Category: Communications

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.

So Many Inboxes, So Much Time

So Many Inboxes, So Much Time

My phone buzzes. My instinct is to instantly grab it to see what someone needs. But wait, what do I check first? There are just so many incoming messages coming into so many different inboxes. So, how do we keep up? It’s no wonder we waste so much time checking and responding to messages without realizing how ineffectively we are using these tools to actually communicate.

So, back to my phone. I read a few text messages and respond to one. Move on to email. I have my personal email box and my business one. Too many messages. I’ll come back to that later. I have 10 messages on my Slack channel, something must be going on. My LinkedIn app is showing a new unread message so I go there next to see who might want to connect. Then Facebook Messenger is indicating a few more incoming messages. While I’m here, I might as well check to see if I have any Twitter Likes, Retweets and DMs and Instagram Likes and DMs as well.

An hour later, what have I actually accomplished? Absolutely nothing. And quite honestly I’m not sure what I’ve learned and what I should do next. It’s like flipping through 200 channels without watching a thing.

Here are some communication best practices you might want to consider before sending your next message:

TEXT MESSAGES

 Unless you’re communicating with close friends or family, reserve texting for short, urgent messages that can be addressed with a quick, short response back. Try to avoid sending group text messages since every response goes to all recipients. Don’t use text messages to connect with someone for the first time.

EMAIL

Use email for most communications to share information, coordinate meetings and events or collaborate on ideas. Email is also great for communicating with groups of people. Use email if you’re asking the recipient to do something for you. This way your message will also serve as a reminder to them.

FACEBOOK

Facebook is a personal, social network and should be used to communicate primarily with friends and family. Be thoughtful about reaching out to co-workers, bosses or employees since they may not be comfortable connecting on a personal level. Also, try to avoid pushing your products or services too aggressively.

LINKEDIN

Think of LinkedIn as your extended professional network. This is where you can connect comfortably with work associates and partners. Be sure to limit posts, messages and updates to professional topics and articles.

TWITTER

Limit Twitter use to sharing breaking news, articles and updates. Sports scores, headlines, quotes and updates with immediate relevance all make the most sense for Twitter.

INSTAGRAM

People look at Instagram, they don’t read it. The photo or image you post should be the message and should stand alone. People shouldn’t have to read the caption and comments to understand the message.

Most importantly, don’t use send out the same message through all of these channels. Pick the most appropriate communication channel for your message and send it!

Gotta go.  My phone just buzzed. It must be something urgent.

TRY THIS OUT: Try to set aside a few times a day to check your various inboxes during breaks in between work times and meetings. Also, it really helps to turn off all of your notifications, alerts and badges. Before you shoot off your next message, think about the list of best practices above and make sure you’re using the best channel for the message.