21 If possible, set an inbox notification sound.
In cellphones this is easy, but for e-mail it can be a little tricky. However, if you can set your e-mail program or system to make a notification sound when something comes in, you can skip checking your inbox unless it sounds. Again, the usual guidelines for ringtones apply – choose neutral, not too loud, and not too long.
22 Focus!
You might say “Well, duh” or something similar. However, no tip is too small or obvious in the pursuit of productivity. Concentration is both a talent and a skill. Some people can focus on tasks easily – they’re usually the more productive ones – and some are not quite as good. However, you can train yourself to keep your cognitive and processing resources on the tasks at hand. It takes practice and, semi-ironically, concentration to build up your powers of concentration.
In cellphones this is easy, but for e-mail it can be a little tricky. However, if you can set your e-mail program or system to make a notification sound when something comes in, you can skip checking your inbox unless it sounds. Again, the usual guidelines for ringtones apply – choose neutral, not too loud, and not too long.
22 Focus!
You might say “Well, duh” or something similar. However, no tip is too small or obvious in the pursuit of productivity. Concentration is both a talent and a skill. Some people can focus on tasks easily – they’re usually the more productive ones – and some are not quite as good. However, you can train yourself to keep your cognitive and processing resources on the tasks at hand. It takes practice and, semi-ironically, concentration to build up your powers of concentration.
23 One task at a time.
Though the human brain is capable of handling many tasks at a time the cognitive part of it works best on just one thing at a time. Just like how a computer slows down when there’s too much going on, your brain is not as efficient when there are several tasks to handle at any given time. Worse, you are more likely to commit errors than a computer is, especially when you attempt to multi-task. The bottom line: One task at a time.
24 Learn and use shortcut commands.
All software needed to finish the job come with built-in shortcut commands. While the standard point-and-click method works, using shortcut commands is a more efficient alternative. Simple keystrokes can work like magic and improve your output by a lot. The less time you have figuring out which menu to pull down, the more time you will have to finish up. Also, take a good look at your keyboard. Chances are there are already pre-programmed buttons that launch certain applications from the get-go. Familiarize yourself with these shortcuts and you will make better use of your computer.
25 Get it right the first time, every time.
This is strongly related to the previous tip. When you focus on just one task at a time, you are less likely to make mistakes. Also, you should regularly check and double-check your work as you go through it, not just at the end. Every mistake can mean that you will need to redo a section, or at worst, the whole thing. Productivity is as much about ensuring the quality of each output as it is about completing as many items as possible.
Though the human brain is capable of handling many tasks at a time the cognitive part of it works best on just one thing at a time. Just like how a computer slows down when there’s too much going on, your brain is not as efficient when there are several tasks to handle at any given time. Worse, you are more likely to commit errors than a computer is, especially when you attempt to multi-task. The bottom line: One task at a time.
24 Learn and use shortcut commands.
All software needed to finish the job come with built-in shortcut commands. While the standard point-and-click method works, using shortcut commands is a more efficient alternative. Simple keystrokes can work like magic and improve your output by a lot. The less time you have figuring out which menu to pull down, the more time you will have to finish up. Also, take a good look at your keyboard. Chances are there are already pre-programmed buttons that launch certain applications from the get-go. Familiarize yourself with these shortcuts and you will make better use of your computer.
25 Get it right the first time, every time.
This is strongly related to the previous tip. When you focus on just one task at a time, you are less likely to make mistakes. Also, you should regularly check and double-check your work as you go through it, not just at the end. Every mistake can mean that you will need to redo a section, or at worst, the whole thing. Productivity is as much about ensuring the quality of each output as it is about completing as many items as possible.
26 Identify the time of the day where you are at peak
perf ormance.
Just like TV has prime time, there is also a certain time frame where you are at your best. You can concentrate the most, able to work faster and more efficiently and produce better results during these hours. Do yourself a favor and make the most out of your prime time and really work into overdrive. The most difficult tasks of the day should be done when you are at your best. Anything that requires less attention should be moved to other times of the day.
27 Take notes.
Whatever it is that you do, don’t forget to take notes of significant things. For example, if you come across some possibly important bit of information, make a quick note regarding its location and content. That way, you can put it out of your mind until the time you need it. Keeping your mind as free of clutter as possible makes it more efficient; the same principle applies to relegating reminders to your smartphone rather than your internal active memory. You might find that this technique also reduces the number and intensity of headaches!
28 Tackle everything during the meeting.
Getting up and out of your desk and asking your coworkers about work- related things are not only bad for your productivity but theirs as well. It is a complete waste of time and should be avoided as much as possible. This is why the time for meetings should be used for asking questions and making things clear with your coworkers. The more frequent the meetings the better it will be for everyone. Schedule meetings on Thursdays or Fridays instead of Mondays to avoid burning out your employees at the start of the work week.
Just like TV has prime time, there is also a certain time frame where you are at your best. You can concentrate the most, able to work faster and more efficiently and produce better results during these hours. Do yourself a favor and make the most out of your prime time and really work into overdrive. The most difficult tasks of the day should be done when you are at your best. Anything that requires less attention should be moved to other times of the day.
27 Take notes.
Whatever it is that you do, don’t forget to take notes of significant things. For example, if you come across some possibly important bit of information, make a quick note regarding its location and content. That way, you can put it out of your mind until the time you need it. Keeping your mind as free of clutter as possible makes it more efficient; the same principle applies to relegating reminders to your smartphone rather than your internal active memory. You might find that this technique also reduces the number and intensity of headaches!
28 Tackle everything during the meeting.
Getting up and out of your desk and asking your coworkers about work- related things are not only bad for your productivity but theirs as well. It is a complete waste of time and should be avoided as much as possible. This is why the time for meetings should be used for asking questions and making things clear with your coworkers. The more frequent the meetings the better it will be for everyone. Schedule meetings on Thursdays or Fridays instead of Mondays to avoid burning out your employees at the start of the work week.
29 Clear your mind as needed.
It does not have to be some exoteric Zen trick. Simply pausing your thoughts and taking deep breaths for a few seconds is enough to lower your blood pressure and clear your mind of clutter. If you find yourself getting confused or having a headache, pause somewhere you can easily pick up, and take a few moments to re-center yourself.
30 Get up and stretch regularly.
You might think that getting up keeps one away from work and distracts from the task at hand, but think again. When you get up and stretch, you relieve stress on your body and mind. With fewer distress signals to bother it, your brain can become more efficient than it could have if you just slogged through the aches. The trick is to pause your work in a way that you will find it easy to resume from. If your work was a set of math problems, then you should pause after completing a problem, not while in the middle of one.
It does not have to be some exoteric Zen trick. Simply pausing your thoughts and taking deep breaths for a few seconds is enough to lower your blood pressure and clear your mind of clutter. If you find yourself getting confused or having a headache, pause somewhere you can easily pick up, and take a few moments to re-center yourself.
30 Get up and stretch regularly.
You might think that getting up keeps one away from work and distracts from the task at hand, but think again. When you get up and stretch, you relieve stress on your body and mind. With fewer distress signals to bother it, your brain can become more efficient than it could have if you just slogged through the aches. The trick is to pause your work in a way that you will find it easy to resume from. If your work was a set of math problems, then you should pause after completing a problem, not while in the middle of one.
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