I have been trying to reform my work habits to have more value in the quality of my work and free up some time for more pleasurable things. Changing habits isn’t always easy. It is a constant battle to break the routine you have become used to over a period of time. I wrote about increasing your productivity before.

Learning when to say yes and when to say no

This is a valuable lesson. It is hard for many people to say no and this is not a good habit. This can destroy your reputation more than help it.

You may think you need to prove you are Superman or -woman by taking on more work than what you can handle. This is a risk you don’t need to apply in any area of your life. Usually it is at the expense of something else being sacrificed. The value of your work and your time. Usually not impressing who you wanted to.

A rational answer is needed here, your reputation relies on your judgment. Is it realistically possible for you to deliver valuable work in the timeframe suggested, or do you recognize being logical is more important, and saying no is a plus in these situations?

Do you find that a 15 minute job ends up being 2-3 hours long?

It is better to say “no” when you can’t manage another task in the timeframe given. You will be surprised that saying no often saves face! It impresses the clients or the boss because you are honestly showing them you care about the value of your work. Under-promising but over-delivering is how you impress your clients and boss, not the other way around.

This is habit I feel Thumper needs to change. He often makes promises to clients too fast. Then stresses himself out by working all hours of the night.

Often getting a call for a quick add-on when he is in the middle of another project. This aggravates me to no end. The simple add-on job should go to the bottom of his to do list and should not distract him from his work. Clients get a false feeling they can make demands on you at any time, and it isn’t as though there are your only client.

The simple truth is, some business clients are going to make it sound urgent that you respond immediately. Immediately for him may differ from your perception of the word.

You must determine, is this a positive step, or will it harm the value of my work when my focus is broken?  Is it always necessary  to drop everything you are doing at the moment, or are you going to be wasting time switching gears in mid-stream, upon a clients request? I feel it is important for the value of your work, as well as for good PR, to explain to the client you will get to it as soon as you have free time or you will work on it tomorrow.

Remind yourself who is running your business. You set your rules and schedule your work each day. Then remember, your client is running a business the same as you are and realizes the importance of good PR as well as the reality in business. This is growing a good relationship from the start and not needing to change anything down the road. You have already established your credibility for being dependable and having valued your work to each of your clients.

If the project is large, take time to schedule a few hours to work on it daily after the normal work is done. Your mind is clear then. This should also decrease any stress.

Don’t leave your email open so you can see when you get emails. This function is a nuisance at times, creating a distraction while you are focused on work. Designate a time when you read your emails. Then assign the task of responding appropriately, high priority to delete.

Scan your phone calls. If you have a home office or are a freelancer of any sort, you have control even if you don’t have a receptionist.

Procrastination:

Procrastination is a dirty word. It can multiply  your work load, create self-guilt or hard feelings with others. Your irresponsible carelessness will tarnish your reputation. Your boss, co-workers and clients will see you as undependable.

You can’t wait for the last minute and spin in circles to meet a deadline. The notion of any report is better than no report at all – that is unacceptable. This is a reflection of your work. Logically, you actually use more time and energy by procrastinating.

Mind over Matter:

You think better when you are not suffering from sleep deprivation. You need to refuel your body with sleep and a healthy diet. Being sleep deprived puts you at risk of blurred vision, motor skills being impaired, mood swings and poor judgment. Your body feels ache and muscles tense up faster. You just feel blah and on edge.

Emotions also play a part in your productivity. This applies to men as well as women. If some drama is going on  in your personal life, you need to let it go while working before it effects the value of your work.

Eating is very important. Don’t skip breakfast, instead skip that double espresso.

Take short breaks to stretch your muscles and relax your eyes while working.

I find when I have several files to go though with same tasks for each, it is best to finish them instead of changing my mode and going on to a different task.

When you have completed one task, reward your body with a piece of fruit or with a walk, even if it is inside the building. Look out the window. These are small things that will increase your energy. You shouldn’t have to rely on caffeine to motivate you. When the body is refueled, you concentrate better and longer. Coffee and caffeine is a stimulant that works for about 6 hours, then increases your fatigue once it wears off.

Limit your conversations with co-workers on the personal level. Keep it short and you can always make a date to have lunch during the week with them.

In my situation, no co-workers or employees yet, so I usually break with Thumper if his work allows it, or make a quick call to one of my friends.

Relieving Physical and Mental Stress from Your Life

Avoiding burnout is focusing on productivity, as long as you understand that increasing your productivity means increasing the value of your work, not the work load. Utilizing your free time wisely by enjoying your hobbies and spending time with family and friends – as you rest up for the following day.

Face it: we have put unnecessary stress in our lives, whether it is working too hard or not using common sense when taking care of our health.

I feel that exercise contributes to a strong, stress-free mind and body. Exercising 2-3 times a week is good for everyone. Routine of walking or running daily is good. I combine my running with yoga and pilates, 3 times a week, and if I am stressed, then more often. Eating a well balanced diet and drinking plenty of water is essential, and drinking alcohol in moderation is important as well.

These are only a few suggestions to have a more harmonious lifestyle in and out of the work place. What do you do to be more productive?