I have experimented with a variety of positions over the last
25 years or so, including administrative manager, human resources manager,
secretary, and executive personal assistant/confidential secretary to becoming
a Director of my own business.
My major objective is always productivity, but efficiency
is also quite high on my list.
Since the beginning, I have always used the phrases
"productivity" and "efficiency" interchangeably without
ever stopping to consider whether or not they are the same. The difference
between the two terms has only become apparent to me over time.
Efficiency is the caliber of the work, whereas
productivity is the quantity of it. These two concepts are synonymous in every
way.
In summary, efficiency refers to doing the same amount of
work in less time whereas productivity refers to completing more work in a
given amount of time.
As was previously noted, productivity refers to meeting
deadlines, but it is also crucial to learn how to do so without compromising
the caliber of the job. You must therefore be accurate in addition to being
swift.
So how can I improve my productivity and efficiency?
Distractions would often be eliminated for me. And every
time I do that, without fail, I increase my productivity and efficiency. I usually
will start by staying away from social media and turning off personal calls in
order to do that.
I also think that by having a tidy, well-organized office
space also increases my productivity. Not to mention maintaining orderly
folders, saved files, and documents on your computer, making sure they are
saved in the appropriate locations. This can aid in the thought process in
addition to save you time from hunting for it. We can quickly lose our train of
thought when forced to halt during our most productive moments to look for a
document. Additionally, it can also be difficult to regain the appropriate
frame of mind after looking for that document, which then reduces productivity.
So what about your least favourite tasks? Do you tend to
save them till last? I was definitely at fault for that! But I have discovered
that doing so merely serves to undermine the goal of gaining efficiency and since
I came to that realization, I have started tackling my least favorite tasks
first thing in the morning, instead.
In the past, I believed that starting with the simple
duties would make the day go by more smoothly and allow me to accomplish a lot
more before devoting a lot of time to the more difficult ones. The fact is that
I was actually delaying the duties that required more effort since I knew I
would run out of steam by the end of the day and then would have had to
postpone them until the next day. It turns into a vicious cycle, and you might
never finish anything after all.
But each person is unique in their own right. So finding
out when you are most productive is crucial because some people are not as
productive first thing in the morning. When you have finally done that,
arranging your work according to difficulty throughout your productive hours
will now help you work as efficiently as possible.
In addition, using a timer and a daily to-do list will also
help you make sure you are not wasting time and that the right things are being
completed at the most practical of times.
Spending less time on projects rather than more time has
been one of my favorite productivity techniques in recent years.
You start by assigning a specific activity to a specific
time of your day by setting a time limit on how long you spend on it. This not
only saves you time, but it also lets you decide how much time you want to
devote to your work.
Did you also know that one common time-management tactic
is to use a productivity timer? I have learned that setting a timer and
deciding on a clear end point for the activity is one of the finest strategies
to limit the amount of time you spend on a task.
You are now motivated to focus your attention and energy
on the subject at hand when you use a timer to limit the amount of time you can
work on a certain task.
So set a time limit to complete the task the next time
you work on it. Believe me how surprised you will be by how much you can do
when you set a time restriction on your workday.
You can then break free from unending tasks by giving
yourself a time restriction. The hard stops will keep you from putting things
off and help your day go forward.
Set a timer. Get it done. And move on to your next task.
Moreover, despite the common misconception that breaks
are a waste of time, the truth is breaks actually assist you to focus and
enable you to work more effectively. It is usually more challenging to generate
fresh ideas when your mind is focused on one subject for such a long period of
time without a break. This is why I think we can all be more productive if we
carefully plan 10 to 15 minute breaks throughout the day.
Don't even start me on multitasking right now.
I used to think I was good at multitasking and that I
could accomplish a lot in a day. Even yet, I felt proud of it and of myself for
completing all of those tasks. I believed it to be a "talent" that
should be listed on my résumé.
Although multitasking might result in immediate
successes, you need to know that focusing on numerous activities continuously
over time can also cause exhaustion. Burnout makes it difficult for anyone to
concentrate, which increases the likelihood of making mistakes when attempting
to accomplish one's goals.
So take note that multitasking is not the best approach
to increase productivity or even efficiency, as I have learned from experience.
While I was juggling so many tasks at once, I thought I
was accomplishing a lot. Or So I thought. But I had to learn it the hard way
that I was also lowering the caliber of my work.
Needless to say, I will not be multitasking anymore. I aim
to produce high-caliber work and I actually save time and quality by avoiding
multitasking and instead to complete one activity at a time instead.
I credit three main things for my professional
development and rise in productivity over the course of my career in so many
fast-paced industries.
1. Accountability
I always hold accountability for my goals.
That usually makes me want to work harder and be more
careful always as it would make anyone. Why, one could ponder. It is straight
forward. It is because it would increase your sense of ownership and mine.
2. Motivation
Motivation, in my opinion, is a key element in increasing
not just work productivity, but also people's ability to work hard and be
happy, even children.
Unmotivated people will not like doing any assignments
handed to them, and that is a reality, whether we want to accept it or not.
I have had the good fortune to consistently have my work
acknowledged and valued.
A simple compliment can go a long way.
3. Action Plan
Above everything else, having an action plan would still
be the most important aspect in productivity.
An action plan is, however, what?
An action plan is a list of the things you must do and
the actions you must take to accomplish the goals you have set for yourself.
You should include the following in the action plan, for
example:
And the best thing about having all of your goals in one
place is that it makes tracking your progress and successfully planning things
out so much simpler and much more convenient.
The actions required for you to accomplish your goals should
be laid out in a comprehensive action plan. And do not forget to set a start
date and an end date as well, which will help you to achieve your goals much
more quickly.
However, why exactly do you need an action plan and how
would it really benefit you?
An action plan will help you stay on track and it will
keep you motivated and focused throughout. It will also provide you with a
clear direction, increase your productivity, and prepare you for any challenges
that you may encounter along the way.
When you plan and write down your goals, it will help you
to stay motivated and dedicated. Additionally, by outlining the steps you must
take to finish your action plan, you can also prioritize your objectives
according to effort.
How do you really construct an action plan is now the
million-dollar question.
How would one even start constructing an action plan?
What characteristics define a good action plan?
Although writing an action plan may appear complicated,
it is actually not that difficult if you follow a straightforward and simple framework.
It may take some effort, but I can assure you that it will be worthwhile
because it will keep you motivated and focused while you work towards attaining
your goals.
Really, all it takes to build an action plan are four
easy actions.
1. Set SMART Goals
Always use the SMART outline prior to writing your action
plan.
SPECIFIC – Always have well defined goals in mind.
MEASURABLE – Make sure your goals can be measured by
including measurable indicators in all of your plans.
ATTAINABLE – You must be certain that your goals can be
attained given the time, experience, etc., that you have.
RELEVANT – Your goals should always be in line with your
requirements, interests, and capabilities.
TIMELY – Always give yourself a deadline for completing
each of your goals.
2. Create a List of Actions
To achieve each goal, you must make a list of the tasks
you must carry out.
You will need to break down your key goals into more
manageable objectives during this process. This helps you go toward your goals
in an organized manner and makes the ultimate objectives less intimidating and
nerve-wracking.
Always keep in mind that the actions you set down should
be doable and practical.
If a task seems too overwhelming, break it down into two
or three smaller, more manageable action items.
To build a strategy that will get you to your ultimate
goal, clearly outline each activity.
3. Set a Timeline
Along with giving each of your goals a deadline, you
should also give each job in the process a completion date. Again, in order to
sustain the steady progress you are making toward your goal, you must always
establish a time frame you can realistically adhere to.
4. Monitor your Progress
Make sure to explain how you will make sure each of the
tasks you've written down will be finished by the deadline. By doing this, you
will be able to see how far along you are with each of your goals. Always be
clear about the benchmarks you'll be using to gauge progress, such as the
number of jobs finished.
Remember that an action plan is not something that must
be followed rigidly. You will need to review your action plan as you develop
and as your situation changes and make the necessary modifications to suit your
new requirements.
These are my go-to strategies, and using them should
enable you to master productivity and efficiency.
Complete your tasks. Be effective. Realize success.
