You are not alone in facing productivity challenges
Lack of productivity is not an isolated phenomenon; you are not the odd one out, the imposter, the only member of the organization who is more or less overwhelmed. Nearly one-third of employees say they are victims of organizational issues. Comparing ourselves to others is comforting.
This does not detract from the underlying problem: your lack of productivity has an impact on that of the organization. This explains, at least in part, why Canada ranks among the lowest OECD countries in this area. When we compare ourselves to others, we despair.
On a macroeconomic level, for organizations, poor productivity leads to lower wages (less productivity = fewer orders = lower wage growth) and, on a larger scale, lower employment levels (fewer orders = fewer hires and even more layoffs). And for good reason: productivity determines (at least in part) an organization's efficiency, its ability to innovate, and therefore its chances of survival in the marketplace.
Since 2022, Quebec has been doing rather well, but there is still a long way to go.
This can be remedied, and you can take steps to improve your productivity.
The goal here is not to debate the urgency of digital transition or the improvement of organizational processes. Rather, it is to identify how, on your own scale, you can improve your productivity by working smarter (not harder) to regain control, strengthen your skills, and, let's be crazy, thrive in your job.
Take the bull by the horns
Rome wasn't built in a day, and your new habits won't change overnight either. It may be an uphill battle at first, and you'll stumble along the way, but that's all part of the process.
While technology is constantly being promoted as a way to simplify your life (we'll come back to this later), it also complicates it.
Emails: Turn off notifications (visual and audible) right now. Check your inbox at regular intervals (once a day or once an hour, depending on the nature of your job) and everything will be fine.
Tip: You can create a rule to be alerted anyway by activating certain settings (email sender, word in the subject line, etc.).
Meetings: if you see that you won't be needed, leave politely (if possible: this depends on the corporate culture and the organizer. If it's your boss, it's more delicate, but you can discuss it with them). If necessary, consult the minutes and you should find out who is responsible for what. If you are the organizer, make sure you have specified a detailed agenda.
Calendar: this should be your best friend. This is where everything is planned, the tasks to be done, the time set aside to make progress on projects, as well as free time for the unexpected. Planning is the first step, even before prioritizing. It cannot be improvised, and a good method that takes all aspects into account is an investment for life. If it is well thought out, it can ensure that you manage both daily tasks and projects that span the year.
The art of sprinting, not marathoning. It's easier to organize short periods of intense work, punctuated by breaks, than one long session. And take real breaks, without work (or emails!).
Your brain has limits, and not taking breaks compromises its effectiveness.
One thing at a time: we can't say it enough, but multitasking doesn't exist; it's a neuromyth. Don't think you're different; multitasking means doing several tasks poorly. Your brain is not capable of handling complex tasks simultaneously. The folks at MIT have proven it, so don't try to contradict them.
In person: good old-fashioned human contact still has its charm and usefulness. Rather than an email, conference call, or meeting, opt for a face-to-face meeting: it promotes cohesion, strengthens bonds, saves time, and often allows you to glean information that you would otherwise have missed. Of course, it's important to do this properly: don't barge into an office unannounced and risk disturbing the person you want to talk to (you wouldn't want them to do that to you).
Technology isn't all bad. There are many tools available that can help you work better by saving you time. Used properly, Outlook, Lists, and Planner can work wonders. Not to mention the features/applications that can help you accomplish low-value-added tasks. Don't overlook the potential of music playlists that can be tailored to your level of concentration or the type of task at hand.
Discipline, lots of discipline
Only you can make lasting changes to your habits. Your brain will have to be involved, but it will try to thwart you because it doesn't particularly like change. So you'll have to force yourself. Creating a new habit takes time (it's easier to get into the habit of eating chocolate than taking a cold shower). So it's not so much about motivation or desire as it is about pure, hard discipline.
Once again, good management (detailed, conscientious, and regular) of your schedule can be your best ally in achieving this, and it can help “trick” your brain into making things easier.
To get off on the right foot, you still need to know where the problem lies.
Mirror, mirror on the wall
Write down everything you do over the course of a week. Be honest about what keeps you busy and what distracts you. It's a (small) extra workload that you're imposing on yourself, but it's essential for identifying what really impacts your productivity and how to respond to it.
Not doing so means running the risk of treating the symptom rather than the cause.
Hell is other people
Noisy colleagues or those who turn up unannounced are a huge source of distraction. Don't be like them and follow a certain protocol when it comes to office life. The same goes for instant messaging: don't write "do you have 2 minutes for me? “ but rather ”When are you available to discuss topic X in file Y?" Provided that the person is available and you are unable to find the answer yourself. If you know that it will take some time, organize a meeting, which will naturally take place in the calendars of the people concerned (thanks to the Scheduling Assistant).
Plan to prioritize better
We all know there's a big difference between what's urgent and what's important. Yet we too often tend to prioritize what's urgent. This is a well-known cognitive bias.
Practice and discipline will help you stay on track.
Relax without feeling guilty
Taking a break is good for you. It's good for your morale and for your brain's ability to come up with new ideas.
Whatever your job, it's good to do a sort of “reset” by switching off at regular intervals.
More broadly, it's good for your mental health to think about things other than work.
In conclusion
Productivity is one of the keys to being more efficient and therefore more comfortable in your job. If you do your job better, you will be less stressed, more available, and more appreciated by your peers. What's more, if you become more productive, there is a good chance that this will have a knock-on effect within your team (everyone will want to benefit from your good habits) and the rest of the organization.
To achieve this, you need to find the right balance between tools and firm resolutions so that your day is not dictated by requests and emergencies, but planned according to the goals you have set for yourself.
