Reverse brainstorming, also known as negative brainstorming, is a creative thinking technique used for identifying problems, challenges, and risks associated with a particular idea, project, or situation. It provides a deeper level of understanding of a problem, which allows for improving the quality of the solution created or implemented, reducing the risk of failure. This technique is particularly useful in the following contexts:

• Identifying weak points – the risks and difficulties associated with your planned project or idea, so you can take steps to minimize or eliminate them,
• Avoiding mistakes and unwanted surprises – by considering potential problems at the planning stage, surprises and mistakes can be avoided later in the project implementation process,
• Refining solutions – once potential difficulties have been identified, participants can work on solutions or strategies to avoid or effectively counteract these problems.

The main idea of reverse brainstorming is that instead of thinking about how to improve the concept, participants try to think about how its implementation might be hindered. It is particularly useful when you are working on developing a new product or service, or when you need to solve a problem that is difficult to define. During the discussion using this technique, sample questions may include:

• What are the potential difficulties associated with this solution?
• What are the potential drawbacks or limitations of this solution?
• What are the potential costs of implementing this solution?
• What are the potential benefits of this solution?

Reverse vs traditional brainstorming

Traditional and reverse brainstorming are complete opposites and the main differences between the two can be seen in the purpose of use and approach. The purpose of the latter is to identify problems, difficulties, threats, or potential flaws related to an idea, project, or situation, while the traditional technique aims to generate as many creative ideas and solutions as possible. In reverse brainstorming, participants try to think negatively, while in traditional brainstorming, they focus on generating ideas and creative thinking.

Summary

Without a doubt, reverse brainstorming is a valuable technique – it helps avoid pitfalls and better prepares you to operate in a changing and competitive business environment. It is worth using in the analysis phase when it is necessary to identify existing problems and potential risks. However, the traditional technique also has undeniable advantages, especially when it leads to the development of new solutions and the achievement of set business goals. For this reason, it is often used in the creation and planning stages when fresh ideas and an innovative approach are needed.

It is extremely difficult to answer which of these techniques works better. Both approaches have their unique advantages and are extremely useful – they can be used as effective tools in the process of creative thinking and problem-solving. Ultimately, the choice between the two will depend on the specific situation and goals of the project. In many cases, it is even worth considering using both techniques at different stages of the project to unleash the full creative potential while focusing on analyzing and refining solutions.

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The eat the frog technique is a time management method that involves doing the most difficult and unpleasant task first in the day. This concept is based on the idea that putting off difficult tasks only makes things worse – because the longer we postpone a task, the more it scares us and the harder it is to get on with it, especially when there is less and less time left. In contrast, completing a difficult task at the very beginning of the day gives us a sense of satisfaction and motivation to continue working because “the worst is over”. It is believed that this technique is an effective way to increase productivity and improve the efficiency of our work.

When to use the eat the frog method?

As this technique is highly versatile, it can be applied in various areas of life. When it comes to private life, it may refer to chores like ironing, cleaning the bathroom, or washing the fridge – according to the concept in question, we should start with the least liked or most time-consuming activity. Things are no different in professional life when, for example, a project we have to put a lot of time and effort into is on our to-do list. What tasks will be your “frog to eat” will depend on your position and personality.

Key principles of the eat the frog technique

In his book, Brian Tracy points out that putting off difficult tasks can lead to stress, inefficiency, and a lack of job satisfaction. Starting the day by completing the most difficult task, on the other hand, can give us a sense of accomplishment and motivation to continue working, and even self-satisfaction since we “ate that frog.” To successfully implement the technique he describes, follow the steps outlined below.

Create a to-do list

At the very beginning of the day, write down all your responsibilities and mark each one as “easy,” “moderate,” or “difficult. Difficult tasks can include those that are the most important as well as those that are simply time-consuming. They can also include boring tasks that you don’t want to do because you don’t enjoy doing them and those that require deep focus and concentration.

You can prepare such a to-do list in ż­·˘k8Ć콢Ěü – a project and team management tool. You can give tasks statuses (available in the system or modified according to your needs) and priorities, as well as set deadlines for their completion.

Start your day by completing the hardest task

Choose the task that has the greatest impact on your goals and is the most difficult, and then start doing it first thing in the morning when you are the most productive. Don’t try to do other tasks at the same time – focus on this task until you finish it. It may take longer than you expected to complete this task – but don’t give up and keep working on it until it’s done. Also, remember to avoid distractions. Turn off notifications, minimize browser tabs, and mute your phone so you can focus on it fully. Also, if you have the opportunity, say no to requests for help, and don’t talk to anyone until you’ve completed the task.

Reward yourself

When you have completed the most difficult task on your list, take a break to feel fully satisfied. You can also reward yourself in other ways – both at work (coffee with a teammate) and outside of work. Rewarding yourself is important because it helps reinforce positive habits and motivates you to complete more difficult tasks. In particular, it encourages you to maintain a high level of productivity and to keep striving to achieve your goals.

Eat the frog technique – summary

The eat the frog technique is a powerful tool for managing your time and increasing your productivity. Its main idea is to prioritize the most important tasks and get them done at the very beginning of the day so that you have more control over your responsibilities and avoid the procrastination that often leads to stress and delays. It’s also important to remember that this method is just one tool among several other strategies and choosing the right techniques depends on each person’s needs and goals. Ultimately, effective task management requires experimenting with different approaches and selecting those that work best for an individual’s work style.

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Why is it so difficult to stay motivated?

To some, focusing on and achieving a goal comes more naturally than to others. But in either case, it requires work on oneself and action, which in turn requires strength and dedication. We find it easier to persevere in simple resolutions, while more difficult ones require more effort. Along the way, there are moments of weakness, unfavorable external factors, or a worse mood, and each of these elements makes it even harder to stay motivated.

There are a lot of theories about how to stick to a resolution and make it a habit. Some of them say that all you have to do is repeat something regularly and it becomes your daily routine. Others, on the other hand, say that anything is possible, we just have to want it badly. Regardless of which of these claims you agree with, motivational podcasts can be an effective way to fight your own weaknesses. Just believe in yourself and be goal-oriented.

Planning helps you achieve success

Imagine a person who has never done any sports, but wants to start working on themselves. It’s raining outside and they’ve had a hard day at work. What do you think? Will they curl up under a blanket and watch their favorite TV show, or put on workout clothes and go to the gym? The latter will certainly get them closer to their goal, but it will require more motivation and effort.

Planning can help us achieve our goals. However, for it to be truly helpful, we must set priorities, focus on ourselves, and answer the questions: Why do we want to achieve this goal? What will it give us? When planning, it is not necessarily useful to follow the statement: aim high. Sometimes breaking the problem down into smaller steps allows us to believe that we can do it. Each of these steps should have a specific time frame so that the resolution can be measured and progress evaluated.

Motivational podcasts worth listening to

Beyond the To-Do List

In this podcast, we will learn the approach of experienced authors and creators as they explore the topic of productivity with the host. Erik Fisher hopes to present you with a theory that will help you live life to the fullest and go beyond your to-do list.

Hurry Slow

This podcast can be considered strictly motivational. The author places a strong emphasis on the fact that what happens in our lives depends on our actions. If you need a proverbial kick-in-the-pants and motivational speeches work best for you, this is a podcast you should listen to.

It’s About Time

Each of us has exactly the same number of hours in the day. It’s up to you how you use them, but managing your time rationally is not easy. Anna Dearmon Kornick takes a closer look at this in her podcast. You’ll get tips on how to stay focused on your goals, manage your time, self-actualize, and maintain a good work-life balance. In the podcast, you’ll listen to the author’s personal experiences as well as interviews with guests who have experienced this topic in some way.

The 5 AM Miracle Podcast with Jeff Sanders

Jeff Sanders talks about healthy habits, personal development, and productivity. He keeps us motivated and gives us hope that by focusing on a goal and putting in the hard work, we can achieve what we’ve planned.

Getting Things Done® podcast from Vital Learning

Getting Things Done is more than just a podcast. It’s a philosophy the authors live by and believe in. In the episodes, they explain it and share the stories of people who identify with it. The foundation of their approach is stress-free productivity, which means rationally measuring your strengths in pursuit of a goal.

Motivational podcasts – summary

Listening to motivational podcasts or how-tos can help you achieve your resolutions, but it won’t happen without your hard work. There’s a wealth of knowledge in podcasts that’s worth reaching for, but know that it’s up to you to put it into practice.

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What is the afternoon slump?

Afternoon slump, sometimes also called post-lunch-dip, is a common phenomenon that can affect workers regardless of age or occupation. Its main symptom is a decline in energy, alertness and mental concentration, which usually occurs in the afternoon (usually between 1 pm and 3 pm).

For some people, it can manifest as headaches and muscle aches, impaired vision, irritability or fatigue. Such a temporary period of reduced productivity is natural for humans (it occurs as part of the typical diurnal rhythm), but its occurrence (timing, severity, ailments, etc.) may vary due to individual factors such as:

• eating habits (timing and quality of the last meal eaten, lack of hydration, etc.),
• stress levels,
• sleep quality,
• lifestyle (e.g., each employee’s daily rhythm, i.e., times of getting up and going to bed, degree and frequency of physical activity),
• type of tasks performed (tedious or monotonous tasks, lack of mental stimulation or a sedentary work mode can contribute to feelings of fatigue and reduce alertness).

Who is most vulnerable to an afternoon slump?

The exact timing and intensity of an afternoon slump in energy may vary from person to person, but we can identify some typical scenarios when this situation occurs and can be a significant setback for an employee.

We are particularly at risk of an afternoon slump if our lunch or dinner was rich in simple carbohydrates (the body focuses on processing the food, which can lead to a temporary drop in energy levels and cognitive function). People who struggle with insufficient or poor quality sleep at night are also more likely to experience a pronounced afternoon slump in form (as well as feelings of fatigue and lethargy during the day).

Consequences of afternoon slump for the company

Although the afternoon slump is a natural reaction of the human body, it is not without an impact on the work performed. Due to reduced concentration and productivity, one can expect such situations as longer deadlines for tasks, less creativity during scheduled meetings, and increased errors and mistakes (which can be both minor and very serious for the company, such as in the case of customer service), making wrong decisions, among others.

What’s more, dealing with an afternoon crisis regularly can lead to a decline in employee commitment and morale, and the frustration felt by employees can affect the dynamics of the entire team, and thus the atmosphere in the company.

How to beat the afternoon slump?

Every employer would like to see their personnel maintain a consistent level of productivity throughout the week. It’s impossible to achieve, but it is possible to help employees fight fatigue, and maintain proper energy levels and sufficient productivity throughout the day. How? Some effective strategies are outlined below.

1. Ensure access to natural light

Place employees’ desks close to windows to create a space where they constantly have access to natural light. After all, exposure to daylight helps regulate the daily rhythm and affects energy levels and mood.

2. Organize healthy meals

Provide employees with healthy food options (e.g., through company catering) that provide energy for longer periods. Encourage meals rich in fiber, protein and healthy fats, and avoid processed foods and high doses of sugar. Also, make sure you have constant access to drinking water and other hydrating beverages.

3. Provide space for physical activity

A ping-pong table, foosball, a stretching room or even the opportunity to take a short walk during working hours are all effective ways to get the blood flowing and increase oxygen supply to the brain. As a result, workers will feel less stressed and more focused on tasks.

4. Allow breaks

Encourage employees to take short breaks to relax and recuperate (breathing practices, meditation, yoga and others). Providing a quiet zone or small space in the office where employees can rest and recuperate their minds can help boost energy and concentration.

5. Introduce flexibility in working conditions

If possible, also consider introducing flexible work schedules that allow employees to adjust their working hours to their natural rhythms and preferences. Indeed, some employees may be more productive by working slightly earlier and later, avoiding the most critical period of the afternoon slump.

Afternoon slump – summary

As an employer, you will find these strategies to reduce the consequences of afternoon slump practical (though it is certainly easier to counter this phenomenon with office workers than with remote workers). Nonetheless, you must dutifully keep in mind that employees have different needs and preferences in this regard.

By having an ongoing dialogue with your team and checking regularly to see which activities are having the desired effect, you will be able to help employees overcome the afternoon slump in form. That’s how you’ll ensure an engaged and productive team – whether they’re just starting work or finishing it.

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Job crafting – table of contents:

1. What is job crafting?
2. Positive effects of job crafting
3. Advantages of job crafting
4. Job crafting – summary

What is job crafting?

Job crafting refers to the modeling of work – that is, the employee’s customization of work (including skills) to increase the sense of control over the job and improve job satisfaction or help achieve better results. You can implement it in various areas, among which the most important are:

• realized responsibilities (task crafting) – an employee may ask to change his or her job description to better fit his or her skills and interests (for example, an employee in the sales department who is good at writing may ask to have the creation of articles or marketing materials added to his or her job description),
• relational crafting – you can adjust the work in the team to your preferences, making it more independent or more group-based depending on the specific case,
• the way of performing duties (cognitive crafting) – means transforming the order in which tasks progress, analyzing them, measuring their effectiveness and examining their legitimacy, which is supposed to lead to a deeper understanding of what an employee’s role is in the team and the company as a whole.

Positive effects of job crafting

What should job crafting lead to? First and foremost, to a change in thinking about work. Wrzesniewski and Dutton’s research has shown that employees who treat their work as an opportunity to exercise their values and goals or to develop personally – and not just as a duty tied to the need to earn money – are more engaged and motivated, resulting in better job performance. For this reason, they have created a work modeling tool to lead to greater control over the duties performed and the use of the maximum of one’s skills.

After all, customization of tasks performed and ways of doing things is supposed to increase commitment to duties and improve job satisfaction – especially for people in independent or creative positions.

Advantages of job crafting

It is believed that the benefits of labor modeling can be seen by both employees and companies or organizations. How are the benefits shaping up for both groups?

Advantages for organizations

Job crafting is usually seen as a beneficial strategy for organizations, as it helps strengthen employee engagement and improve their job satisfaction and performance, which positively increases their value to the organization. Moreover, it can lead to greater innovation and creativity, as employees are thus given the freedom to experiment with different ways of doing their jobs. To achieve such benefits, a supportive employer can offer employees flexibility in how they do their jobs and access to tools that help them better tailor their work to their individual needs and goals.

Advantages for employees

For employees, in turn, it is noted that job crafting allows them to use their skills and talents in a way that best suits their work style and preferences, which increases satisfaction with their duties, improves well-being in the workplace or facilitates teamwork.

At the same time, employees who have more control over their work are more committed and motivated to achieve the organization’s goals – thus producing better results. Thus, this operating model can contribute to reducing employee turnover and related recruitment costs, as well as making the employee more valuable to the organization.

Job crafting – summary

It should be said that job crafting represents a way to make the most of each employee’s potential. That is why it is increasingly becoming part of the organizational culture of companies in various industries. Still, the introduction of this process requires the selection of people in the team who are characterized by a high degree of self-awareness in the area of their own needs, preferences and skills, and who will be able to properly take advantage of the opportunities provided to them.

So before you decide to introduce work modeling into your organization, make sure that these are the kind of people you have in place – not employees who are more comfortable with the traditional model of operation.

Read also: How to learn self-discipline? Advice from top leaders

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Year after year, the Earth’s temperature is increasing – the years 2011-2022 were the warmest in world history. Emissions of carbon dioxide and other greenhouse gases (which are the result of human activity) have meant that global warming is now increasing at an average rate of 0.2 degrees Celsius per 10 years and is causing significant climate consequences.

Summer fatigue in the workplace – table of contents:

1. Summer fatigue – what is it?
2. Summer fatigue and employee productivity
3. Consequences of the heat wave – a new challenge for companies
4. Summer fatigue – tactics of action in companies
5. Summer fatigue – summary

Summer fatigue – what is it?

The term summer fatigue refers to the feeling of great weariness resulting from a heat wave and leading to lethargy or the onset of disease symptoms.

It is derived from the Japanese language and is a combination of two words – “natsu” meaning summer and “bate” meaning fatigue. This word was born in the land of the cherry blossom, and because this country – although characterized by a climate similar to conditions in Central Europe – is increasingly haunted by heat waves, during which temperatures reach 35-40 degrees Celsius.

Such climatic conditions do not go unnoticed by members of society, who are not accustomed to them from an early age. They especially affect employees, making it necessary for company managers and HR departments to take appropriate measures.

Summer fatigue and employee productivity

No one doubts that persistent heat waves can lead to poor well-being – both physically (fatigue, lethargy, headaches, fainting, nausea, etc.) and mentally (difficulty focusing).

This does not go without impact on the quality of work performed during the holiday months.

The Health and Safety Executive (HSE), a UK government agency, has indicated that the consequences of heat stress can also include muscle cramps or heat rash, and sometimes sunstroke (heat stroke). Stroke means that the body has experienced overheating, which can lead to significant cardiovascular dysfunction and, in more serious situations, even heart damage.

Consequences of the heat wave – a new challenge for companies

Companies in a variety of industries should therefore already be thinking about how they can ensure that the people they employ are comfortable even when temperatures reach extreme levels – especially as such high temperatures will continue for longer and longer periods each year.

Although each person is characterized by individual resistance to heat, the risk of the above-mentioned symptoms must be taken into account when setting working conditions.

In this respect, companies employing office workers are certainly in a better situation (air conditioning ensures optimal working conditions) than those working physically outside (e.g., construction workers, assemblers) or on the road (e.g., drivers), or managing busy places (e.g., food outlets).

Summer fatigue – tactics of action in companies

The primary option for dealing with extreme temperatures is to have your employees stay at the home office so as not to expose them to the sun on the way to and from work.

However, if employees must perform their duties from the office, you can take the following steps:

1. Determine the optimal temperature in the room – with the help of ventilation or air conditioning (invest in these solutions if you don’t already have them or they don’t work properly!) – it should stay at 20-23 degrees Celsius for comfort.
2. Ensure adequate hydration levels – make sure that employees have constant access to water at all times and that supplies are replenished regularly.
3. Train your employees – make sure they know exactly what the symptoms of overheating are and that they will be able to recognize them both in themselves and their teammates. It’s also a good idea to provide first aid training in case of heat stroke or fainting.
4. Think about employees who perform their duties outdoors – you may be able to create artificial shade for them, provide a constant supply of bottled water, or equip them with UV-protective sunscreen or corporate headgear.

Summer fatigue – summary

It can be expected that shortly – with recurring or persistent heat waves – the Japanese term summer fatigue will permanently enter the business vocabulary.

However, you can’t wait for the extreme temperatures to set in, because by then it will be too late to act (you may, for example, have trouble buying an air conditioner or fan). So make sure that you are properly prepared for the onset of summer fatigue with the tips listed above. Then you will gain confidence that you have taken proper care of the health and comfort of your employees, especially in the area of raising their awareness of the negative effects of heat.

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Impact of side hustles on workplace productivity – table of contents:

1. Are side hustles more popular than ever?
2. What are the downsides of side hustles?
3. The influence of side hustles on productivity
4. A side hustle – should you fight for it?
5. Summary

Are side hustles more popular than ever?

Recent research clearly indicates that making money on the side is a growing trend. In Great Britain, 19% of respondents admitted to having a side hustle (Aviva, 2022), while in the United States this proportion is as high as 40% (Zapier, 2022).

The trend is undoubtedly a direct result of the Covid-19 pandemic, and the shift to remote work, which has opened the door to new ways to earn a living. At the same time, the current global economic crisis is also pushing people to look for new sources of income, so that they could keep their standard of living or build a financial cushion.

What are the downsides of side hustles?

It might seem that a side hustle is an excellent solution when you need a new source of income, after all, you can spend your spare time in any way you want to, and in such a case, you can decide by yourself how much work you can take.

In fact, however, the situation is much more complicated. The first thing that you need to consider is a possible non-competition clause in your contract, and whether you might expose yourself to financial penalties. As it is unacceptable to neglect your regular duties, the second concern is whether, with your side hustle, you’ll be productive enough in your full-time job.

The influence of side hustles on productivity

Does our productivity dwindle when we work more? The answer is yes – a survey conducted by Bankrate revealed that 28% of Americans felt the negative impact of having a side hustle on their personal relationships, physical health, as well as productivity at work. This has been confirmed by a study conducted at Stanford University by a British economist and academic, John Pencavel, in 2014. The obtained results indicate that:

• productivity per hour drops drastically when a person works more than 50 hours a week,
• after 55 hours, productivity drops so much that working more hours is pointless,
• people who work up to 70 hours a week do only as many tasks as those who devote 55 hours a week to their duties.

A side hustle – should you fight for it?

Whether a side job will have a negative impact on your employees’ productivity depends on their individual predispositions. While some employees may experience an immediate slump in productivity, others may show lower efficiency after some time, and some may not be affected at all.

However, what can you do as an employer when, based on comparative data, you spot that your employees’ productivity dropped, and discover that their side job is the cause? First of all, you should talk to them openly about the reasons for taking on extra tasks. Then, you can consider the following solutions:

• offering them education and training opportunities that can help them get promoted and earn more,
• giving them extra assignments so they could get a bonus,
• suggesting paid overtime that can benefit both the employee and the company,
• introducing a side hustle policy, which will outline the scope of acceptable extra work (however, there’s a risk that such a procedure will be perceived by some employees as an attempt to control their income).

Summary

For many people, a side job is a much better solution than asking a boss for a raise, taking overtime, or switching to a different career field. However, it’s important to remember that pursuing a side hustle means spending more hours to complete commissioned tasks in one’s personal time.

This may lead to exhaustion and have a negative impact on their productivity. If you notice that your employees are struggling with such a problem, think how you can solve it and ensure that they can fully focus on your company. Perhaps, you’ll be able to come up with a mutually satisfactory solution.

Read also: How to learn self-discipline?

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How to learn self-discipline? – table of contents:

1. Find the area you are most passionate about
2. Nurture “the pain of self-discipline instead of the pain of regret”
3. Set simple habits for yourself
4. Don’t be afraid of mistakes
5. Exercise self-discipline like a muscle
6. Striving for better self-discipline – summary

Find the area you are most passionate about

It is much easier to build self-discipline in ourselves when it concerns an area that is close to us, arouses real emotion and we care to develop and succeed in it. This is confirmed by the words of presenter and billionaire Oprah Winfrey, who said: “Passion is energy. Feel the power that comes from focusing on what excites you.”

So if you’re having trouble with self-discipline, start by thinking about what it might be due to – there’s a good chance that you need to look for another area in your life that will become your true passion. In such a situation, you will very quickly see how much easier it is to devote yourself to something you care about most in life, and that the constant work to achieve success is no longer such a big challenge.

Nurture “the pain of self-discipline instead of the pain of regret”

Jim Rohn, an American entrepreneur and motivational speaker, said ” the pain of self-discipline weighs only a few grams, while the pain of regret weighs many tons. It means that what is more important is not what we gain from becoming more self-disciplined, but what we lose when we don’t achieve a goal. This approach is in line with what we as humans strive for every day in terms of avoiding feelings that are unpleasant for us. So if motivating ourselves with possible benefits doesn’t work, we can try to think more about the consequences of a lack of self-discipline and observe the effects of this change.

Set simple habits for yourself

The third tip comes from American entrepreneur and motivational speaker Robert J. Ringer, who stated that “success is a matter of understanding and religiously practicing certain simple habits that always lead to success”. What habits will work for you must be discovered on your own by testing various options – including daily planning (which facilitates acting in an organized manner), long-term planning, taking care of yourself (in terms of movement, healthy eating or getting enough sleep – which translates into a better mood that promotes self-discipline), doing the most important things at the most productive time for you, reading motivating items, etc.

What’s more, it’s a good idea to set small self-discipline goals at the beginning, and then strive to make them a habit. In this way, achieving more results – building more habits – will come more easily.

You can employ dedicated tools to organize your time and plan your activities. The most popular function is the to-do list available, among others, in the ż­·˘k8Ć콢Ěü system, where you can write your responsibilities and resolutions in the form of notes, tasks, events, or meetings, and determine their statuses and priorities. In addition, when completed, you can mark each item as “done,” which will further motivate you to stay more productive and self-disciplined.

Don’t be afraid of mistakes

This tip is given to you by British entrepreneur and billionaire Richard Branson in the words ” making mistakes and experiencing problems is part of the DNA of every successful entrepreneur and I am no exception in this regard “. It is crucial to realize that we cannot blame others for our failure the moment we are aware that we lacked self-discipline. So we should think in such a way that we are responsible for all of our choices in life, and mistakes and failures are there for us to learn from and build even more self-discipline.

Exercise self-discipline like a muscle

At the very end a tip not from one of the top leaders, but from psychologist Daniel Goldstein, undoubtedly worth remembering: “I think self-discipline is like a muscle. The more you exercise it, the stronger it becomes”. If you want to become more self-disciplined, you can’t expect to achieve it in a week. It is also not worth giving up. It is essential to try again and again, even if you have already failed a couple of times to achieve the expected goal – without giving in to doubt, reluctance, or confusion. Over time, everything will become easier (including persevering in your resolve in pursuit of your goal) – just as it becomes easier to do more repetitions at the gym.

Striving for better self-discipline – summary

“Our lives will always be a constant struggle between the life of ease and its momentary rewards…. and the life of discipline and its more meaningful rewards”- such words spoken by Jim Rohn brilliantly illustrate the best effect that comes from constantly striving to improve your self-discipline. Try doing it according to the tips outlined above from top leaders, and you will undoubtedly see that you are much happier with the results of your daily work. All you have to do is take the first step and persevere in your resolve, with constant thoughts of the result that awaits you at the very end of the road.

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Multitasking vs single tasking – table of contents:

1. What is multitasking?
2. Single tasking: an alternative to multitasking
3. How to single task?
4. Multitasking vs single tasking
5. Summary

What is multitasking?

Multitasking can be understood in two ways. First, it is associated with divisibility of attention, thanks to which a person can perform multiple tasks at the same time, such as responding to an email from a client while attending a team meeting and chatting with co-workers. Multitasking can also be equated with the ability to quickly switch between individual duties.

Is multitasking effective? According to the study, the results of which were presented in the publication only 2.5% of participants successfully performed multiple tasks simultaneously. The rest showed significant declines in performance.

Cynthia Kubu, a neuropsychologist, confirms that the human brain is capable of focusing on performing only one task at a time: “When we think we’re multitasking, most often we aren’t really doing two things at once. But instead, we’re doing individual actions in rapid succession, or task-switching.”

Another study, this time by researchers from the Institut National de la Santé et de la Recherche Médicale (INSERM) in Paris, shows how multitasking affects the prefrontal cortex. When performing a single task, both sides of the prefrontal cortex work together. When multiple tasks are carried out at the same time, the sides of the brain begin to work independently, leading to memory problems, resulting in lower performance and an increased number of errors.

If performing multiple tasks simultaneously is inefficient, how is it possible that a person can, for example, eat dinner, scroll social media and listen to the radio at the same time? The answer lies in the engagement level of the prefrontal cortex – activities that we perform automatically (such as walking) put less strain on it than, for example, driving a car.

Single tasking: an alternative to multitasking

What to do instead of multitasking? Well, single tasking can be an alternative to multitasking. It involves focusing on only one task at a time. This method has a positive impact not only on productivity, but also on the human body. So what are the benefits of single tasking?

• Higher efficiency – putting energy into completing one task ensures that it will be done thoroughly, so the risk of making a mistake is reduced.
• Better concentration – the ability to focus on a specific task, allows you to achieve better results. This applies not only to professional duties, but also to relationships. For example, concentration, or “being here and now” when meeting with friends lets you enjoy the moment more.
• Fewer distractions – focusing on one task makes it a priority, and external distractions are automatically eliminated.
• Greater control – “switching” between tasks leaves a person distracted from work, making it more difficult for them to later measure the effects of their efforts, or the time they spent on a task.
• Reduced stress levels – single tasking increases the probability of actually completing a given task. It also boosts satisfaction and reduces stress levels as the employee no longer has to think about when and how to finish it.

How to single task?

Prioritize

Before you start work, decide which tasks are at the top of your priority list. Use the Eisenhower matrix which will help you determine which issues are urgent and need immediate attention, and which can be addressed later. Once you’ve set the priority of tasks, create your own to-do list. This is one of the features that ż­·˘k8Ć콢Ěü provides. This system allows you not only to write down your responsibilities, but also to prioritize them, give them statuses and deadlines.

Learn how to manage your time

There are various techniques that help you better manage your time by breaking down large tasks into smaller ones that can be completed in full focus in a short period of time. An example is the Pomodoro technique, which is based on working in cyclical blocks of time. The most common division is to do a task for 25 minutes, and then take a 5-minute break. After four blocks, it is recommended to have a longer break.

Blocking out distractions also helps you focus better. To this end, it’s a good idea to turn off all notifications and leave websites that distract you from your work. Of course, some co-workers may expect an immediate response to their message. You should then notify others in advance that you need to focus on the task at hand and ask them not to disturb you while you’re doing it. Such situations also teach you how to set healthy boundaries. Leaders might also consider introducing or at least further educating employees on the subject of asynchronous communication.

Use the project management system

Project management software has many features that can be used to organize your work. First of all, with the help of Kanban boards, a team can work together to define tasks, set their priorities and statuses, assign employees responsible for completing them, or set deadlines. A person with assigned tasks can write them on their own to-do list, then individually and successively complete them, and mark them as completed.

Practice active listening

Active listening helps you focus on the other person and remember as much as possible from the meeting. Thanks to this practice, not only do you show respect to the other person, but you can also better understand the discussed issues, as well as avoid mistakes and misunderstandings. So it’s a good idea to put away distracting devices (phone, laptop, etc.) when attending a meeting, and preferably leave them in another room. During online discussions, it’s also a good idea to turn off all the unnecessary tabs in your web browser.

Multitasking vs single tasking

It’s not difficult to notice that multitasking and single tasking are completely different methods of performing tasks. In the table below, we’re presenting the basic differences.

Summary

Today, multitasking is a desirable skill by employers, mostly because it is associated with greater productivity and efficiency. As studies show, the relationship is quite the opposite. By constantly switching between tasks, being unable to prioritize and organize your work, and being frequently distracted, an employee’s efficiency can be significantly reduced, and there is a greater risk of making mistakes, which again require time and energy to correct.

Of course, in some situations and for some people, multitasking can be an ideal solution. However, it is worth remembering that only a small percentage of the population have the right aptitude for it.

It is also crucial to change the attitude towards single-tasking and reject the opinion that it is an inferior method. In numerous publications, articles and blogs, you can read about its positive effects on work, as well as on health. So it can be an ideal alternative for people who don’t want to feel so much pressure and stress, and instead want to feel satisfied with the completion of specific tasks.

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Work organization – table of contents:

1. Plan your work
2. Focus on one goal (and task) at a time
3. Remember to take regular breaks
4. Set priorities
5. Estimate and control time
6. Establish individual productivity cycles
7. Get rid of distractions
8. Work with Kanban boards
9. Use tools to streamline your work
10. Set boundaries for colleagues
11. Better organization of work – now you know what to do

Plan your work

You can organize your schedule in a special online tool, in an online notebook, traditionally on paper (whichever way works best for you) – you can’t forget to plan your work if you’re interested in improving your organization. Writing out all to-do duties for a given day or week is the basis for the next steps we mentioned. However, remember to plan yourself only 80% of the time at work – the rest should be set aside for unforeseen events.

Focus on one goal (and task) at a time

You won’t be able to achieve everything you set for yourself right away – just as you won’t manage to complete all the tasks you have planned for the day before afternoon. Focus on what’s most important at the moment, and you’ll see positive results.

Remember to take regular breaks

It’s best to plan your breaks every day around the same time (as far as possible, of course) – this way your body will get into a certain working rhythm, making it easier to achieve your goals.

Set priorities

Which task is important and urgent, and which to put back? Once you have planned your work, you should determine the order in which you should carry out the various responsibilities (the Eisenhower matrix will help you with this). This way you will know exactly what to do and how to move smoothly from one task to the next, without allowing yourself a moment’s hesitation.

Estimate and control time

To best organize your time at work, you should also rely on estimating how long it will take you to complete a particular task. This way you will gain control over time while increasing your motivation to complete it. Constantly checking the pace of your duties, in turn, will allow you to anticipate bottlenecks and learn lessons for the future (e.g. in terms of the fact that a certain type of task requires an extended deadline). These two actions significantly improve work organization.

Establish individual productivity cycles

What hours do you work best? Discovering whether you are more productive in the morning, noon or afternoon (and how this fact correlates with your meals at work) is the starting point for better organization of your daily work. After all, it’s best to leave yourself the most challenging tasks for when you are most productive so that completing them should come with at least a little more ease. In the period of least productivity, on the other hand, you should perform automatic and repetitive tasks that do not require much commitment. This approach will help you get rid of the feeling of wasted time at work.

Get rid of distractions

Keep in mind that nothing works as badly for performing daily duties as constantly succumbing to distractions of all kinds – checking social media, visiting co-workers or reviewing emails. Why? Because it takes our minds a while to focus on the task at hand and each distraction causes our concentration to fade and we have to start from scratch. For this reason, it’s a good idea to block certain sites for the duration of your work or use the Pomodoro technique (which supports working in cycles) to avoid succumbing to distractions.

In this regard, also note that you encounter distractions both in the office and while working at home – identify what most often distracts you from your work and then try to eliminate these problems to improve your workflow.

Work with Kanban boards

Visualizing your to-do tasks on the Kanban board (column division is do-doing-done) improves control over workflows. What’s more, it allows others to see if they can currently use your resources, or perhaps you are focusing on an important task and can’t find the space to help.

Use tools to streamline your work

Think about this type of software (such as our ż­·˘k8Ć콢Ěü project management software) if you work in a team and feel the need to improve communication between individual team members. Solutions that allow you to store all the necessary information about the processes taking place in one place can very quickly and effectively improve the organization of the work of those involved. However, you must remember to select them appropriately for your team’s needs (by analyzing the areas causing problems).

Set boundaries for colleagues

The last piece of advice is one that few people want to take because it is believed that by doing so you may get an “unhelpful friend” label. Nevertheless, sometimes it’s better to convey to colleagues that you won’t help them at the moment than to forcefully support others and later face delays in your tasks, which can harm both you (physical and mental health consequences related to stress and overtime) and the organization (due to missed deadlines).

Better work organization – now you know what to do

You may think that the tips listed above are “trivial” and certainly not enough to clean up the clutter in your work life. However, try to incorporate some into your daily activities and you will quickly notice that the results will far exceed your predictions. Of course, it’s not the case that all the tips listed above will work exactly in your situation (it all depends on what problems you’ve had with organizing your work so far), but they are undoubtedly a suitable starting point for thinking about a change, carrying it out, and then – enjoying the results.

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Forced by the COVID-19 pandemic, the possibility of working remotely has stayed with us permanently, becoming a popular way of working and sometimes even a requirement (especially among the representatives of the youngest generation in the labor market). Lockdowns have made employees aware that working from home saves a lot of time as they no longer need to commute, and that it can be as effective as working from the office. However, some business leaders don’t trust employees to be productive when working out of the office. What might be the reasons for this?

Working remotely – table of contents:

1. Lack of social interaction
2. Lack of control
3. Lack of timely feedback
4. Disrupted work-life balance
5. Summary

Lack of social interaction

Many people believe that staying together in one room, with everyone handling their own responsibilities, has an influence on our efficiency. The lack of social interaction (spending all day alone in the room), in turn, makes it easier to get distracted and take a break or devote time to household chores. While it might seem that in the office we are exposed to more distractions (due to the presence of co-workers, for example), at home we can easily find just as many – and this is not without its impact on our productivity.

The interaction between individual team members has a positive effect on the efficient execution of the task. When you can discuss any problem that arises with another person, you come up with a solution faster. Many employers believe that video conferencing will never replace face-to-face meetings with team members.

Lack of control

Many people believe that when employees are not controlled, they are significantly less focused on their duties, and thus the time it takes to complete individual tasks increases. What’s more, some managers think that remote workers spend time at work on unrelated activities (such as cooking dinner, doing laundry, walking the dog or picking up a child from school), which makes them work fewer hours than they are required to. As a consequence, their productivity drops.

Lack of timely feedback

When all employees come to the office every day, it takes less time to resolve certain issues and get answers to important questions than when everyone is at home, only communicating through an instant messenger (such as Slack or Rocket.chat). In practice, it often turns out that we can’t complete a given task until we receive a response from our co-worker – and this person doesn’t write back promptly or is unavailable. The extended task completion time due to such situations also negatively impacts employee productivity.

Disrupted work-life balance

Some studies have shown that when we work from home, we spend more time performing our duties due to frequent breaks and non-work related tasks. Of course, some companies provide such flexibility, but most of them still require employees to maintain work continuity because of the need to exchange information or interact. In this way, we reduce our productivity and lose count of how much we actually work, which can have negative consequences for both physical and mental health.

Working remotely – summary

Despite the fact that most studies show an increase in efficiency when working remotely, there will still be leaders (representatives of an older generation attached to traditional working models) who will see a connection between working remotely and lower productivity. The solution, however, is not to work from the office to keep an eye on employees. Rather, it is necessary to place trust in the remote worker, to shape an organizational culture where flexible working conditions are accepted by everyone, and to look for ways to increase employee efficiency. Daily meetings, reporting or special workflow management tools can help with the latter task.

You’ve just read about a link between working remotely and lower productivity. You might also like: How to increase productivity in the workplace?

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Avoiding distractions at work – table of contents:

1. The Pomodoro technique
2. Blocking distractions
3. Dividing tasks into smaller parts
4. One task at a time
5. Natural productivity cycles
6. Summary

The Pomodoro technique

The Pomodoro technique is undoubtedly the most popular work method leading to increased concentration on the tasks on your to-do list. It assumes performing duties in 25-minute cycles, followed by a 5-minute break. Why is this method helpful in reducing distractions? Because you provide your brain with the information that a given task is to be completed in the allotted time, which results in greater motivation to work and, consequently, even unconscious avoidance of distractions – especially in a situation when the set clock is counting down the time.

Of course, if you really need it, you can extend your work time (for example, up to 40 minutes), but always remember to take regular breaks – preferably at about the same time every day. Then, working and taking breaks will become your habit, helping you to stay productive.

Blocking distractions

Even if you think you don’t devote much time at all to distractions like social media or your favorite blog, the reality is probably quite different. We tend to unconsciously detach ourselves from the task at hand to check a message we’ve received, scroll through a Facebook wall or catch up on the news on Twitter, automatically extending our time to complete our duties at work or at home. Without incoming notifications or being unable to view the pages we’ve bookmarked for a certain period of time (thanks to, for example, a special app), it will definitely be easier to focus on what we have to do.

At times, you may also get distracted by co-workers who need your help with their tasks – you should try to “block” them, just like social media or a frequently visited website. Of course, we don’t encourage you not to support your colleagues, but you always have the right to tell them that you need to focus on another task now and you will help them when you finish it. Such an attitude should be understood – and sometimes you just can’t do without drawing the line and setting boundaries.

Dividing tasks into smaller parts

Do you find it hard to focus on a task because you know full well that, no matter how you work, it will take you a very long time to complete it? Such an attitude leads straight to a loss of concentration. Fortunately, it is possible to eliminate it – all you have to do is divide the task into smaller parts and focus on completing each of them, instead of thinking about how long it will take to complete the whole one. This will also enable you to estimate the amount of time that each of these minor tasks should take you, and as a result, you will gain more motivation and find it easier not to get distracted.

One task at a time

If you want to stay focused and perform your tasks efficiently, try not to do more than one task at a time. Our brains need a few minutes to get into a state of focus on a selected task, and every time we jump to the next one, this process starts all over again (because, for example, it is a completely different type of task, topic, etc. ). And even if you think that by multitasking you achieve better productivity, in fact (as also confirmed by research) you spend more time on each task, increasing the risk of making an unnecessary mistake.

Natural productivity cycles

How long are you able to work until your productivity starts to decline? How many breaks do you need during the day to keep your productivity at the same level? At what hours do you find it easiest to focus on what you have to do, and when do you start to feel tired? These are just some of the questions you should answer to discover your natural productivity cycles and plan your work according to them.

By analyzing how long it took you to complete a given task, you will be able to check when you are most productive – first thing in the morning before breakfast, between 10 and 12 o’clock (that’s what the research indicates) or maybe after lunch? Everyone is different in this respect, so it’s useful to know when you work best and find it easier to stay focused. Do your most demanding tasks when you are feeling the most energetic, and leave smaller ones for times when you are least productive.

Summary

As you can see, there are a number of ways to reduce the impact of distractions at work and, consequently, complete your tasks faster, more efficiently, and with better results. If you want to be more productive, try to identify what is distracting you, and then implement the best solution for you from those listed above.

You might also like: How to increase productivity in the workplace?

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