The Guardian recently featured an article about how to be more productive at work, by Stuart Heritage which particularly applied to people who were struggling to get things done when working from home or in an office with colleagues. This led us to think about the way we organise our time in the GRIN office, which we’ve included at the end of the item. The article provided the following productivity tips from experts:
1. Discover micro practices – eat a banana!
What is a micro-practice? It is a moment of calm in which you can briefly concentrate on something else to banish the logjam of overwhelm. Carmel Moore, the co-founder of the meditation firm The One Moment Company, explains that it can be “as simple as washing your face with cold water, or running up and down the stairs. They don’t require special equipment or complicated arrangements, nor do they take a lot of time. Who doesn’t have time to eat a banana without a phone in their hand? Or to stand up and stretch properly? Think of them as workday acupuncture: the tiniest intervention with the biggest impact.”
2. Embrace the Eisenhower Matrix
This is a piece of paper divided into a four-square grid, with squares marked “Urgent”, “Not urgent”, “Important” and “Not important”. Take every task you have to do each day and place it in one of the squares. As Barnaby Lashbrooke, a productivity expert and the founder of the virtual assistant service Time Etc, puts it: “Anything urgent and important should be done by you as soon as possible. Anything important but not urgent should be scheduled in your calendar for later. Anything urgent but not important should be delegated to someone else. Anything neither urgent nor important gets cut; it’s just not worth your time or effort.”
3. Don’t be a prisoner to email!
Faye Cox, a mindset and confidence coach, suggests that you set aside three or four times each day to check your emails, to allow yourself distraction-free time to concentrate on other tasks. “Allocating certain times for email will enable you to give your full attention to the message and reply accordingly, instead of sending a quick response that hasn’t said everything you wanted it to, contains typos and isn’t in the tone that you had intended,” she says.
4. Control your use of social media
Cox also recommends not playing with the open flame of a Twitter feed while you have more important things to do. “This is one of the worst time-zappers out there,” she says. “Most of us use social media for our business, but it’s the biggest time-waster and you’ll kick yourself for it later when you realise that you’ve not achieved everything you needed to.”
5. Give yourself a “Cave Day”
““Cave Day” is an interesting idea that started in a traditional work environment and has been brought online,” says Gianluca Carnabuci, a professor of organisational behaviour at the European School of Management and Technology (ESMT) in Berlin. A cave day is made of distraction-free “sprints” that help you concentrate on important work, starting with the most difficult task and working backwards. “It is based on the notion that we have got to create structures around ourselves to be able to protect ourselves from all of the input we receive. It is a choice, but we do need structures and clear boundaries to stick to,” says Carnabuci.
6. Trust your colleagues
If you are able to, commit only to meetings and messages that have to happen. Or, as Tariq Rauf, the founder of the digital work hub Qatalog, puts it: “Foster a culture of trust over tracking. Unnecessary meetings and real-time messaging eat up countless hours. Where possible, teams should encourage ways to collaborate asynchronously, without tracking people down for a status update or a quick response, and trust them to respond at a time that suits them.”
7. Get a Mentor
In terms of panic or confusion, it is always nice to be able to rely on someone who has been through it before. Domenica Di Lieto, the CEO of the digital marketing agency Emerging Communications, says: “The results from successful mentoring produce a significant motivational boost. Just solving a problem is very motivating. Weaknesses are easily identified – they are the things you don’t like doing, or the business tasks that are the biggest headache. If you identify a personal weakness, find a mentor who can help with it.”
8. Ask lots of questions
Impostor syndrome can set in when you feel that you can’t accomplish a task, although the truth is that a lot of the time the real culprit is a badly-explained task. Joshua Zerkel, the head of global community at the team-management platform Asana, points out that this is very easily eliminated with questions. Ask the task-giver for any necessary elucidation “as soon as you receive and read a brief. Without this clarity, employees are left confused about priorities, resulting in a lack of motivation and alignment within teams.”
What we do at GRIN – Variety (and rewards) is the Spice of Life!
Our approach to maintaining productivity in the GRIN office is along the lines of the “discover micro practices” concept. We divide our time up into sections for particular tasks (i.e. 8.30-10am: Emails, admin and enquiries; 10am-11am: database updates; 11am-1pm: project work etc. The daily website item, such as this one, is normally prepared between 2am and 4am). Each “task section” is punctuated by a reward – normally taking a 10-minute break to make a cup of tea. While a phone call, real-time message or the constant temptation to check emails can throw us off course, generally this approach works well for us.