Month: February 2017

The Biggest Productivity Problem

The Biggest Productivity Problem

We all do it. We are all guilty no matter how good our intentions. And this one single thing has the biggest negative impact to our productivity every single day. So, what is it?

Not following through or following up.

It’s so easy to say, “I’ll call you tomorrow.” Or, “Let’s meet for lunch.” Sometimes we say, “I’ll send you that article as soon as I get back to my desk.”  Or, “I’ll have that report done by the end of the week.” These promises easily stream from our mouths and then quickly vanish into the air. However, the recipient takes them and holds on to them setting an expectation in their minds.

So, why don’t we follow through on the commitments we make?

First, we just simply forget what we said.

Our brains are full, our bodies are active and our days are busy and sometimes these little promises just fall by the wayside. The smartest thing to do to ensure that you follow up is to write it down. As soon as you make a commitment, no matter how big or small, add it to your to-do list. That way it’ll serve as a little reminder whenever you check your lists.

Second, we don’t mean it.

Too often we just say things, to say things. Some of these statements have become a way of ending a conversation or just a figure of speech. Some of my favorites are:

 “See you tomorrow.” (Well, will you really?)

“Let’s get together.” (Then, set a date and time)

“I’ll be right there.” (Like, now or in 30 mins?)

“I’m almost done.” (Again, tell me how much longer)

Third, we overestimate our ability to deliver.

Sometimes we have all good intentions but we’re unable to keep a commitment. The report took longer than expected. Something may have come up preventing you from finishing it or it just didn’t get done. As soon as you know that you aren’t going to be able to meet a stated commitment, let that person know and re-set their expectations so they can then adjust accordingly. Don’t wait for the day to come and go and for them to have to reach back out to you to find out what’s going on.

TRY THIS OUT: Next time you hear yourself making a commitment, stop, write it down and then come up with a plan to make sure you meet that expectation. Next time someone has to follow up with you on a commitment you made, think through how it got dropped and determine how you can close that gap the next time.

The Two Minute Rule

The Two Minute Rule

This rule is so simple in theory but harder to put into practice. Yet, if you can get in the habit of doing it, I promise you will save yourself so much time. The concept was first introduced by David Allen in “Getting Things Done” and many productivity experts and gurus continue to promote it including Daniel Pink in a recent Pinkcast episode.

Here’s how it works:  If you can complete a task in less than two minutes, you should just do it. Don’t put it off, don’t try to remember to do it later, don’t even write it down. Just do it and get it done. See, very simple.

So, how do you actually make that happen? Like I said, it’s much easier said than done but here are some examples that might help. When you bring in the mail, stand by the recycling bin and go through it. Immediately throw out any junk mail or flyers. Sort the bills into a pile to batch pay later. File anything that you might need to keep or reference later. Create a “follow up” pile for anything left over. You will never again have piles of mail laying around your house.

Similarly, you can use rule this for going through your email. This methodology called Inbox Zero is rooted in the same principle. Set aside time specific times throughout your day to check email and then follow these steps:

    1. Delete junk immediately.
    2. Archive or file emails that you may need to keep and refer to later.
    3. Forward emails that can be delegated.
    4. If a response or action can be done in under two minutes, just do it.
    5. The rest require further action and should be managed as tasks.

Some other opportunities to save time including putting your clothes away when you change, washing your dishes as soon as you finish eating, making your bed as soon as you get up in the morning. Imagine never having to find and devote time to doing a whole pile of dishes or cleaning up your room or closet. You also won’t ever have to spend time looking for your favorite sweater.

You can also use this rule for positive results. Take two minutes to call your Mom, text a friend or thank someone who did something nice for you. These are the types of things we think about doing but never get around to. How often do you say, “I was going to call you, but I’ve been so busy”? Instead of putting it off, just do it as soon as you think of it. Not only does it get done, but you feel good and so does the recipient of your kind thought.

TRY THIS OUT: As you go through the rest of your day, think critically about tasks that you need to do and how long they will take. Challenge yourself to immediately tackle anything that can be completed in less than two minutes. At the end of the day, assess how it went and how you feel. Did you get more done?