7 Small, Easy Changes To Improve Your Productivity

Sunday 14^th May 2017 heralds the start of Work Wise Week 2017, the aim of which is to promote different ways of working and smarter working practices for employers, employees and the self-employed. 

Flexible, remote, mobile and agile are all terms you may have already seen used to describe changing the way we work but, essentially, it is about individuals figuring out what they need in order to do their best work and employers figuring out what they can do to make those things happen for as many of their employees as possible. 

When you own a business or you’re self-employed however, the principles you hear about flexible working and work-life balance can seem like a distant dream.  Many people start their own business with the draw of being their own boss, setting their own course and creating a working life that seamlessly allows times for all the fun stuff too.  However, managing multiple demanding clients and doing everything yourself usually means you’re working every available hour.

The idea of changing something just feels like another thing to add to the burgeoning to-do list.

If all that sounds familiar, you are not alone.  Here are my 7 small changes that could make a big difference to your working week.

1. What 5 things make your day a good day?
   It’s a simple question and everyone’s answer is likely to be slightly different. Some will have “a quick commute”, “getting outside on my lunch break”, “not being interrupted”.  Some will have “ticking off my to-do list”, “starting something new”, “going out after work.”  Some are in your control, some less so but knowing what they are can help you design your working day to include at least some of them!  For example even a short walk outside can make you more productive, improve your attention span and your mood!
    
2. STOP Multitasking!
   Doing more than one thing at a time might seem really useful but we actually reduce our productivity by up to 40%. By giving all your attention to one thing you will get through it more quickly and more effectively.  The same is true for people either face to face or over the phone.  We all know how frustrating it is when the person we’re talking to isn’t listening properly. So stop. Listen. Pay attention. No phones or laptops in meetings.
   You can set shorter meeting times and spend less time on tasks.  Try it. It works.
    
3. Say No….but.
   As an employee or a small business, it may feel like you can’t ever say no but you can.  The key is to offer an alternative.  “I can’t get it to you today but I can get it to you by 2pm tomorrow. How does that work for you?”
   You have the best sight of your priorities, workload and how you work best.  If you’re an early bird then working through the night to hit a last minute demand is likely to wipe you out and deliver a sub-standard product.  Better to propose a reasonable alternative that means the client gets what they want and it’s up to your high standards.
    
4. Get Help
   Sometime you can be so busy doing everything you can’t imagine taking the time to bring someone else in.  At times like that it can be helpful to think of what only you can do. I am able to everything in my business but every hour you spend on back office tasks is an hour you could be delivering for a client (and making money!).  Whether it’s using accountingsoftware like Quickbooks to make everything add up or employing a bookkeeper or accountant to do it all for you, help is there.  Make use of it.
    
5. Eat the frog!
   When things are busy, it is easy to put off the things we don’t want to do.  The problem is, they don’t go away, they just lurk there and cast a shadow over everything else.  The phrase “eat the frog” works on the principle that, if you have to eat a live frog, it doesn’t pay to sit and look at it for too long!
   Break it down.  What is the smallest thing you could on this task? Do it first thing in the morning and then the rest of the day will seem easy in comparison.
   And the best bit? The task is rarely as bad or as difficult as we fear it will be!
    
6. Prepare for tomorrow today
   Whenever you end your day, take 5 minutes to look ahead to tomorrow.  Just 5 minutes.  Think about it, run it through, think about how you’d like it to be.  How will you integrate some of your 5 things (question 1) in to the day?
   This mental preparation will mean that as soon as you get up, you’ll feel more prepared and ready to take things on.
    
7. Recognise daily successes – every day!
   It’s easy to be so busy we forget how much progress we are making every day.  Take 5  minutes at the end of every day (once you’ve finished step 6 above) and summarise your highlights.  Size doesn’t matter!  Whether it’s landing a huge deal or taking a walk outside, developing the habit of acknowledging successes every day will help you overcome those tough times and remind you why you do what you do!

Stephanie works with intelligent individuals and teams on leadership, personal impact, choice and change. Find out more at www.stephaniesmithcoaching.co.uk

On Your Marks.... Get Set....

Returning to work after a good holiday can feel like being asked to run a marathon after eating a four course meal. You feel a bit sick and under prepared. You don’t know exactly what to expect but it’s likely to be hard. You’re not even sure what the prize will be at the end. But you grit your teeth and open that Inbox anyway.

Most of us know we need to come back to exercise gently after a break. Going in too hard, too soon causes injuries which, in turn, can impact our ability to hit our fitness goals.

So, rather than taking a deep breath and just diving back in to work, let’s look at what we can learn from the athletes approach.

Successful athletes know that they are more likely to achieve their goals by developing three main elements: their physical aptitude, their technical skills/experience and their mindset.

You may be already conscious of what you eat and how much you exercise. You probably have a plan to develop enhance your skills/experience.

But what about your mindset?

An athlete’s mind:

• Envisages the outcome – what it will be like to cross the finish line/make the putt/score the goal
• Focuses on what matters – every activity moves them towards their goal
• Takes self-care seriously – they eat well, sleep well and do what they can to avoid injury
• Understands the cost of commitment – whether it’s a restricted diet or time away from family & friends, they consciously choose whether it is, or is not, worth it.

Not convinced?

When Andy Murray teamed up with Ivan Lendl, they worked as much on his mindset as they did on his physical and technical play. An Olympic gold medal and the Wimbledon title followed. And after Rory McIlroy prioritised his desire for a career Grand Slam over his forthcoming wedding, he duly won the Open and the US PGA, just needing the Masters to achieve his goal. Breaking off an engagement is a huge decision but it was a choice and only he could make decide whether it was right for him.

If you want to adopt an athlete’s mindset to help you back to race pace after your holidays, try these questions;

1. What is a great outcome for September and October?
   Envisage, draw, write about your personal and professional outcome. Add lots of detail and allow yourself to think BIG.
2. What is most important to you? 
   What are you not prepared to sacrifice for your goal?
3. What can you do everyday to keep you on track for your goal?
4. What will you do to look after yourself? 
   NB: This is not selfish, this is self-care. You cannot do all the things you want to, or support people who rely on you if you are not in top condition.
5. What are you prepared to start or stop to make your outcome a reality?

Answer these questions honestly and that marathon will feel like a walk in the park.

If you'd like to talk more about careers, choices and leadership, get in touch!