7 Signs of Poor Productivity

If you're like most professionals, there never seems to be enough time in the day. A handful of e-mails may keep you in the office past the time you had planned to leave, or you might find yourself working on Saturday after barely touching a key project during the week. Short of adding an extra hour or two to the day, what can you do to complete everything on your plate?

One solution is to identify and eliminate productivity pitfalls from your workday. Consider the following signs of poor productivity and ways of improving your habits:

1. Not knowing what to tackle first.
If you have dozens of to-dos, it can be difficult to determine which to work on first; you may approach a low-priority project immediately only because it was top of mind. Spending just 10 to 15 minutes at the start of your day organizing your work is a simple and highly effective way to boost your productivity. You'll be able to prioritize and identify the most pressing projects.

2. Biting off more than you can chew.
When you're facing a complicated or tedious assignment, what's the first thing you usually do? Procrastinate, probably. The result is that you have to scramble to finish the assignment on time. A better approach is to break your work down into smaller, more manageable tasks. You'll feel a sense of accomplishment each time you reach a milestone and gradually work toward your goal.

3. Working at the wrong time.
In a recent survey by our company, 57 percent of executives said Tuesday is the most productive day of the week. Monday came in a distant second with just 12 percent of the response. The lesson: Schedule your most important projects for days and times when you are most productive. If you typically have meetings in the morning, for instance, you may save an assignment that requires a lot of concentration for the afternoon.

4. Having an unruly inbox.
Instead of boosting productivity, e-mail can quickly decrease your effectiveness. Over time, trying to keep up with an ever-expanding and unorganized inbox can steal hours from your day. To avoid this, clean your inbox weekly; delete unnecessary messages and file the important ones in an appropriate folder. In addition, remember that some discussions are easier and quicker to conduct in person or by phone. The less e-mail you send, the less you are apt to receive.

5. Keeping your door open.
It's important to be accessible to colleagues, but you occasionally need some time for yourself. When you're under a tight deadline or working on a crucial assignment, minimize distractions and curtail interruptions by closing your door or hanging a "Do Not Disturb" sign in your work area. But keep in mind your request will lose impact if your sign is posted at all times.

6. Staying put.
As most people know, sitting at your computer for hours on end can be draining and put you in a productivity rut. Recharge and clear your head by taking short breaks throughout the day. For instance, you may take a quick stroll around the building or sit at a picnic table outside. Getting some fresh air can be an invigorating break from your routine and give you the energy you need to tackle your next assignment.

7. Missing opportunities to save time.
Small "time cheats" that save you a few minutes here or there can significantly boost your productivity. For example, rather than responding to every e-mail as it comes in and losing momentum hit Reply, then save the message in your Drafts folder. You'll be able to respond to the message at a more convenient time and won't forget to answer the person who wrote you. (Note: or in our case, use "Follow Up")

Finally, be realistic. While you want to push yourself, if your productivity goals are impossible to achieve, you'll end up frustrated, not motivated. Start with small objectives, such as limiting your unanswered e-mail to a single screen before leaving the office each night. As you begin to hit your initial targets, you can gradually increase the challenge.

By: Robert Half International [www.rhi.com]