1494: Becoming More Efficient by Laura Stack of The Productivity Pro on Improving Efficiency

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[00:00:26] This is Optimal Work Daily.

[00:00:29] Becoming More Efficient by Laura Stack of The Productivity Pro on Improving Efficient by Laura Stack of The Productivity Pro on Improving Efficient.

[00:00:31] The Productivity Pro on Improving Efficient by Laura Stack of The Productivity Pro.

[00:00:34] Time management isn't about finding more hours in the day. It's about making the most of those you have.

[00:00:40] The best thing that you can do to manage your time is to stop hunting for spare minutes and start thinking about how to become more efficient.

[00:00:47] When facing a task that just doesn't seem to fit into your tightly packed schedule, there are a few questions that you can ask yourself.

[00:00:53] How can I complete this task in less time?

[00:00:56] Sometimes we're so busy looking for an extra 30 minutes to complete a task

[00:01:00] that we don't realize that it could be done in 10.

[00:01:02] Make sure you aren't over-researching, over-analyzing, or just plain over-thinking what you're trying to do.

[00:01:08] Some fish will grow to fit the size of their tank, and tasks will do the same thing.

[00:01:13] If you're convinced that putting the groceries away always takes 45 minutes, then it always will.

[00:01:17] If step one of writing that report is always an hour and a half of banging your head against the blank computer screen, that becomes the norm.

[00:01:25] Don't fall into the trap.

[00:01:27] Evaluate your tasks and challenge yourself to get them done more quickly.

[00:01:30] If you had to have that report written by the end of the day instead of the end of the week, you'd find a way to get it done.

[00:01:36] Tight deadlines don't leave much time for the banging your head on the computer routine.

[00:01:40] When a crisis pops up, you rise to the challenge.

[00:01:43] Take that same never-say-die attitude to your more routine tasks and you'll be amazed at what you can accomplish.

[00:01:50] What will help me do this faster?

[00:01:52] If your task is something that can stand to be sped up a bit, figure out how to make it happen.

[00:01:57] What's the number one technique for speeding things up?

[00:02:00] Focus.

[00:02:01] Give yourself 10 minutes to focus on the task at hand.

[00:02:04] Once you commit your full focus and energy to getting it done, you'll be amazed at how much more quickly things start to move.

[00:02:10] By eliminating distractions and taking a break from the multitasking, you'll put an end to those unproductive minutes that can fly by when you're trying to do too many things at once.

[00:02:20] Also, don't forget about technology.

[00:02:22] We take it for granted in our day-to-day lives, but for all the hassles it can bring us, there are some real time-savers as well.

[00:02:29] Don't be afraid to invest a few minutes in learning to use Microsoft templates.

[00:02:33] Or, if your internet connection is dragging you down, consider upgrading to a speedier connection.

[00:02:38] Have you been meaning to start paying bills online?

[00:02:40] Make yourself a cup of tea and get those accounts set up once and for all.

[00:02:44] There's lots of time to be saved by investing in faster ways of doing things.

[00:02:48] Can we create a process to simplify this task?

[00:02:51] If you are struggling with the same or similar tasks over and over, it's time to get a system in place.

[00:02:58] Whether you're faced with a routine business letter or a routine pile of laundry, think process.

[00:03:03] Could you make a template for the letter you are now rewriting for the umpteenth time?

[00:03:07] Could your family be more diligent about getting their dirty clothes to the laundry area in an orderly fashion?

[00:03:13] Sometimes, something as simple as a clearly laid out checklist is all that you'll need.

[00:03:17] If nothing else, this will keep you moving in the right direction.

[00:03:20] No thinking, no reprioritizing.

[00:03:22] Just start at the top of your list and cross things off until you get to the bottom.

[00:03:26] How do runners finish marathons?

[00:03:28] One stride at a time.

[00:03:30] That's how you get through your checklist, too.

[00:03:32] Just take it one item at a time until you're all the way through.

[00:03:36] Does this task require such a high level of perfection?

[00:03:40] You might pride yourself on your perfectionism, but everything has a time and place.

[00:03:44] That year-end report? Fine.

[00:03:46] The routine status report that no one really reads?

[00:03:49] Relax. Your time is too valuable to stress over the small stuff.

[00:03:53] Sometimes your task does need to be as close to perfect as humanly possible.

[00:03:57] On the other hand, there will be plenty of times when you just need to get the job done.

[00:04:02] Some tasks demand excellence.

[00:04:03] Others might only need to be acceptable.

[00:04:06] Know when to give your inner perfectionist a well-deserved rest.

[00:04:09] Besides, perfectionism is a dangerous path.

[00:04:12] Tread carefully. Perfect isn't going to happen.

[00:04:15] While some people take great pride in their perfectionist persona,

[00:04:19] they also carry around a lot of baggage as a result.

[00:04:21] So many things will just never be good enough.

[00:04:24] And this leads to some counterproductive trends and a lot of negative energy.

[00:04:28] A perfectionist's projects are often in a frustrating limbo.

[00:04:32] The quality of the work is through the roof, but the project will inevitably sit untouched and incomplete for weeks on end.

[00:04:38] If this sounds like you, the sooner you break the cycle, the better.

[00:04:42] Can we skinny it down a bit?

[00:04:45] Projects snowball and to-do items multiply.

[00:04:48] You have no idea how it happened, but you're sure that the task at hand has gotten much more complicated than when you first started out.

[00:04:53] Maybe a casual office brainstorm turned into a corporate strategy think tank.

[00:04:58] Or perhaps tidying up the flowerbed became a major landscaping project.

[00:05:02] Take a deep breath and get back on track.

[00:05:05] Go back to your original intentions.

[00:05:07] Once that work is done, you can take another look at the big picture.

[00:05:11] Can we get creative on how we meet the need?

[00:05:14] Don't be afraid to think outside the box when it comes to getting things done.

[00:05:18] Use your imagination even when it comes to tackling the most ordinary tasks.

[00:05:22] If you're fed up with fighting your way through morning traffic, consider heading to work an hour earlier.

[00:05:27] Not only will you beat the rush, but you can use the extra time to get a jumpstart on work while the office is quiet.

[00:05:32] Or just enjoy a cup of coffee at your desk while you catch up on some reading.

[00:05:36] Just make sure to leave an hour earlier too.

[00:05:38] If you're sick of being the family taxi, try carpooling to get the kids where they need to be.

[00:05:43] Hate cutting the grass?

[00:05:45] Hire it out to a trustworthy teenager.

[00:05:47] For a few dollars, you can cut your stress and free up some time.

[00:05:50] Whatever the task, before you fall into the same old pattern, consider some alternatives.

[00:05:55] There just might be a better way of doing things.

[00:05:57] At least give it a shot.

[00:05:59] What needs to happen to meet this deadline?

[00:06:02] While you fixate on that looming deadline, it is only getting closer.

[00:06:06] Big project coming up with a deadline three weeks away?

[00:06:09] Break it down.

[00:06:10] Think about what needs to happen to get it done, and be specific.

[00:06:13] Instead of obsessing over it, develop your timeline in advance, and things will fall into place.

[00:06:21] This will also help you juggle your impending project with your other responsibilities.

[00:06:26] No deadline? Create your own.

[00:06:28] Maybe you want to be finished compiling your research by the end of this week,

[00:06:32] and maybe the end of next week is a good deadline for your first draft.

[00:06:35] Then that third week will be free for some constructive collaboration,

[00:06:39] and give you time to tweak your final product.

[00:06:41] By focusing on your more manageable, self-imposed deadlines,

[00:06:44] the project will naturally break down into manageable chunks.

[00:06:48] Just make sure to treat your own timetable with the same respect and commitment

[00:06:51] that you would devote to the unwavering deadline handed down by your boss.

[00:06:55] Make it a productive day.

[00:07:01] You just listened to the post titled,

[00:07:03] Becoming More Efficient by Laura Stack of TheProductivityPro.com

[00:07:07] This show is sponsored by BetterHelp.

[00:07:10] We're all marveled at how quickly kids learn,

[00:07:13] and that sense of wonderment they have while doing it.

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[00:07:34] therapy can be a great tool for setting boundaries,

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[00:07:59] Visit betterhelp.com slash workdaily today

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[00:08:04] That's betterhelp, H-E-L-P dot com slash workdaily.

[00:08:09] And a big thank you to Laura,

[00:08:11] who is an award-winning keynote speaker

[00:08:14] and best-selling author of eight books.

[00:08:16] Her engaging personality,

[00:08:18] combined with over 25 years of experience

[00:08:20] helping organizations achieve results,

[00:08:22] have made her one of the most sought-after experts

[00:08:24] and keynote speakers in her field.

[00:08:26] We feature her work frequently on Optimal Living Daily

[00:08:29] since that show covers productivity,

[00:08:31] so if you like what you heard today,

[00:08:32] you can hear more from her there, too.

[00:08:35] Laura has been featured in The New York Times,

[00:08:37] USA Today,

[00:08:38] The Wall Street Journal,

[00:08:39] Entrepreneur,

[00:08:40] and Forbes magazines,

[00:08:41] and has been a spokesperson for Microsoft,

[00:08:44] Danon,

[00:08:45] 3M,

[00:08:45] Office Depot,

[00:08:46] Xerox,

[00:08:47] and many more.

[00:08:48] There's so much to learn from her,

[00:08:49] so come by theproductivitypro.com for a lot more.

[00:08:53] She has her videos, books, store, newsletter,

[00:08:56] and blog all there for you.

[00:08:58] Again, that's theproductivitypro.com,

[00:09:01] and thank you so much to Laura for letting us share her work.

[00:09:05] But that'll do it for today.

[00:09:06] I thank you as well for being here,

[00:09:08] and I'll see you right back here tomorrow

[00:09:09] where your optimal life awaits.

[00:09:11] I'll see you next time.