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Page 1: Advanced Productivity Power Tips

"...when we look at people who are able to 'do more' than we do, often it's simply because they "...when we look at people who are able to 'do more' than we do, often it's simply because they "...when we look at people who are able to 'do more' than we do, often it's simply because they "...when we look at people who are able to 'do more' than we do, often it's simply because they

manage their time better. One of our biggest challenges when it comes to manage their time better. One of our biggest challenges when it comes to manage their time better. One of our biggest challenges when it comes to manage their time better. One of our biggest challenges when it comes to capitalizing on time: We capitalizing on time: We capitalizing on time: We capitalizing on time: We

dondondondon't really know how we spend it.’’ Laura Shin't really know how we spend it.’’ Laura Shin't really know how we spend it.’’ Laura Shin't really know how we spend it.’’ Laura Shin

PRODUCTIVITY

POWER TIPS Putting you on the straight path to super productivity

BE THE ENTREPRENEUR YOU DESIRE TO BE… Having worked with and coached hundreds of business

owners on creating productive habits Jill pulls her

experience and skills together in this amazing resource

that can literally change your world and the world

around you.

Jill Chitty Grow Unlimited

[email protected]

Page 2: Advanced Productivity Power Tips

Productivity Power Tips

If you aren’t as productive as you would like to be, it’s because you have trained your brain through weeks,

months and years to form unproductive habits.

Habit change is never easy, so rather than relying on willpower alone here is a guide to assist you to create

some new habits step by step.

But before we even begin there’s one thing you must do… STOP THE EXCUSES!!!STOP THE EXCUSES!!!STOP THE EXCUSES!!!STOP THE EXCUSES!!! They are well planned

lies which you have formed before you even begin your task or day which lets you off the hook for anything

you don’t complete on. Nobody believes your excuses except for you. Stop settling for mediocrity and

begin living an awesome life!

Your Time Vampire #1

Emails

One of the easiest way to lose hours of your precious day is by allowing other people’s agenda to

become yours. So when you’re continually responding to emails you will achieve absolutely nothing.

Q1: Do you read your emails before do anything else each day?

Q2: Do you keep your Outlook open all day?

Q3: Do you answer emails every time you’re alerted to a new one arriving?

Q2: Are you overwhelmed by the number of emails you receive each day?

If you answered ‘yes’ to even one of these questions then you will be slowing down your productivity

and will have poor focus. If you answered ‘yes’ to all 4 then you are in self sabotage mode.

The Way Forward

Pick two or three times a day when you check your emails and schedule these times in to your day, but

make sure you use your peak energy hours for your best work and not answering emails.

• Turn of your email notification alerts. If you don’t, it’s like putting candy in front of a child – just

impossible to resist!

• UNSUBSCRIBE from so many newsletters – you don’t need them and you probably read very

few of them and you can always sign up again if you miss them.

• Create Folders like ACTION, ARCHIVE, NON-ESSENTIALS, READ LATER etc. so that EVERY email

that comes in is either deleted or move to the correct Folder.

• Don’t react to material in the email and click through only to get lost in a sea of Google

activity. If it’s really important schedule it in.

• Use the phone. Email isn’t meant for conversations. Don’t reply more than twice to an email.

Pick up the phone instead. Don’t give in to your email addiction!

Y N

Page 3: Advanced Productivity Power Tips

Your Time Vampire #2

Social Media

Another of the easy way to lose hours of your precious day is by getting swallowed up into the social

media black hole. Before you know it you’ve wasted a whole day and achieved nothing.

Q1: Do you randomly check facebook at unspecified times of the day?

Q2: Do you keep any or all of your social media platforms open all day?

Q3: Do you respond to messages every time you’re alerted to a new one coming in?

Q2: Do you lose yourself in clicking through to links to view pictures and videos?

If you answered ‘yes’ to even one of these questions then you will be slowing down your productivity. If

you answered ‘yes’ to all 4 then you are in self sabotage mode.

The Way Forward

• Pick two or three times a day when you connect with people on your social media platforms but

use a timer so that you limit your productivity and focus leakage

• Turn of your message alerts. Your inquisitiveness will kill you if you don’t!

• SCHEDULE posts that you wish to put out there using platforms like Hootsuite so you don’t

actually have to access facebook etc. until you’re ready to. Post scheduling can be part of your

daily plan and can be done when it suits you.

• Be really clear what you want to get out of your social media for your business – when you have

clarity on that your behaviour is more likely to follow.

• If you see an interesting article ask yourself ‘will it make the boat go faster?’ If it’s really

important to your business schedule it in. DON’T dive right in there and then!

• Don’t become a professional social media surfer with a business on the side!

Your Time Vampire #3

Telephone Answering

Once again answering the telephone means that you are falling prey to other people’s agenda

and stopping the flow of productivity in your own business. I know this sticks in the throat of a

lot of business owners and it isn’t the right course of action for everyone but here are some of

my tips to reducing the sabotage effect of answering your telephone every time it rings!

• If an answering service isn’t an option use a creative recorded message that positions you

• Diarise times during the day when you can answer an incoming call. Otherwise turn off

the ringer and any flashing lights.

• If you do pick up the phone schedule them in for a time that fits in with you where you

can give them more time to answer their queries.

Y N

Page 4: Advanced Productivity Power Tips

To Be the most productive you possibly can on a regular basis you need to create the right

environment both internally and externally. It’s much easier to make changes to your external

environment but the internal, the thinking environment usually needs a bit more work. So, we’ll

start with the external environment …

Your Outer Environment

� Keep a clean, tidy and de-cluttered desk and office. Mess creates stress so clear it all

out. (Andre Agassi said he wouldn’t let anyone touch his tennis bag because if it got

disorganized, he’d get distracted).

� If you have piles of papers in your office it’s simply that you haven’t yet decided what to

do with them or where to put them so create some systems and folders.

� Turn of all the blips and bleeps in your office that will break your focus.

� Un-clutter your desktop by sorting your icons and folders – it will save you hours each year!

� Get fit! Getting to your absolute best physical condition will create explosive energy,

renew your focus and multiply your creativity.

� Drink more water. When you’re dehydrated, you’ll have far less energy. And get less done.

� Sleep well. Productivity is severely reduced if you’re fatigued.

� Sell your TV. You’re just watching other people get successful versus doing the things

that will get you to your dreams.

Your Inner Environment

� Stop waiting for perfect conditions to launch a great project.

Immediate action fuels a positive feedback loop that drives even more action.

� ‘Don’t get paralysed by perfection. Your business isn’t made in a single ideal moment. It’s

a collection of good and great moments that add up over time.’ Art Markman

� Do thing you don’t want to do...remember this sentence, tape it to your monitor, tattoo

it on your wrist: You don't have to 'feel like' doing something in order to do it. Simply

feel the resistance and direct you limbs to do the work.

� Stay in the moment. If you feel overwhelmed (like pretty much everyone), it might not be

because you have so much to do, but rather that you are trying to do too much at the same time

� Create a list of the thoughts and ‘to dos’ that you hold in your head and when you find

an unexpected 15 minutes you can review or action them.

� At the beginning of the day be in agreement with yourself as to how you’re going to

think and behave in the day ahead of you. Why not create a mantra?

� If you fall of the horse, and you will, don’t make a huge deal about it. Simply brush

yourself down and get back on… it’s what the super successful do.

� Deal with something only once. Do it now. Then it’s off your mind, and you can fully

focus on the next matter.

Page 5: Advanced Productivity Power Tips

The Disease of today’s business owner sneaks up on us and we don’t even realise we have fallen prey to

its cunning. It literally stops productivity in its tracks yet has us believe that we’re being super

productive. If we fall prey to this disease we are likely to look back and wonder where our business,

family and life has gone because we always thought we were working so hard. The disease in mention,

my friends is MULTI-TASKING.

THE DISEASE OF MULTI-TASKING

Just because you can do six things at once doesn’t mean you should! But the little known fact is that

multi-tasking makes you suck at everything.

� We have a finite amount of awesome in our brain. Every time we have to shift back and forth

between tasks, we use up some of that awesome to get back on target. Because we’re constantly

changing our focus – from writing or problem solving, to email reading and chat conversing – we

never get good at the thing we really need to do.

� Constantly multitasking can be mentally depleting. Mental fuzziness comes from the fatigue from

constantly switching from one activity to another to another without focusing on one task.

� No, seriously—stop. Switching from task to task quickly does not work. In fact, changing tasks more

than 10 times in a day makes you dumber than being stoned. When you’re stoned, your IQ drops by

five points. When you multitask, it drops by an average of 10 points, 15 for men, five for women (yes,

men are three times as bad at multitasking than women are).

� Yes, you can walk and chew gum at the same time. You can fold laundry while talking to a friend on

the phone. Clowns can ride a unicycle while juggling brightly coloured balls. These are role tasks that

don’t demand a lot of brain power. But in most cases, multitasking = lesstasking. When you make

those shifts from one context to another, you risk dropping things from your short-term memory. Do

one thing at a time, minimize context shifts, maximise brain power!

� If you are writing an article, paper, or memo, JUST write that article, paper, or memo.

� If you are checking email, respond or filter EVERY email in the inbox, and then move on.

� If you are updating a spreadsheet for work, ONLY update that spreadsheet.

� STOP MULTI-TASKING! In order to do that, you need to remove distractions from your workspace

so that you can ONLY focus on what you’re doing.

� It may not be easy to crack this habit so set rewards for yourself when you have completed fully on

one job. Go for a walk, make a coffee, relieve yourself or have a 5 minute chat. This stuff works!

Page 6: Advanced Productivity Power Tips

How We Organise our day can make a huge difference to the amount we achieve. Your organisational skills

are going to be a crucial element in the mastering your time.

This next list of helpful tips isn’t going to work for everyone as we’re all so wonderfully different. I suggest

you genuinely apply an organisational rule and if it doesn’t work for you try another until your content

with your level of productivity.

Super Organised #1

Shrink Your Mental Deadlines. If you think something is going to take an hour, give yourself 40

minutes. By shrinking your mental deadlines, you work faster and with greater focus.

Create a ‘Stop Doing’ list is as important as a ‘To Do’ list. A ‘“To Do’ list is easy, you just keep adding

to it and the more you have on it, the more important you may feel. But ‘Stop Doing’ is more

difficult because you have to give up some things.

Schedule time to focus on the Big Picture; it will help you to know exactly where you’re going each

day and what you want to achieve.

Work backwards from goals to milestones to tasks. Writing “launch company website” at the top

of your to-do list is a sure way to make sure you never get it done. Break down the work into

smaller and smaller chunks until you have specific tasks that can be accomplished in a few hours

or less: Sketch a map, outline an introduction for the homepage video, etc. That’s how you set

goals and actually succeed in crossing them off your list.

Work in 60 to 90 minute intervals. Your brain uses up more glucose than any other bodily activity.

Typically you will have spent most of it after 60-90 minutes. (That’s why you feel so burned out

after super long meetings.) So take a break: Get up, go for a walk, have a snack, do something

completely different to recharge.

Run routines. If you study the creative lives of massively productive people like Stephen King, John

Grisham and Thomas Edison, I discovered they follow strict daily routines. (i.e., when they would

get up, when they would start work, when they would exercise and when they would relax). Peak

productivity’s not about luck. It’s about devotion.

Don’t say yes to every request. Most of us have a deep need to be liked. That translates into us

saying yes to everything – which is the end of your elite productivity.

Trash Your To-Do List Our biggest problem is the to-do list. A giant to-do list can paralyze you.

Instead, make yourself a separate, shorter daily list, known as the hit list. Ask yourself every

night, 'If I get nothing else accomplished tomorrow, what are the two or three things that I would

absolutely have to complete to make me feel as if it were a productive day? That's what goes on

your hit list.

Page 7: Advanced Productivity Power Tips

Super Organised #2

Focus on Your Core Competencies - the things that we do best and that other people can't

do for us. Focus on only doing your BIW (Best In World). As for everything else? Ignore,

minimize or outsource.

Check In Once not multiple times. Rather than visiting the same person seven times a day

make a list and visit that person once a day. This doesn't just work well for business. It works

equally well with co-workers and friends.

Ask Why? We have so many things presenting themselves as a business owner

that sometimes we forget to ask a vital question: 'Why am I doing this?' Maybe there's a

good reason, and then you can remind yourself that it's important, but maybe there isn't."

And if it's not getting you closer to the life you want, it's off the list.

Get things right the first time. Most of us are wildly distracted these days. And so we make

a huge amount of mistakes. To unleash your productivity become one of a rare breed who

have the mind set to get it right first time. This saves you days of having to fix problems.

Get lost. Don’t be so available to everyone. Spend some time in the café, park or store

restaurant. Turn off your devices and think, create, plan and write. Zero interruptions. Pure

focus. I often spend hours at a time in the cafe of a National Trust Park miles from

anywhere. There’s no signal there so I can think, dream, create, and plan. I get massive

results.

Get up early. Win the battle of the bed. Put mind over mattress. This habit alone will

strengthen your willpower so it serves you more dutifully in the key areas of your life.

Bolt together activities of similarity. So, if you have outside meetings or activities do those

in one go. If you have different phone calls to make bolt those together in one time slot and

if you have lots of emails to respond to bulk them up together and get them done in one go

– you will get into the ‘zone’ and get them done much more efficiently.

Keep your door closed with a strong notice on it – ‘Please don’t interrupt unless the building

is on fire.’ This way you’re preventing unwelcomed interruptions. (You don’t need to leave

it on 24/7!)

Engage your Team in any new habits you decide to introduce otherwise you’re doomed and

your good intention will be eroded because you will be like a salmon swimming against the

stream of old habits. It’s crucial to enlist your team with a good understanding of why the

changes need to happen and perhaps some rewards thrown in for good measure!

Page 8: Advanced Productivity Power Tips

For Many of us technology may enhance our productivity on daily basis for others of us they are the very

thing that may detach us from being fully productive.

Here are some resources, technical and non-technical for you to look into where ever appropriate.

Resources

Keep a simple spreadsheet. To use this method, make a basic two-column table in

something like Google Docs, Evernote, or even Excel. Then, using the built-in stopwatch on

your phone, log the time it takes you to complete each task. Alternatively, make a three-

column table and log the start and end times.

Use an app like Toggl. This free app for iOS, Android, and your desktop; it streamlines the

process of tracking time. The interface is minimal, giving you the tools to describe the activity

and initiate a timer. When you've completed the task, stop it, and it will be added to the log. I

was astounded when I first started using it because generally every project I worked on was

easily 2-3 times longer than anticipated. It really showed me how unfocused I was.

Use the timer on your mobile to allow you a certain time to spend on each task. Again it

gives you a real heads up to get focused and lets you know clearly if you are being accurate

on the predicted time you gave yourself for each task.

As you start to increase your productivity keep a log of just how much of your day you are

productive. On a blank piece of paper create a table with fifteen minute slots and fill it in

as you go throughout the day. You’ll be surprised how quickly you hijack yourself!

Trick your brain into focusing. Time and time again, science has shown that though you may

not be tuned into the noises in your workplace, those ambient sounds are chronic stressors

over time. Chatter, munching, and typing can all negatively affect your ability to be

productive and focus on a task. That's where an app like White Noise (Android, iOS) comes

in. By filling your ears with ambient noise (like pink noise, white noise, or even sounds like

water running), other noises are washed out, allowing you to focus on your task.

Not only will you reap the benefits of shutting out office noises, but the pink noise will cue

your brain, letting it know it's time to be productive.

Now It's Your Turn…

By no means is this a formula or magic system that promises to solve all your time management

problems. But some combination or adaptation of the above suggestions should seriously

improve your productivity. Experiment with different methods, and don't be afraid to try

something new -- just don't waste too much time on it.

Take small steps and do them thoroughly to be one of the rare few who becomes super-productive.

Enjoy :Enjoy :Enjoy :Enjoy :----))))

Jil l Jil l Jil l Jil l xxxx