Be more productive by taking rests
Your workweek is flying by and you don’t seem to be doing as much as you should. Is it because you have too much work to do or is it because you’re not as productive as you can be?
The answer is probably a mix of both. But following a few simple pointers will allow you to optimize your efforts and get a lot more work done in less time. Things like taking a break, napping during the afternoon and prioritizing your tasks can increase your productivity.
Take a break
A simple thing like getting up from your chair and going to the bathroom can work miracles. Staring at a computer can often lead to brain-dead moments where the mind simply wanders off unconsciously.
The idea is to avoid, or at least minimize, these extracurricular midday mental journeys. Going to the window and looking outside allows for a quick fix. This can be compared to the common expression: “In order to make money, you must spend money.”
In other words, in order to save time and work more efficiently, one must take some time off from work. This seemingly contradictory premise is all but untrue.
On the other hand, you shouldn’t do things like eat at your desk because it simply doesn’t allow you to separate working time from relaxing time. You may think that you’ll save time by eating at your desk when in reality, you’ll be more productive if you get up from your desk for those 10 minutes. Optimistically, your desk should be used solely for the purpose of work.
This allows you to focus exclusively on work when sitting at your desk. But what if your body tells you it needs to doze off?
Power nap
What Spaniards commonly refer to as “siesta” has been frowned upon by many productivity-oriented American executives because they are not taking into consideration the basic needs of the human body. Although the average adult gets about 7 hours of sleep every night, they should theoretically be sleeping 8 hours or more.
By default, the body naturally wants to sleep from 2 to 4 in the morning as well as in the afternoon. Studies show that sleep deprivation costs companies $18 billion a year in lost productivity. So there is some truth to this snoozing matter.
Taking a quick nap at your desk, in your car (while it’s not moving, of course) or even in the park will allow you to refresh and come back to work more focused. No more than 15 to 30 minutes of napping gives the body a boost until the end of the day.
If you still feel bad about taking a nap in fear of feeling like a slacker, just take a look at legendary people that used to swear by these naps.
American President John F. Kennedy, often used to take 15 minute naps by leaning back and putting his forearm over his face.
Winston Churchill used to plan his strategic meetings around his naptime.
Albert Einstein used to take afternoon naps to recuperate and increase his productivity.
Thomas Edison, the inventor of the electric light, used to take frequent naps during the day instead of sleeping at night.
But what if you are the more conventional type who doesn’t like to sleep at work? Well, there are other techniques that can make your workweek fly by.
Make a to-do list
The problem that exists in many jobs across several industries is that the work seems to pile up, while the employee is constantly striving to catch up. The problem lies in the perception of the tasks to be accomplished, which should not necessarily be done in chronological order.
Writing things down, as mundane as it may sound, is a very efficient way of doing things. The simple action of crossing out things that have been accomplished is rewarding in itself, and makes the empolyee more motivated to continue.
Picture a scenario where two employees have the same amount of things to do by the end of the day. The one with a simple to-do list will most probably get things done in a quick and orderly manner.
On the other hand, the employee without a list will waste time deciding what do to next after every task. And this is where productivity is lost… deciding what to do next.
Although many people think that they must get rid of work as it comes in, that is simply not the case. Prioritizing tasks allows one to start primary projects and follow with secondary work.
What to do first
The best way to do so is by creating a simple spreadsheet separated into morning and afternoon tasks, along with ongoing work that requires continuous input over several days or weeks.
Yellow sticky notes will only confuse you by spreading out your work all over your working area. Centralize all your ideas on one standard to-do list.
Then, take into consideration any deadlines that have to be met and make a tentative order according to their complexity. For example, writing internal memos, answering e-mail, sending a fax, doing research, and what have you.
After this step is done, assign numbers for priority next to these tasks based on the amount of time and brainpower they require. This means that you should answer your e-mail and return phone calls whenever you want to take a breather. When your mind starts to wander, move on to simpler and everyday tasks. By the same token, these activities should not really be given specific time slots as they can be used to fill up your work days.
Remember to put all the “brain” work when you are fully into your work and during your most productive hours, either in the morning or in the afternoon, depending on when you work best.
Some across the board techniques, however, are also good for increasing your productivity:
Control interruptions
Keep phone calls short
Delegate as much as possible
Don’t make impossible promises
Finish a task before moving on to the next
Keep your socializing at work to a minimum
Separate your work life from your personal life
The idea behind being more productive is learning to develop work strategies that allow people to get work done efficiently. This will yield better results and decrease the stress pending on your shoulders.
So make a list, take a break or snooze. Whatever works for you, do it.
