One major hurdle to productive working is using quick-fix strategies such as taking on multiple tasks at once. But is this saving time or causing more mistakes along the way?
To be more productive at work, experiment with different tools and mindsets that fit your way of working to manage realistic goals. That’s the advice of productivity coach and author Hayley Watts, who spoke recently at AICPA & CIMA’s UK and Ireland ENGAGE 2023.
We tend to procrastinate at the times of day when our energy and focus are not good and we’re trying to complete a task that requires high-level thinking, Watts explained. We can finish that task, she said, but we become easily sidetracked by everyday distractions – which is why Watts advised that notifications on phones, for instance, be silenced.
Watts, co-author of How to Fix Meetings: Meet Less, Focus on Outcomes and Get Stuff Done (Productivity Ninja), says that multitasking and other perceived quick fixes don’t work and make us more error-prone. “[When] your brain is having to rapidly be focused between [two different things], … it takes a little bit longer. It feels clunky; you’re much more likely to make a mistake.”
Instead of juggling tasks and working beyond our capacities, Watts offered nine mindsets that can help to channel productivity:
Stealth and camouflage: Many people are night owls and do their best work in the evening, Watts explained. This is sometimes because they know they will not be interrupted. “If that’s the case, we want to get you more of that during the course of the day, because actually we want to create a way that makes work, work for you,” Watts said. This can mean finding a new place to work, whether it’s a quiet room or just moving desks to avoid distractions.
Weapon-savvy: “The world of work is a confusing place,” Watts said. “But there are lots of tools out there that are designed to help us. They are designed to make our lives easier.” First, Watts explained, we need to change our relationship with those tools, because a lot of stress and uncertainty derives from the numerous ways we communicate with each other.
Ruthlessness: “I want to encourage you to think about what it is you’re working on that makes the most difference to the most people. I want you to start prioritising that,” Watts said. “What work is it that’s on your to-do list that’s going to make the most impact. I want to encourage you to start there in the morning rather than starting with the person that’s shouting the loudest.”
Unorthodoxy: Maximising productivity, according to Watts, is about doing things differently and taking a different approach to the same problem. Listen to the new people joining your teams, she said. Listen when they keep asking why we do things this way. Maybe they’ve got a point; maybe there’s a better way.
Agility: Look at how you collaborate with other people, Watts said. For leaders, upskilling teams is important – if you’re putting out fires all day, it’s because you haven’t trained staff in “fire prevention”.
Mindfulness: Taking time to meditate and using applications like Headspace can help some people to make better decisions and become more patient. “Mindfulness is about doing something when you’re in the moment,” Watts said. “You’re not thinking about what’s coming next, you’re not thinking about what’s happened already. You just focus on the moment.”
Preparedness: “What we’re talking about in relation to preparedness, is how do I do something today that my future self will be grateful for,” Watts said, mentioning the importance of things like weekly reviews and checklists. Look three to four weeks ahead of your calendar, she said. It not only helps to keep projects on track, but planning serves as a reminder to take breaks.
Zen-like calm: This state happens when you feel in control of your day and workload and what happens next, Watts said. This can happen when you approach problems with more logic than emotion. Writing down tasks and being able to cross them out when you’ve completed them is also helpful at enabling this sense of calm, she said, that’s because our brain gets a sense of achievement.
“We’re not superheroes”: We’re human beings, which means we get things wrong from time to time, Watts said. “We’re more likely to make mistakes when we’re tired, when we’re run down, when we’re multitasking. Stand up, move, jump about; it helps bring your energy levels back up. Taking a rest, stopping, taking screen breaks – they’re really important for us.”
— To comment on this article or to suggest an idea for another article, contact Steph Brown at Stephanie.Brown@aicpa-cima.com.