How Being Busy Makes You Unproductive
In Singapore, meritocracy is upheld as a vital tenet in society and has driven workers to be occupied with work even after-hours. With finite hours in a day, some may be pressured to check items off the to-do list and churn out as much work as possible. Employees shuttle from one meeting to another, constantly check their emails, wolf down lunches at their desks or skip it altogether – all in a bid to maximise productivity and hit company targets.
However, there is a fine line between being busy and being productive. We may be busy, but are we truly productive? Here are some tips on how to maximise your time in the office:
Less multitasking, more prioritising
An extremely common practice in daily work-life is multitasking. We have heard time and again that being able to multitask effectively is a valuable skill. But the truth is that our brains are not hardwired to work on more than one issue at a time. 98% of the population are unable to simultaneously handle more than one piece of work with efficacy, and will see a deterioration in their performance when multiple tasks demand their attention. In fact, multitasking increases the time we take to complete each task by 25% as well as our propensity to make mistakes.
It is thus imperative to start prioritising your to-do list. Determine which tasks are most urgent and important, and distinguish these from ad-hoc tasks you can place on the back-burner. Instead of handling easier work first, try tackling difficult tasks – we are most productive when we first wake up, and our brain becomes less alert as the day passes. Leverage on the sense of accomplishment you feel after completing a daunting task, so that you have to motivation to achieve more
Less excessive actions, more purposeful endeavours
There is often pressure in the workplace to convert the most sales or clear the most documents as fast as we can. Yet, simply clearing work quickly does not equate to being productive. We should always consider quality over quantity in order to maximise productivity.
For example, we may find ourselves checking our inbox whenever we have a moment between tasks, or even when we are in the middle of one. It may keep us feeling occupied and busy, but time management experts have revealed that compulsively checking emails can be a waste of time. The idea of immediately resolving the additional tasks brought by incoming emails should not out-prioritise your own objectives.
Furthermore, work is unproductive when there isn’t a purpose behind each action. Take attending meetings as an example – there is such a thing as attending too many meetings and having too many people at meetings. Not only does it restrict you from doing real work, it also drains both productivity and morale.
Slow down, take the time to purposefully plan your day. Do you need to schedule those three meetings today? Don’t get caught up in routines for the sake of going through the motions of work.
Fewer work marathons, more regular breaks
For both health reasons and productivity’s sake, it is fundamental to take a break and detach from work periodically. We may think that working through the night after-hours and burning the midnight oil means we are being more productive. This may be true for a short while but it is highly unsustainable in the long run.
While this may be a more extreme example, some employees often engage in other forms of work marathons. For example, they stay sedentary at the desk for an entire day or even skip meals. Sitting for long periods will not only decrease focus, but also place undue pressure on our bodies which makes us more susceptible to various diseases. On the other hand, taking short breaks and moving around can improve engagement levels and productivity.
A better work-life balance is key to maximising productivity. Just as everything should be taken in moderation, we should also take a similar approach with regards to how much time we spend working. Give your body enough time to rest; be refreshed to start the next task with higher energy levels and better concentration.
Being idle doesn’t necessary mean that we are unproductive, just as being busy doesn’t always equate to productivity. Instead of busying yourself with menial tasks, sit yourself down and prioritise your work, focusing on them one by one. Don’t forget to give yourself breaks in between each task. Be mindful of these insights while you work and you will see your productivity levels improve in due time!
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