (monthly/weekly/daily). Short and mid term goals can be considered as sub-goals to reach to your long term goals.

2. Tackle one task at a time:

Confucius says “The man who chases two rabbits, catches neither”. This is true for success too. Those who try to do too many things will lose focus, be scattered and less effective. Just as the laser beam weaken when dispersed and strengthen when focused.

So avoid multi-tasking whilst performing task. And try to set one goal or sub goals in small chunk size which as weekly, monthly or quarterly and have regular reviews and reevaluation. Anything sub-goals longer than quarterly may be difficult to comprehend, feel achievable or motivate you. Take one small steps at a time and you’ll get there.

3. Have a productivity planner:

Successful people focus on their daily task instead of wasting their time day dreaming about their long term goals. Productivity planner helps daily goal to be achieved. There are micro-task list and a daily ‘to do’ list that makes the process manageable and achievable.

At night, list the task you wish to accomplish the following day. Ideally, set 1-3 goals to make the task is manageable and not too overwhelming. Setting unrealistic task will put you off. Prepare equipment or tools you need for the task in advance to save your time the follow day. In the morning,  spend time to go through the task you intend to accomplished. Set a structured routine schedule to build a positive productive habit.

4. Have will power and be mentally prepared:

Making a ‘to do’ list the night before and spending time in the morning to schedule your task will help you be mentally prepared. The mental preparation will help you be more focused and productive, as the mind is ready for it. It helps a lot to ensure your will power and mental preparation is on point.

5. Optimise your work station:

Firstly, remove all distraction in the work station. This means turn off your phone, or place it where you don’t have access to it. Turn television off. Quiet location is the best place to work, especially if it require deeper concentration.

Optimised work station by having it well ventilated air, access to good natural lighting, comfortable seating and desk height for good posture and cool white light that helps alertness. Make sure all tools are readily accessible.

6. Healthy eating and exercising:

Unhealthy lifestyle is the main cause of fatigue, brain fog and poor concentration. I recommend cutting down on oily food and sugar intake to  stabilise energy level. Increase fruits and vegetable intake. Studies have showed fresh fruits increase productivity by 10% and boost energy level. Vegetables enhance mental energy.

Exercising helps boost productivity through alertness. Exercises increases blood flow to brain and stimulates ‘brain-derived neurotrophic factor’ boost cognitive ability.

7. Meditation and mindfulness:

Scatter thoughts impairs our mental focus and productivity. Meditation is a great tool to sharpen our mind. If you can train your mind to let go of distracted thoughts and return to point of focus, this mental mindset will improve all areas in your life. This can be done through mindful breathing or mindful recitation. Apply this to your morning routine.

8. Be disciplined and self motivated:

Motivation is important fuel for us to keep going when times are difficult. It is good to include motivational reflection (such as remaining yourself of your goal and purpose) in your morning ritual.

However, know that motivation can do only so much. It is not realistic to constantly motivate yourself to get the work done. It is more sustainable to work on your discipline, work ethics and create a working habit.

Success is not so much of talent, as of discipline, focus and perseverance. So work on our work ethics for realistic long term success. Discipline means to take responsibility, avoid the distracting temptation, learn to be patient and persistent, learn to endure, and learn to be committed & stick to your goals.

During task:

1. Remove distractions:

During working on your task, ensure all distraction is removed. This means putting your phone away and turn off your TV. I recommend having no music but if you can’t do decide to play music then listen to instrumental music as lyrics can be distracting.

Constantly checking messages is a major distraction. Allocate a time outside your work time to check your email or messages.

2. Save your ‘important’ distracted thoughts for later:

There are times when important thoughts may arise and distract us from our task. Having distracting important thoughts lingering on causes anxiety as we are afraid of forgetting it or missing out on something important. Have a note pad and pen readily available to jot these thoughts down, get it off your chest and get on with your task.

3. Apply intentional mental effort & then get into the zone:

Begin with applying intentional mental effort that helps the mind get ready, draw mental energy and help you get focused. It is a good tools to help you get refocused.

Once you are settled, get into the work flow zone. Just get so into your work.

4. Set a timer:

Set a realistic period of time to focus on a task without distraction. Perhaps 20-40 min, followed by a break. Having a time frame will encourage you to focus better and reduce the anxiety of not knowing when to finish.

I hope these tips will help you with your productivity level. May success be with you! 🙂