Productivity and Circadian Rhythms

Productivity and Circadian RhythmsIn the last article we talked about how important productivity is in the time management arena. The fact is, the more productively you use your time, the more you can get done — or the less time you’ll need to spend at it.

Just the other day I had an important job to get done. One of my wife’s clients needed some important paperwork prepared and I was there to help her get it all organized.

It was mostly rote work, just reading through files and entering information into some spreadsheets (my wife does all the important stuff — it is her business after all). I arrived about 9:30 after a 2 1/2 hour drive. I got right into it and was on a roll for about 2 hours.

Then I started to get a bit slower. I took a quick break and ate my lunch. But I was not getting things done as quickly. And I made a few mistakes that I had to go back and correct.

But we had to get as much done as we could, so I kept on. About 3 in the afternoon I started to feel the energy rise. I was back on the roll I’d been on through the morning. I was doing things more quickly and less likely to make a mistake. I kept on it until it was time to leave at 6, but I could have gone on.

Even though I was there from 9:30 to 6, the amount of work I was able to do was greater for 5 of the 8.5 hours I worked.

And I knew that this would be the case. And it all has to do with sleep research.

The Background — Sleep Research?

Lately I’ve been learning a lot about sleep. It is a fascinating subject and the research that has been done in the past 1/2 century is phenomenal.

So, big deal. Bill’s been learning about sleep. What does that have to do with the price of tea in china? Or productivity for that matter?

Well, one of the concepts that I’ve learned about is circadian rhythms and it has a direct impact on your productivity.

Daily Rhythms

The term circadian is a Latin word that means “about a day.” It is used to describe the natural rhythms that occur in the bodies animals (and possibly plants). Typically, it is used in relation to sleepiness and alertness, but other biological rhythms follow a circadian cycle.

In our bodies there are 2 balancing tendencies — one towards sleep, the other towards alertness. There are many processes that provide pressure one way or the other.

The circadian rhythm is an alerting tendency that occurs naturally in your body. It will provide a varying amount of alertness during the day. It provides the least amount of alerting force during the night time — this allows you to sleep.

The most is during the late afternoon into the evening hours. This is to help keep you awake while the sleep debt (one of the opposing forces) is building.

Not surprisingly, there is another peak in the morning when it is time to wake up. But many people are surprised to find that there is another low point in the early afternoon.

You have probably experienced this and attributed it to the effects of digesting your lunch. But think about it, do you get tired after breakfast? What about after supper? Not unless we’re talking about Thanksgiving dinner 8=)

So digestion isn’t the cause of the afternoon drop. It is your circadian rhythm.

Productivity and Your Circadian Rhythm

Well, now that you have way more information that you wanted but probably not as much as you need, what does this have to do with productivity?

Simple. It has to do with your scheduling sweet spots.

Every day your body will be building an increasing sleep debt. Your circadian rhythm will cycle through to counter that sleep debt. You will have 2 periods every day where you are able to work at your peak — one in the morning and the other in the evening.

These peak times will be your times of highest mental, physical and emotional performance. No matter what you are doing, these times will be the ones that you can do it best.

Find the Rhythm

Not everyone’s rhythm is the same, so the morning peak for you may be from 6 to 9. Maybe it could be 9 to 12. Usually, your evening peak will be 10 to 12 hours later.

I’m not going to tell you what your peak times are. That’s your job.

Take the time to assess your alertness at least once an hour for the next week. Estimate it on a scale of 1 to 10. Keep a diary of what you find. At the end of the week you’ll see that there are definite peaks in your day.

With this knowledge, you can now schedule things that you need to do so that you can have your peak mental alertness when it can help you the most. Use these hours to work on your money makers or multipliers or whatever else is most important to you.

Be careful to resist allowing the mundane tasks to encroach on this precious time.

Now that you know how circadian rhythms can affect your productivity, how are you going to rearrange your schedule?

 

Time Management and Productivity

ProductivityWhen you start to learn about time management, the concept of productivity becomes one of the important things you need to learn. You don’t want to just create a schedule to control which activities are done when. You need to look at which activities are worth doing.

How Do You Measure Productivity?

You probably have a pretty good idea of what productivity entails? You know that productivity has something to do with producing results — preferably profitable results. But how can you measure it? How can you look at whether a given task is productive? Let’s look at a few possibilities.

Activity

I know a lot of people who are very, very busy. They are always doing something, talking about something or thinking about something that relates to their business. I’m like that sometimes too.

But is that being productive? Sadly, it often isn’t. Busyness is not an effective measure of productivity.

Much of the activity is meaningless. It doesn’t move the business or your life forward. It is like trying to fill a pool with a bucket. If you scoop the water out of the pool to pour it back in, the pool doesn’t get full.

So, while activity is probably a component of productivity, it isn’t a good way to measure it.

Products

Well, let’s look at measuring the actual product of our time and action. Perhaps that can be used to measure productivity.

When we build a piece of furniture, write an article for our web site or make a phone call to close a new client deal, we are obviously being productive. We have done something that has created something new in our business. We’ve scooped some water from the well into the pool.

But there is a lot of activity that doesn’t make something new. Yet it is vitally important activity. So there must be more to productivity than just those activities that create tangible results.

Intangibles

This is where things can get tricky. There are many activities that don’t directly create income or profit for our business. But they can be extremely productive activities. In fact, they can often be keys to making the other activities more productive.

I’ll give you an example from my programming days.

When faced with a new development project or module request, I usually spend a significant amount of time just thinking about it. I don’t write anything down, at least not anything technical. It is more like doodling if anything. Anything that I do write down will be thrown away. I don’t create any code. I don’t create any design documents.

If you watched me during this step you’d think “He’s off in la la land again.” I’m sure that it seems like I’m daydreaming. Well, the honest truth is that is exactly what I am doing!

This step allows me to wrap my mind around the problem. It gives me an overview of everything at a high level. It allows me to see how the various pieces are going to fit and work together. I can see multiple solutions and weight them against one another. I can envision how they will impact future revisions rather than just fixing the immediate problem. I can get a feel for the most efficient solution for the long term.

Once I get past this stage then the design and development of the software flows much more smoothly and quickly. I have a mental map of where everything fits and how it interacts.

There are many activities that don’t produce any tangible product for you to sell or work with. The results of my daydreaming was never anything that I could sell.

But when you start to do build the actual product or provide the service that makes your profits, the intangibles that you’ve put together will make the job more efficient. You’ll be more effective at whatever it is that you do.

Productivity

So, when you look at what productivity is you need to think of it in terms of more than just actions and products.

You need to look at the actions you take and how they impact the ability to deliver the products that you sell to your clients.

Three Types of Activities

1) Some activities have no productivity. Let’s call these time users. These are the activities that you need to reduce in your daily schedule. I’m sure you can find tons of examples of these types of activities.

Don’t completely discount these activities though. Sometimes they are a necessary evil (like taxes) or provide stress release (such as checking Facebook). Just make sure that you control how much time you spend on these tasks.

2) Some activities result in products or services that you provide to your clients. These are your money makers. You want to maximize the amount of time you spend on these tasks and/or the efficiency with which you perform them.

For a carpenter, building a kitchen table is a productive task. For a blogger, writing an article. For a sales person, setting up appointments and making sales calls. For a programmer, integrating a new feature to a piece of software.

These money makers are your bread and butter. You want to spend as much of your work time as possible performing these tasks since they bring your income.

3) I believe the third group of activities is the most crucial. I call them multipliers. These are activities that don’t produce any income themselves. But they allow you to be more efficient and effective in the activities that do. In other words, they leverage your time. They make your money maker tasks more valuable.

It could be a simple thing like building a jig that allows a carpenter to make the same angled cut consistently without having to measure and mark it. Or blogger making a series of outlines for their articles.

It may be more complicated like a sales person writing and rewriting sales copy for their sales presentation or a programmer learning a new programming language or technique.

No matter what industry you work in, there are tasks which will make your work tasks more productive even though they don’t bring in any income directly. Discover what these tasks are and make it a priority to schedule these tasks appropriately.

You don’t want to spend all your time here. That would be leveraging nothing! But you do need to make time for this — especially if you’re busy. If you can find a way to make the money tasks more efficient you can work less, make more or both!

Scheduling Productivity

Now you need to look at the activities that you perform for your business. Break them down into the 3 categories: time users, money makers and multipliers.

Schedule your day becomes much easier. Minimize the time users by scheduling them at specific and limited times. Eliminate the ones that you can.

Fill up the bulk of your work day with the money maker tasks. But be careful not to let them bleed into your non work times. Those need to be guarded as well!

Finally, find some time to work on the multipliers. You may not be able to fit them into every day, but be intentional about it. Make specific times for these tasks.

What’s Next?

Now you’ve got a handle on determining what tasks are productive for your business. You can work your schedule to maximize the productivity of your working hours.

But there are some other factors that you’ll need to learn about. In the next few posts we’ll be talking about how circadian rhythms affect your productivity, the perils of multi-tasking and the need for downtime. If you want to be notified when these posts are up make sure to sign up for the newsletter.

In the mean time, start to look at the tasks that you do. What category do they fall into? What multipliers do you need to focus on?

Share what you’re finding or questions you may have in the comments. And make sure to share this article with your friends, family and co-workers.


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Procrastination, Perfectionism and Fear

Procrastination Perfectionism and FearI have a confession to make. I’m a procrastinator. (I should have said that a long time ago… 8=)

Actually, make that two confessions… I’m also a perfectionist.

I suspect that you might be one or the other of these things. In fact, you are probably both as well.

The Problems

Procrastination is definitely a problem. I can’t imagine anyone denying that. You know that certain tasks need to be completed. But you put it off until tomorrow, or next week. Then, you put it off again.

Sometimes the task is one that is particularly unpleasant — like taxes. But other times it is something that you really want to do. I was always surprised by that.

I love to write. So, writing articles for my blogs, newsletters, etc. should be no problem. But do you know how often I put off writing? If you look at the history of my blogs you’ll see that it is far too common.

And if you could see the drafts I’ve started but never finished. And the ideas for articles that I’ve not even started.


It seems that Ellen DeGeneres knows a thing or three about procrastination!

Perfectionism on the other hand doesn’t seem like such a big problem. At least in theory. But in practice it is a serious problem.

You’d think that making everything perfect would be wonderful for your business and the rest of your life. But it doesn’t work out that way.

That’s because perfection is next to impossible to achieve. Perhaps even impossible altogether.

Even if it is possible to achieve perfection in something, the amount of time it takes to get from great to perfect is a high cost to pay.

Remember those unfinished drafts and ideas I talked about in the previous section? Some of them are lame, but most of them are pretty good or even great. It wouldn’t take much effort to put them out there.

You have a similar story. It affects your business. You don’t get done the things you need to get done to move your business forward — or even to get it started. You have projects sitting around at various stages of completion. Some at 90%. Some in the idea stage.

It affects your personal life too. You want to change your lifestyle — healthier diet, exercise, sleep habits. Or perhaps you’ve been wanting to get deeper into your faith but you just never seem to find the time. Maybe there is that special someone that you’ve been holding off talking to.

You don’t want to live your life this way, but what can you do?

The Root of Procrastination and Perfectionism

So, why do you procrastinate? Why are you a perfectionist? You know that these things hurt your business. You know that they interfere with your personal life. Why can’t you get past them?

You need to understand the root of these problems. And they both have the same root cause: fear.

This is the thing that pushes you to hold off on doing what you know needs to be done. It keeps you from accepting that your work is good enough. It keeps you constantly trying to make it better… make it perfect.

Sometimes I think it is a fear of failure. And I’m sure that part of the time, it is. But sometimes I feel that I’m just as afraid of success.

Success will bring changes. It will bring scrutiny and that might expose the “man behind the curtain.” You wonder if you’ll be able to live up to the success and maintain it. You may have even convinced yourself that you can’t.

Casting Out Fear

To break the cycle of procrastination and perfectionism, you need to get past the fear.

Easier said than done. I know. I’ve been struggling with it for years. Some days I do better than others. There is no simple answer to this problem, but there are some steps that you can take.

Four Steps to Break the Cycle of Fear

1) Accept Yourself. It is very important that you have a positive image of yourself. I’m not talking about ignoring your flaws or exaggerating your strength. But have an honest assessment of both your strengths and weaknesses.

And accept them.

Embrace them.

Give yourself the benefit of the doubt. Encourage yourself and remind yourself that you have something of value to share with the world.

2) Accept Failure. This is really difficult for me. But until you can accept failure as normal, natural and positive, you’ll be trapped by fear of it.

And failure doesn’t hurt that much. Well, sometimes it does. In fact, sometimes it could be fatal. If you’re trying something that is potentially dangerous then precautions are warranted. But when it comes to writing that novel you’ve been talking about since college…

All great men and women fail. They fail often and sometimes spectacularly. The difference is that they don’t let it stop them. They learn from their mistakes and press on. And that brings us to…

3) Learn and Adapt. Develop a mindset that looks at failure as a way to learn what doesn’t work.

I’m sure you’ve heard the story of Thomas Edison when he tried over 2,000 ways to build a light bulb. Rather than seeing all of those attempts as failures, he viewed them as learning experiences. He learned what didn’t work so he could focus on other possibilities.

Once you look at failure as a positive experience, not to be feared, you can boldly try new things. Some will work. Most will not. But you can learn from them and continue rather than cowering in fear.

4) Embrace the Great. Let go of achieving perfection. If you look at the 80/20 rule, it tells us that 20% of your time is spent to produce 80% of the results (the actual numbers may fluctuate, the 80/20 is pretty close). That means the final 20% is costing 80% of your time.

When you think about it, 80% is pretty great. Why spend your time worrying about the 20%? Most people won’t even realize that you left it out! Get your project out there so people can learn from it and enjoy it.

The project may flop. In which case you didn’t end up wasting the extra 80% of your time and you learned some valuable lessons.

It may be a success. In which case you didn’t end up wasting the extra 80% of your time and you learned some valuable lessons 8=)

Now, move on to the next project.

Get ‘Er Done!

Procrastination and perfectionism are enemies of your time. They prevent you from accomplishing that which you want to accomplish. The steal your precious time. Look again at the motto here: “Time is not money… it is far more valuable!”

Procrastination and perfectionism are masks for fear, wanting to pull you down and out. Don’t let them do it!

Tell us your story. Share in the comments how you struggle with these problems. Let us know what helps you keep them at bay. Or maybe you’ve never had these problems.

And make sure to let your friends know. Hit the sharing buttons to get the word out. Do it now! Don’t wait! And it’s okay if you don’t hit them all… nobody’s perfect 8=)


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