JUST DO IT? WAIT!

action, air, balance

JUST DO IT – the famous phrase from NIKE’s advert has become popular in motivational posts, videos and speeches. Why wait? Stop thinking about it for ages. Stop procrastinating. Just do it! Right? No. Not really. Not always.

Some people tend to dwell too much on prep and planning stages or postpone things too much but taking actions mindlessly just to do something related to their goals is not the smartest move either.

You need to have an action plan; a good, well-thought-out action plan where you write down your goals, particular actions, steps and tasks.

Only 3% of adults actually write their goals down.

This is one of the reasons why over 90% of people fail working on their New Year resolutions by 15th January each year!

There have been a number of studies which indicate that people who write their goals down are 50% more successful in achieving what they plan.

You should always keep the note with your goals with you; for example, in your wallet. Why is it so important? If you keep your goals and action steps in your mind (especially if you have an active lifestyle):

  • you may forget about some of the goals or actions sometimes; an average human being has around 1,500 thoughts per minute – you can’t always ensure that your goals are kept on top of all these thoughts; often there is no energy & time for it
  • you may often feel that there are other more important or urgent things that are written, for example, in your emails
  • you won’t treat your personal goals as seriously as work or college/university-related assignments and projects (a lot of these are given to you in a written form or you are expected to write these things down!)

You need to come up with deadlines so your personal goals matter and are treated as any other, for example work goals. Once you have these important aspects sorted out then yes, take action!

And remember to book some time for reviewing your goals and plans because you will notice quickly what mistakes could be avoided, what works and what doesn’t, and what you can do to improve your working style.

Don’t JUST mindlessly DO IT!

THE 3 BIGGEST PRODUCTIVITY MYTHS – Motivation 3/3

balance, business, cobblestone

THE MOTIVATIONAL MYTH

There is something called motivation, I do agree, but some of us often try to rely on it instead of believing in ourselves more and taking action. We can do what we want if we focus on managing tasks and our energy instead of constantly seeking inspiration and motivation to drag us towards our goals. It doesn’t work that way.

If you enjoy doing what you are doing and working on then you don’t really need any external motivation, do you? You do something because you like it or love it. Some of us think that motivation precedes action. Does it? We have to have some internal motivation but that often shows up during or after activities we do, not before. Otherwise, can you imagine that a successful sportsman waits for inspiration and exercise only when he or she feels like it?

If you don’t enjoy what you are doing then watching a motivational video won’t help; surely, it’s not a long-term solution anyway.

You need to find out EXACTLY why you don’t like something and consider what you can do to change this. Is the task too boring or difficult? What can you do about it?

  • Can you make some modifications to make the task more attractive? Can you do something to enjoy it a bit more while doing it, e.g. listening to an audio book or your favourite music while cleaning?
  • If it’s difficult can you watch some tutorials about it or take up a course or two so you can extend your skills and knowledge and become a bit more of an expert in it?
  • If you can’t find a way to improve anything, then a technique such as Pomodoro may be useful (blocks of 25 mins of work using a timer). You can read more about this technique here . Pomodoro timers are available online for free.

Read about and listen to productivity tips but also do spend some time on observing and considering what really works for you and what doesn’t because even the best methods won’t work for everyone in the same way.

Kaizen – how to dramatically improve your life?

We know that changing habits such as getting up earlier, stopping smoking or implementing daily meditation or exercising routines is POSSIBLE (but surely not easy). We also know that it takes on average 61 days to change a habit. This is only an average, though, because it can actually vary from 18 to 254 days(!) depending on the individual. Many people get frustrated if they can’t get used to new habits quickly and then give up on them.

The Kaizen approach is used in companies such as Toyota and Ford but can also be applied in personal life.

So, what is it exactly?

It is often called a Japanese technique for improving the quality of life and work; however, as a matter of fact, the theory was created and first used in the USA. The main point of it is to make small changes. You can make little improvements in ANY area of your life.

Trying to take big ambitious steps to improve our lives may be a good idea sometimes but, according to science, most people don’t really know how to stick to their goals in the long-term. Many of us tend to get easily discouraged, change plans and give up on aims when we meet too many obstacles.

If you want to achieve something, try to focus on breaking the goal up into lots of little steps, for example:

  • If you want to start to exercise, why not do 1-2minutes of exercise today, and then add an additional minute every day instead of signing up for a gym and paying upfront to a fitness coach for a few hours of intensive training?
  • If you want to read more daily, set up a low target and add to it a page a day or every other day until you reach your upper target. One page doesn’t take much to read so this small change shouldn’t require too much effort, even if you are busy.

What’s interesting is that the Kaizen technique doesn’t have an end point, last step or final target. It is a continuous development and improvement of ourselves and our lives. For example, if you want to read 30 pages a day and, after making some small changes, you finally reach your goal, after let’s say a few weeks, then this process or aim doesn’t need to end right there. The next step in your personal development in this area could be learning how to do speed reading. The next steps all depend on our needs and ideas.

The Kaizen approach was first used in industries in the depression era in the USA because making greater improvements simply wasn’t an option. The Americans started to look at how little changes in various areas and departments could be made, and realised that, although they took small steps, they eventually added up and had a bigger impact in terms of bettering their businesses. So, they looked at how to make improvements in money, time, material waste, resources and policies.

William Edward Deming (an American engineer, professor and management consultant; 1900- 1993) is believed to be the Father of the Kaizen approach. He was known for introducing and teaching this method.

The result of implementing Kaizen wasn’t just bigger productivity. It also eliminated hard work and taught everyone in an organisation how they could constantly improve themselves and the things around them; and how the work they were doing could be more rewarding.

It was a very successful strategy and after the Second World War, when the Japanese needed help in maintaining their factories and industries, a group of American business advisors was sent to Japan to teach the Japanese how to make improvements there.

The Japanese gave a name to the approach: KAIZEN where KAI means GOOD in Japanese and ZEN means CHANGE. So, KAIZEN literally means good change, but more generally it is understood as a CONTINUING IMPROVEMENT. The Japanese expanded the theory further making it somewhat into an art of living and working.

Sometimes the simplest solutions are the best, aren’t they? Small changes are more manageable than huge steps, and although they may seem tiny and meaningless at first, they do add up and lead to great improvements.

If you want to try Kaizen in your private life or at work, look at an area (or areas) which you’d like to improve and think what could be the SMALLEST possible change that you could make to create a little difference, especially if done consistently and expanded further step by step in the future.

Kaizen can be applied to various bad habits, for instance, you can decide to waste a little less time watching TV or on social media every day until you reach a goal that you feel happy with.

Are you going to try to implement this approach in your life?

THE THREE BIGGEST PRODUCTIVITY MYTHS – Time management 2/3

Person Writing On Notebook

THE TIME-MANAGEMENT MYTH

Time can’t be managed, bent, given, multiplied and modified in any way. So don’t try to fight with time and treat it as your enemy! Perceiving time more positively will help you to be calmer and happier with your life. You can’t manage time but you still can do a lot in order to improve your productivity.

  • You can manage your energy levels by exercising, sleeping better, drinking more water and eating well.
  • You can choose to limit distractions by turning your phone off or onto airplane mode or by getting up earlier and doing some meaningful work before everyone else will have a chance to bombard you with questions and queries.
  • You can manage your attention better by doing something to improve your focus. I’d recommend green tea, fresh air (open windows for a while) and practising mindfulness.
  • You can say no to invitations, meetings and some people sometimes. It seems very difficult but remember that you can’t allow others to decide how you should live your life.
  • You can manage your tasks and decide to, for example, check emails less often.
  • You can devote some time to planning and reviewing your goals and analyse the progress to become better every week.

Don’t look at the passing hours and minutes. Focus on what’s important, plan your steps and take actions. One of the most important things is to have a flexible approach. You may need to change your plans, your techniques and methods but you don’t need to give up or change your goals. Challenges are good for us – they help us grow. Be open, positive and flexible.

Image result for flexible approach quote

Me & my personal goals – so how are we doing?

If you’ve been following my blog since around December, you’ve probably seen some posts about my Personal Growth project – an idea for a plan for 2018 to achieve some goals.

In short, it meant that I wanted to spend some time on activities that can contribute to my personal development and that simply make me feel good and happy. Some of these things were reading and writing more, learning more about social media and digital marketing or trying to find a publisher for my book.

These goals are quite time-consuming sometimes (especially in the challenging busy period in my life that I’m in –> read due date soon!). Well, I guess I like challenges 😉 The goals are related to each other and focus on the same interests:reading, learning, writing, doing research about psychology-related topics. 

I used to give weekly updates in January and then decided that with my full-time job, pregnancy, my other little one at pre-school age, and with some ot

her time-consuming responsibilities as well, the weekly updates weren’t very convenient for me. It meant that sometimes I was focusing on reviewing and thinking what to write for an update blog post rather than taking action and doing activities which would take me closer to achieving my goals. So, for example, instead of such a blog post I could be completing documents for a publisher.

Also, I’ve realised that learning more about social media and digital marketing is A LOOOOOOOOT bigger a topic than I used to think. It’s HUGE. The amount of advice available online and all the little aspects that I should be aware of and try doing (some plug ins, SEO, Google analytics, learning how to grow my audience on Instagram account) are incredibly time-consuming, and even breaking it down into many little steps and tasks is simply quite difficult.

Social media, different platforms, websites, and the Internet in general have been changing and developing so rapidly that understanding many of the technicalities seems like a very long process. However, it’s interesting and I believe it’s worth learning and being up to date, especially as we use the Internet SO MUCH nowadays in nearly every aspect of our lives – shopping, businesses, writing books, emailing, work, reading news, online banking…

I’ve been having LOTS of home-related paperwork to do, as well as organising stuff for the new baby. I still have a longer list of things to do with regard to that and recently it has begun to feel like: I tick 2-3 tasks off and in the next few hours or days a few other tasks have to be added, so instead of making my list shorter I just feel I keep replacing tasks with other tasks! It’s frustrating but I’m trying to do whatever I can to organise everything as much as possible before the birth.

I’ve had to slow down due to lack of energy and feel some days very unproductive, and I think that in other circumstances I’d be more worried or annoyed about it but in my current situation I just accept this.

I have some blog posts scheduled so that’s super helpful. I also started to do some videos on YouTube. It’s a work in progress. It allows me to be creative, flexible and that’s a lot of fun! I really enjoy writing the blog and shooting and editing the videos where I draw what I talk about (please see an example here and let me know what do you think about it!). I’m learning how to improve them every week and feel that, although I don’t tick every single task off my list quickly, I’ve been learning and progressing in my personal development a great deal since the beginning of this year … and that’s what the results of this Personal Growth project should feel like, right?

I look forward to what life brings and how the project will continue in different months, in different circumstances. It’s just interesting for me how as a busy active parent I can make things work, and how I’ll need to modify my daily plans in order to adjust to different situations. And … what the final result will be, how much I will have learnt, and also what I will have managed to achieve.

WHAT ABOUT YOU AND YOUR PERSONAL GOALS THIS YEAR? 

THE THREE BIGGEST PRODUCTIVITY MYTHS – Multitasking 1/3

box, business, celebrate

THE MULTITASKING MYTH

Around a decade ago some employers suddenly started to ask during work interviews: Are you able to multitask? Some still do this although many people are already familiar with the most recent studies which indicate that multitasking is impossible in humans and is merely switching from one task to another. On top of that, multitasking decreases productivity by up to 30-40%.

It may sometimes be okay to combine a physical activity with a cognitive one, e.g. listening to an audio book while riding a bike or washing dishes, but many employers got the idea of multitasking completely wrong. Some of them believe that multitasking is needed and can be done in busy office environments where one needs to answer a lot of phone calls, reply to emails and provide face-to-face customer service. No, it can’t.

Research shows that trying to multitask will actually make you slower and also … lower your IQ! Our human brain can focus only on one task at a time and people who try to work this way and avoid multitasking achieve the best results.

Researchers from the University of Sussex in England carried out a study using MRI scans. The findings revealed that people who spend time using multiple devices, for example texting while watching TV, had less brain density in a part of the cortex which is responsible for cognitive and emotional control. Emotional control is a simple term but some of you may wonder what cognitive control means. It basically means that your brain allows you to make decisions based rather on our goals than habits and reactions. It allows you to be flexible and adapt more easily in different situations.

If you are interested to read more about multitasking I’d recommend this book: The Myth of Multitasking: How “Doing It All” Gets Nothing Done by Dave Crenshaw (available here).

Avoid the 3 Biggest Productivity Traps

  1. CATCHING UP

Working more hours often to catch up with the demands at work, or while working on your personal projects, sometimes ends up as a normal working pattern that lasts weeks or months. Working some extra weekends may be a good solution once in a while. It’s really satisfying to feel we are ahead and everything is nicely organised and ready for Monday morning. However, if you do it for a longer period of time, for example a few weeks, your productivity, attention and energy will decrease enormously. According to studies, working approximately 40 hours a week, is ideal in terms of our productivity. Working more than that is a great recipe for burnout, depression and exhaustion! If that’s what you need right now then keep going! … but I’m sure it’s not.

2. EXTRA ACTIVITIES
Many pieces of advice about productivity come down to one thing: try to squeeze in various productive, healthy and personally beneficial activities into your day, whenever you can. I’ve read tonnes of them by now:

  • if you are on a break you can quickly check and reply to your personal emails
  • read and watch news while eating your breakfast
  • listen to audio books while doing gardening/cleaning your house/looking after children
  • write, read and work while you are on a bus or train
  • use an app to learn a foreign language while waiting in a queue

background, chart, coffee

Some of the advice may be really good and useful for you as long as you don’t try to squeeze in too much. Otherwise you will end up:

– without any breaks and time for recharging your batteries

– with no opportunities to do something without using many of your cognitive skills, such as walking without occupying your mind with work and foreign language courses. Even cleaning house or gardening can be great opportunities to let your brain rest a bit from hundreds of emails, tasks and queries related to your work and projects.

If you forget about your needs to rest and disconnect you will feel tired more often and become a lot less productive.

3. LOW IMPACT VS HIGH IMPACT TASKS.
Every work has some more and less important tasks. You are probably familiar with the 20/80 Pareto principle, which believe me actually works! And it’s pretty straightforward. It says that:

20% of your input on tasks and effort translates into 80% of results.

Make a list of tasks that you need to do on a regular basis – to make it simple choose a maximum of 10 tasks that you tend to do most often. Then think which 2 tasks from this list give you actually the most meaningful and biggest results.

We often tend to spend a lot of time on things like answering emails and making phone calls – and although these things are important, we usually do them way too often. For example, on average most of us check emails every 15 minutes while studies show that to be most effective and productive you should do it only 3x a day if you do an office job. If you can check and reply to your emails only 2-3 x a week, then that’s even better. Of course, your personal email can be checked daily but hopefully you don’t use it as well as a work email.

If you are writing a book your high impact task will be writing and then maybe editing or researching your materials. Plan ahead to do your high-impact tasks when you have most energy, for example, 2-3 hours every morning. Try to do everything to avoid interruptions then. Maybe you can get up earlier, switch your mobile to airplane mode and let others know that this is a very important time for you when you need to work and can deal with their questions and requests later? Whatever you do try not to skip the planning stage which is crucial.