11 Simple Ways for Productivity Improvement

When you first start a business, it is relatively easy to maintain order. Simple tasks such as making phone calls, or balancing the checkbook aren’t challenging. But, as you acquire new customers productivity improvement is necessary. This post lists a few productive tips for a more productive day.

Many of us believe that we can multitask. In fact, just about everyone attempts to multitask. But recent research has shown that the brain cannot execute tasks simultaneously. Each time you stop to do something else, there is a stop/start process in the brain. 

Furthermore, scientists suggest you should take a break every 60 minutes. It helps the brain to reset, making a more productive day. 

With that in mind, how can you possibly get your tasks done in just 24hrs? Here are a few productive tips for productivity improvement.

Create a time audit

To create an effective schedule, you must understand where your time is going. You think you are spending thirty minutes on social media when, in reality, you sit there for over an hour.

Different time tracking apps are available to help you to keep track of time spent on tasks. You can then access the report to find out what is taking most of your time. While online apps are great for time tracking, I still enjoy the old school calendars. You can find great options at At-A-Glance Planner.

Managing your time is essential for productivity improvement. Using your time wisely can lead to a very productive day. 

Plan ahead

Planning is a necessary evil. I dislike planning because nothing ever goes according to the program. Nonetheless, creating a schedule is essential, especially when you are overloaded. Here are a few scheduling productive tips:

• Monthly: Creating a monthly calendar with all the recurring tasks is a great way to start. If you are a business owner, you know when payroll has to be done; or a bill to be paid. Having those tasks written will help you keep track of duties.
• Weekly plan: Take a few quiet minutes one day of the week. Think of all the things you need to accomplish over the next week. Focus on one thing you want to achieve for that week. Using a planner, create a rough schedule. Try to follow the schedule closely. Concentrating on the one thing you want to get done is essential. 
• Daily: Spend a few minutes each day — either the prior evening or the morning of — writing down the three most urgent or critical issues for that day. It will help you concentrate on the right things. 

Set a time limit for each task

In this step, the audit comes handy. If done correctly, you will have a good idea of how long it takes you to complete recurrent tasks. This exercise helps you with scheduling your tasks properly. Hence, leading to a more productive day.

Set a time limit when scheduling each job, adding a buffer between them. It will help you maintain yourself on schedule. The cushion between each slot is useful in case one goes over; it will not put you off track. If you finish it earlier, you can always allocate the time to another assignment.

Do your most important tasks first

Take care of the most challenging duties first. The reason behind this method is because you usually have the most energy in the mornings. Hence, it is better to tackle these in the mornings. It will also give you a feeling of accomplishment throughout the day. I discuss the task organization and other productive tips with more details here.

Block times off your calendar

Setting a section of the day aside for critical tasks are vital for time management. All of my field supervisors have to approve time cards every Friday, regardless if it is a payday or not. At the same time, I have Mondays between 9:30 am and 10:30 am blocked off to ensure time cards are correct. Furthermore, every Wednesday before payday, I have between 8:30 am – 10:30 am blocked off to do payroll. The only task that has a crucial deadline is the Wednesday before the payday. However, by verifying any discrepancy in the time cards the weekly, I reduce by more than half the time spent doing the payroll.

Get organized

When I work in the field, picking up tools, and cleaning up the jobsite at the end of each workday comes naturally. When I work in the office, not so much. It is easy to leave that piece of paper on the desk. Or not take the trash out. 

Start by creating a home for everything. You have to make sure you return each item where they belong. Clean your workspace at the end of each day. It might take time to become organized, and once you do, make sure you maintain that way.

Forget perfection

When you are a perfectionist, nothing is good enough. Meaning, you will keep going back to the same task over and over, bogging down production. Perfection does not exist, especially in business. To have a productive day, do your best and move on to the next job.

Keystone habits

Some habits can change your life forever. Frequently exercising, eating right, meditating, and creating a daily routine are just some examples. 

For productivity improvement, you must change your habits. You can begin by creating clear intentions and start with small changes. Focus on overcoming little bad habits, and celebrate every small victory. Over time, good habits will replace the bad ones, and you will be healthier and more focused.

Eliminate half-work

You probably heard this productive tip before. But what exactly is half-work? You are balancing your checkbook in the computer, and decide to take a quick break to check social media. In other words, you are stopping your work to do something completely unrelated.

A straightforward way to overcome this is by scheduling breaks during your task. Researchers say take a quick break for every 60 minutes worked. I find a good stopping point and go for it.

Use a digital calendar or a physical one

This is one of my favorites. Using an electronic calendar gives the power to control my slots, and reschedule if necessary. It also allows you to create appointments, reminders, and block times. I love to use the Apple calendar as it directly syncs with all my devices. However, other online calendars, such as Google and Outlook, are handy as well.

On the other hand, I still enjoy keeping a day-planner in hands. It is a lot easier to write down my tasks as I remember. Also when I finish packing for the day, I write down everything that I am planning on doing for the next day.

I long to accomplish a great and noble task, but it is my chief duty to accomplish small tasks as if they were great and noble.

Helen Keller

Delegate

For a business owner, delegating a task is very difficult — trust me, I know. However, it is a necessary evil. It can be a real time saver.

To ease the pass down of tasks, I ensure the person doing it is capable and trained. Also, I have the tasks standardized step by step on what needs to be done. If they run into a problem, a solution is on the instructions. All they have to do is read. That way, you are managing a task, not a person. 

Understand that you will never be done

Set your mind and heart to the fact that your to-do list will only grow, and you will never be done. Some tasks will linger forever. You have to practice acceptance of your current situation and recognize that failing a job does not make you a bad person.

Following those steps, in no particular order, increase your productivity improvement to some level. If you are feeling overwhelmed with the amount of work you have to do, focus on your accomplishments. Also, breaking down your to-do list into sections will assist with motivation.