How to Boost Your Workplace Productivity by 66%

If you work in an open plan office, then research has found that your productivity reduces by up to 66 per cent, because of…

*Orchestral music builds slowly, then reaches crescendo*

Background noise.

So, how do you snatch your productivity back?

Simple.  Just get an MP3 player, put on some headphones and listen to soothing music or sound effects that don’t include words or lyrics.  There’s heaps of apps for your iphone or ipod that can do this, like White Noise Lite, Soothing Sounds Pro, iYuleLong, etc.

Here’s a 5-minute video by Julian Treasure.  He studies sound and advises businesses on how to use it in their workplace.  It’s fascinating.

Confessions of a Productivity Geek

Productivity geeks love getting things done.  They love David Allen, LifeHacks, time tracking software, lists, GTD apps and gadgets that should (in theory) make them more productive.

They study sleep patterns, alertness, procrastination, positive psychology, and self management.

I love those things, and I do those things, because yes, I’m a productivity geek.  (I even have an expensive, ugly wrist watch that measures my sleep biorhythms).

And here’s my confession:

Despite knowing in my head how to be massively uber-productive, there are times when I deliberately ignore that knowledge.

• There are full work days when I don’t complete even one single item on my perfectly-prioritised to-do list – other seemingly critical stuff just springs up.

• There are times when I don’t look at my calendar, and then suddenly rush off late to an appointment (or cancel it because I’ve missed it).

• I’ve written about “not having favourites” in a to-do list, and yet I sometimes sacrifice important tasks for favourites.

• My sleep biorhythm watch tells me that I’ll sleep better if I don’t eat too much food late at night, but I still do it.

• My calendar tells me to go to the gym, and instead I go and order a meat-ball Subway with 2 macadamia nut and white choc-chip cookies (I did that today – admittedly I had a few other tasks to do in that time, too).

So, why the disconnect?  I can recognise a few reasons:

1. Energy levels are variable.  Being productive requires a minimum level of energy or things start to fall apart – even if you have a supposedly bulletproof, simple system that even a dummy can use.
2. Productivity techniques sometimes don’t match a person’s wiring.  (No matter how hard I try, my extroverted, creative tendencies make it hard for me to plug my way through a boring list – I need to consider this when preparing my tasks).
3. Human interaction is messy.  Things don’t always go according to plan.

For a change, I’m not going to suggest a list of solutions to this problem.  Other than constantly evolving and reassessing what works and what doesn’t, I believe that the solutions to the problem are limited because it is a natural part of the human condition.

Do you agree?

PS: Have you registered yet for our next event on 17 October – “The Art of Influence” with Tim Costello, CEO of World Vision Australia? Seats are running out.

Top 10 Productivity Tips

A few days ago, Lifehacker.com published their top ten productivity tips.  It covers:

1. Doable to do lists – how to separate email from to-dos, the best to-do lists methods and more.
2. 10 Obscure Google search tricks – how to find more specific answers.
3. How to use your calendar or tickler file to remind yourself of stuff in the future.
4. Different applications to capture your ideas on the go.
5. Using a timer and doing a “work dash”
6. How to do web quick-searches.
7. How to do local quick searches.
8. Inbox Zero theory (we’ve written about this before).
9. Keyboard shortcuts.
10. Text expansion tools – how to automate those times that you write blocks of text repeatedly.

Click here to see the article in full.

Too Much Information Can Lower Your IQ

Can you identify with any of the following?

• You skip lines when reading a bedtime story to your child to get it over with.
• You can’t sit in a chair and do nothing for 30 minutes.
• You get takeaway because cooking takes too long.
• You miss birthdays because of work
• You can’t turn your phone off
• Your work means you currently neglect your relationship with family and friends but you plan to make up for it in later years (one third of working Australians admit this)
• You don’t have any issues with simultaneously talking on the phone and going through a checkout register

If you answered “yes” to any of the above, then read on.

According to the Slow Movement, it’s a good thing to be a bit “slow”: 

• In Europe, working hours have been reduced, and productivity has improved (see video). 
• In Scotland, a high-achieving private school banned homework for everyone under the age of 13.  Children’s marks went up 20% in Maths and Science (on average) in 2004 (see video). 
• In 2005, Hewlett Packard conducted a study showing that the constant barrage of electronic interruptions by phone and email causes IQ levels to drop 10 points – double the effect of smoking cannabis (Voyeur, April 2009, p37).

One of the Slow Movement’s leading advocates is journalist and author Carl Honore.  Check out his blog and his 18-minute TED presentation:

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The Myth of Productivity

This was a typical day: You would see me clearing my inbox in the morning, responding to emails in a flash, posting tweets, answering the phone, reviewing others’ work, advising clients, jogging around like I’m really getting stuff done.  In a taxi to a client, I’d be on the phone to another client.  Back in the office, I’d be checking my email, and talking on the phone at the same time (typing quietly so the client on the phone can’t hear it, of course). 

“Wow.” I would think.

 “I’m multitasking.”

“Multitasking is cool – I’m being so productive.”

No, it isn’t.  And No, I’m not. 

“Multitasking is the pride of middle-management” according to Maxwell Maltz, author of Psycho-Cybernetics (which has sold 30+ million copies).

It’s true.

Highly productive people do one thing at a time.  If you’re a multi-tasking addict, here’s your prescription: Clear your desk and put ONE thing in front of you.  When tempted to be distracted, write down your “to do” on a distraction pad next to you.   Stay focused on the task until it’s done.

It’s liberating.

PS.  Multitasking of itself is not the enemy.  Just realise you can’t be super-productive if all you’re doing is multitasking all day. (Photo by _TomTom_)

Jon felt like he was doing 5 things at once. In all, he wasn't being super-productive. (Photo by _TomTom_)

 

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Why is he a morning person and I am not?

Understanding your circadian rhythms helps you squeeze productivity out of your day.   Your body follows a 24-hour rhythm which includes peak time (where your alertness is 10/10) and low time, where you feel like you’re sleepy, drunk, or hit-by-a-bus.  1 hour of peak time is the equivalent to 2.5 hours of lowtime when it comes to getting your work done.   The natural conclusion is to do your challenging and important activities during your peak time.

65% of the working population have  their peak time in the morning.  If you’re a night owl, your peak time is probably late at night.   However, consider that:

1. You can manipulate your rhythms by changing your routines (at uni I was a night owl.  Now with a family and a challenging job, I’m a morning person).
2. Sometimes you need to be productive regardless of the time.
3. Eating and exercise affects your circadian rhythms.  A low-carb lunch means that 3pm doesn’t have to be sleepy-sleep time. (Photo by Christopher Huffman)

After partying all night, Carol the owl refused to get out of bed in the morning (photo by Christopher Huffman)

There a two ways to work out your own rhythm:

1. According to Wikipedia: “The classic phase markers for measuring the timing of a mammal’s circadian rhythm are…core body temperature … People must remain awake but calm and semi-reclined in near darkness while their rectal temperatures are taken continuously.”  Sounds like something out of an alien-abduction manual. 
2. Alternatively, draw a line along the following table to map out your circadian rhythms in a typical day.  I’ve done mine, on the assumption that I eat a 500gm steak and chips for lunch, with hot blue-cheese sauce.

My Circadian Rythm Chart. What's yours?

Once you’ve done that, decide on what activities you’ll do in your peak time, and then what you’ll do in your low time.  Have fun!

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Even though I talk about you behind your back, trust me. Okay?

A white collared friend of mine was recently sitting in a high-level meeting room overlooking the city of Melbourne, along with a slick-haired, pointy-shoed 50-something partner of his firm and two key decision makers from the firm’s client.  The four of them were discussing important business matters, but then somehow conversation drifted into a discussion about the record-breaking 43C temperature.  From there, the discussion shifted again, this time to the fact that the partner had just recruited a smokin’ hot personal assistant.   The partner went on to explain how visually delightful she was, and how easy it was to choose her as his PA over the other “large woman” that was going for the job.  The clients found this amusing and asked if the PA was currently wearing a bikini (a reasonable question, given the temperature at the time).   Periodically during the meeting, the partner would find a reason to buzz the PA through the intercom, and would get her to bring to the meeting room drinks, and random documents  – much to the partner and the clients’ amusement. 

The point is, do you think the PA, my white-collared friend, or the client, actually trusted that partner?  Would my friend dedicate 110% of his energy and passion into working for him?  Would the PA?  In Steven Covey Jnr’s book “The Speed of Trust”, he talks about the old way of doing things:

Strategy x Execution = Results

Compared to the new way of doing things:

Strategy x Execution x trust = Results. 

Low trust levels will reduce speed and increase the cost of results.   High trust levels will reduce cost and increase speed of results.

One of the quickest ways to build trust is to never, ever talk negatively about someone behind their back.  It’s a simple concept, but difficult to execute consistently.   Here’s your trick for today: when tempted to comment about how hot your PA is or how annoying your boss is, try paying her a compliment instead. 

(If you reckon this is helpful, why not email it to a friend? You can also get this blog by email. )

Jemima struggled to trust her male friends, who she suspected to be talking about her behind her back. (Photo by Foxypar4)

How to control interruptions

Sometimes, you want interruptions.  Working on a boring project, listening to a boring presentation, or being stuck in a conversation about a boring topic.  Interrupt me, baby and I’ll love you for it. 

(picture by maxestes - http://www.flickr.com/photos/madebymax)

 

Other times, you don’t.  Here’s a few tips to keep interruptions under control:

1. If you have a closed office, avoid having multiple visitors chairs – use meeting rooms instead.  It’s easier to say “I have to go” than “You have to go”.
2. Ask “what is the meeting about” before agreeing to it. 
3. Choose the best time for discussion – it might not be now.  Elect a time that you’re typically unproductive.  2.30pm for me is perfect for meetings – I’m tired from my high-carb lunch and would rather talk because talking energises me.
4. Create a list of things to discuss before just interrupting someone else when you have a good idea.
5. Don’t react to your email inbox.  Turn off any sounds or pop-ups that tell you “you have mail.”
6. Negotiate your time.  If a boss or colleague asks you to do something yesterday, tell them your top three priorities for the day and then ask them to tell you how to rearrange them.  They’ll love it.

 

How do you control interruptions? 

 

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Innovate or Die

Think of the most innovative company.  What is it?  Apple? Google? Think of the most innovative person.  Who is it?  Da Vinci?

 

In the book Blue Ocean Strategy, the authors say that the one thing tying together all the hugely successful companies since 1880 is ongoing innovation.  The ability to create a “new market” with low setup costs and high demand.  Examples include the Nintendo Wii and Macca’s McCafe.  The innovative products and services create a new market with no existing competition and result in roaring profits. 

 

Innovative companies are full of innovative people.  I think there’s two kinds of innovation:

 

1.       Mini-innovation (tiny, challenging ideas which are totally new and exciting.  They help you creatively improve something or someone).

2.       Mega-innovation (the result of consistent Mini-innovation).

 

You might only have a few Mega’s in your life.  But, you can have a Mini every day, if you like.  All you need to do is learn from da Vinci.  Every day he selected a theme, and then carried around a notebook and recorded observations.  The “aha” experiences just naturally followed.  Choose your theme.  Use the gaps in your day to think about it.  Mind Map your ideas.  Da Vinci was famous for a number of Mega-innovations – but there were thousands of Mini’s which helped him get there.  If you’re constantly thinking around a theme, you’ll start innovating in no time.  Make a habit out of it, and your business will start to show the effects of it.

 

(If you reckon this is helpful, why not email it to a friend? You can also get this blog by email. )

This is one way to think on paper. Find a way that works for you and that suits your wiring.