Optimizing Your Productivity

Do you have days where you work, and work, and feel like you got nowhere?  Are you a multi-tasker?  What’s your productivity style – how do you make sure you get things done? 

There are some things that I have found I need to incorporate in order to stay productive.  The first, and most important, is discipline.  Being I work from home, there are a lot of “voices” calling to me.  What’s for dinner?  Girlfriend calling.  Laundry to do.  Email to read.  Games to play – oh, oops.  Well, you get the idea.  So discipline is an absolute necessity.

Another thing is to stay focused.  No matter my desire to stick to my guns, and stay disciplined, there are a LOT of important things I need to tend to.  I am a fan of variety, and it’s easy to say – half an hour of this, start something else, half an hour of that, start something else - when what I really need to do is stay focused on the task at hand.  Every client I have is important, but I need to prioritize the projects, start and finish before moving to the next – as much as is possible. 

Sometimes I think of something I need to remember concerning another client, or a family issue, or a church prayer request issue – and it could set me off in another direction in a flash.  Instead, I’m learning to keep my notebook by my side, and when those flashes of “Oh, yea, I gotta do that”, hit – I quickly write it down in my notebook with the date & time.  Now, I can get back to what I was doing.  I haven’t lost my thought, and I haven’t lost my work focus.  Then at the end of my work day, or when reviewing that evening – I can get to whatever was on my mind earlier.

You know how women, especially, like to think of themselves as being able to multi-task?  I know I do.  I hate sitting in front of a television program without also doing a puzzle, or making grocery lists, or something!  My husband never does this.  When he watches TV – he watches TV.  I read someplace that we really aren’t designed to be multi-taskers.  We’re not robots.  We can move from one thing to another – but not do two things at once.  I would not want to try my TV watching approach while trying to drive.  It’s why people shouldn’t, and really can’t text, and drive.  When driving, your mind needs to be fully in tune to what’s going on around you on the road – not on your cell phone.

 Copyright (c) 123RF Stock Photos

If I attempt multi-tasking while working, I find myself half-attending to what I’m doing.  Doing one thing, while thinking about what I need to do for the other.  I hate to say it, but that’s going to create less than excellent results.  Focus.  Stick to the task at hand.  It will actually save time in the long run.  It’s been suggested by others in Virtual Assisting that each evening, or first thing each morning, the best thing to do is make a list – prioritize.  Pre-determine that these things – A, B, C and so on must be done today.  When those things are done, move on down your list.  I usually find I have three or four things that must be done, and three or four things I would like to get done, and then whatever else – if I have the time.  I do the must be done list first to reduce my stress, and enjoy the rest of my day.

Another thing I find important in being productive is saving time for breaks, and a little exercise.  I start my day reviewing, and having devotions along with my special treat - Starbucks Veranda Blonde Coffee.  Can you say addicted?  Then I have breakfast followed by a little light exercise, and whatever quick home tasks need to be attended to.  Then I begin my work day.  I allow myself to work uninterrupted for 90 minutes, then I take a bit of a break to walk, stretch, move the laundry around….moving being the key factor, here.  Then I work until noon or so, taking a break to make a healthy lunch.  I am learning to take that break seriously because if I don’t – my energy starts to wane by mid-afternoon.

 Copyright (c) 123RF Stock Photos

Once I’ve had lunch, I work uninterrupted until about 2 pm, taking another break to move, perhaps get dinner plans underway, and finish any laundry.  Once again, I return to work, and work until 5 pm. 

For me, getting up, stretching, maybe playing a little music – are all part of making the day more productive for me.  Early in my work as a VA I used to try to work straight through until a quick, grab what I could lunch, and then work through the afternoon.  One, I began to slump about 2 or so, and two – my back would hurt like crazy.  Not a good plan.  Taking time out to take care of yourself is important in being productive.

So, my keys to productivity are:  Be disciplined – get up, and get going.  Be focused – don’t get side-tracked by ALL the important work you have to do; prioritize.  Start a task, and finish it.  Don’t be a multi-tasker.  Honestly, that’s hard for me to say – I used to wear that title like a badge of honor.  But it really doesn’t pay out in the end.  Then finally, take care of yourself, move, change it up, eat well, get plenty of rest each night…oh, and don’t forget to drink plenty of water.  (No really, do you know how easy it is to go all day working at your desk without remember to drink anything but coffee?  And coffee is a diuretic.  You could be letting yourself get dehydrated!)  Just saying.

Well, that’s my thoughts for the day.  Have a productive week!