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Discover the 5 Best Ways to Be More Productive – Simple Productivity Tips

Top 5 Productivity Hacks

Do you want to find out some ways to be more productive? To have a little extra time? Imagine what you would do with the time gained. Productivity measures our effectiveness. It’s our ability to accomplish as much work as possible in a certain time span with given resources. Let’s take a look at an example: 

 

Person A.: Messages 10 Clients an hour. 

Person B.: Messages 15 Clients an hour. 

Person C.: Messages 20 Clients an hour.

 

They all use their office computers. One can say that person C achieves a higher output with the same amount of input. Person C is more productive. What could be the reasons? 

Distraction

1. Get The Right Amount Of Sleep

In order to be productive, it is useful to be well rested. Let’s say A and B went to a party yesterday and hit their beds way past midnight. Now C as the only rested one has an advantage. 

 

If you want to perform well, you should be well rested. In his TEDx Talk Dr. Matthew Carter, PhD, and Sleep Specialist said: 

“You’re able to get more done on a good night’s sleep, not less.”

 A recent study testing approximately 100 adults between the age of 22–60 found out that 

 

“sleep duration (both short and long), insomnia, sleepiness, and snoring were all associated with decreased work productivity.”

 

When you get tired during your workday, Power Naps between 10 – 25 Minutes can be helpful. Try not to sleep longer than 30 minutes or you might enter deep sleep. Waking up during deep sleep makes you feel groggy. If you do want to take longer naps go for 90 minutes, which is a full sleep cycle. 

2. Avoid Distractions

Actually, person A, who messages 10 people per hour, is very experienced. She has been at the job for 8 years. But since she has a lot of experience her colleagues keep asking her questions and her phone doesn’t stop ringing. Thanks to that she gets interrupted every 10 minutes. Person B is waiting for news and keeps checking her Mails ever so often. 

 

What are Person C’s strategies to avoid distractions? What distracts you and what could you do to avoid the distractions? What causes distraction?

 

Fellow sat down with Nir Eyal, a time management expert and the best-selling author of Hooked and Indistractable. Nir Eyal explained distractions as follows:

 

“External triggers are what most people think about when they think about distraction,” says Nir. “But what turns out to be the much more common source of distraction… the number one source of distraction… is not what’s happening outside of us, but rather what we find is that distraction begins from within. If you look at what distracts people throughout their day, it’s not things outside of them. It’s what’s going on in their heads. It’s boredom, loneliness, fatigue, anxiety, uncertainty. It’s these feelings that we seek to escape from.” 

Distraction

What Could You Do Against Common Distractions?

Your Phone

I think my phone is my number one distraction. Not only is my messenger calling, my social media, but just looking at it distracts me. My solution: out of sight out of mind. While I work, I put it somewhere I can’t see it. At least for a couple of hours. Don’t want to be that drastic or need it for calling? I think there is a don’t disturb button somewhere or you can install an app. 

Being Hungry Or Thirsty 

Before you start working get your snacks and drinks ready, so you don’t have to get up while working. And while you are at it make sure you have all the materials you will need. Check Maslow’s Hierarchy of Needs to find out why food is ESSENTIAL to your Motivation. 

 

Colleagues

My number one productivity hack is to come to work early. At work you get constantly called, e-mailed or people come to your office. When I start work at 6 a.m. I have 2 hours of very productive uninterrupted time. If you work online make yourself unavailable for a certain time. Let people know you don’t want to be disturbed and that they can reach you via e-mail.

 

Here is a post on how to stop using So Much Social Media:

How to stop using social media

3. Create Templates

Person C has yet another strategy. She created a list of standard sentences she can use for the clients. For each pitch, she can combine premade sentences. She also tracks which sentences work best and which sentences failed to get a positive response. 

Templates can simplify your workday vastly.  Where could you use templates to simplify your work process? Or even your daily life? Find out patterns and create templates.

 

Here are some examples: 

  • Business letters
  • Project proposals
  • To-do lists
  • Blogpost templates
  • DM Templates
  • Sales Templates
  • Shopping Lists

Write down 5 tasks where you could use a template. You can find many free templates online or you create your own template. 

4. Decide on your Priority

Choose the number one task that if achieved would make the biggest difference and commit to working at least 10 Minutes on it. Even if you don’t achieve the rest of your list you will feel like you accomplished something big. 

The 80/20 Rule is the perfect tool to prioritize your tasks. Check out the post to learn more about the rule and how to apply it.

Also, Read Self-Discipline Tips when you need to Force yourself to do something. 

5. Try Standardization and Automation

Your to-dos consist of daily, weekly, and monthly tasks. often, they are similar or the same. On occasion, you have to do something you have never done before. But most often tasks are repetitive. If you find those patterns you can standardize them. 

This means you do the same task each time in the same way. For example, if you write a post you start with research, think about the heading, write an introduction, write the main body, write the conclusion and let someone review. 

You always follow the exact same steps and if you realize something is missing you add it to the standard. 

You optimize the process and get faster and faster. And you can easily teach someone the task. 

With standardization, you spend less time on tasks that are repetitive and boring and have more time for creativity and innovation. 

 

 

Wrapping Up...

Let us know which Ways to Be more Productive we Missed

There are many different types of productivity hacks. You have to pick the methods that fit best for you. Today we introduced 5 ways to be more productive.

  1. Enough Sleep 

  2. Eliminating Distractions

  3. Using Templates

  4. Prioritization 

  5. Standardization and Automation

Let us know what methods you use down below in the comments. Also, check out our latest posts: 

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Header Picture "Combat Procrastination"
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Header: How to force myself to do things tips for self-discipline Color: Blue Pink

So that’s it for today. If you want to get informed about the latest updates, please subscribe to our newsletter. Last but not least we update weekly. So, it would be great to see you again. Also, for updates follow us on:

 

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Love from Germany,

Julia and Carina 

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How to Build Rapport & Connect with People On a Deeper Level

There are some people we immediately “click” with. You talk with them and at once it feels as if you have known each other your whole life. Have you ever felt that way with anyone? Wouldn’t it be great if you could connect with everyone this easily and completely not by accident, but on purpose? In that case you want to learn rapport building.

 

Rapport is according to Tony Robbins the total responsiveness between people. If you have built rapport with someone you feel connected and bonded.

 

Most people only can build rapport with people similar to themselves. Because as humans we like people, who are like us. 

via GIPHY

 

Why do you want to build Rapport?

Building rapport can benefit you in your professional and personal life for example:

  1. When you do a job interview
  2. When you try to sell a product
  3. When you talk with your boss about a salary raise
  4. When you try to collect money for a noble cause
  5. When you meet the in-laws
  6. When you meet someone for a date
Building rapport will help you build trust, friendships and alliances. Rapport Building skills help you with connecting to people. You’ll be better at communication and overall your relationships will improve. 

So How To Build Rapport & connect with People?

Rapport happens when our communication partner feels understood and cared for. Connecting with someone means you show mutual respect. You are in harmony.

– you accept that person.

– you try to understand that person. 

– you show trust. 

Rapport doesn’t mean Manipulation!

Step 1.: Ask Questions – Break the Ice

As we said before. People like people, who are like who? Them. Therefore, first, we need to find some common ground. Maybe you’ve similar hobbies? The same beliefs. A common sense of humor.

✔️ Ask open-ended questions. Questions that can’t be answered with a yes and no.

Usually, those types of questions start with why, how, and what. For example:

  • What is the coolest trip you’ve ever been on?
  • What’s the best advice you’ve ever received? 
  • Why do you enjoy traveling?
  • Can you tell me more?

✔️ Use “safe topics” for small talk.

Avoid sensitive topics, such as religion and politics.

️ Listen instead of talking about yourself.

✔️ Listen instead of talking about yourself.

 Once you find a common topic and common interests build up on that. Questions alone don’t build rapport. You have to find common topics. 

✔️ Summarize back what you have learned to show that you have listened and to unravel mistakes.

The Most Important Tip when you want to Connect with People:

Show some honest interest in your communication partner to have som good rapport with someone. Be curious about the person. What moves your partner? How does he/she see the world? What impacts him/her? Honestly care. 

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What are some rapport-building questions?

Rapport Building Questions will help you connect instantly on a deeper level. They are a lot deeper than the regular: How are you? 

Use all the information your have about your partner. Their friendships, birthday, place of birth. Be Curious! And ask questions you would like people to ask you. 

 

  1. What was your commute like? 
  2. When’s the best time of the year to visit your hometown? 
  3. What job would you want if you hadn’t chosen this career? 
  4.  Which encounters with others have shaped you the most? 
  5. What do you  think you’ll achieve until next year? 
  6. What did you want to become as a child? 
  7. Which changes would you wish for in your life? 
  8. Who is the “best person in the world?” and why? 
  9. When was the last time you felt absolutelly content? 
  10. When did you meet your first “love”?
Important is that you ask the questions naturally. Don’t just learn them by heart and randomly ask them. Practice Practice Practice

Step 2.: Matching and Mirroring to Connect with People

Talking makes up around 7% of communication, while 93% of communication happens nonverbal. One technique you can use to build rapport is matching and mirroring.

 

Mirroring refers to ‘copying’ the behavior of another person while matching refers to the same thing albeit with a time lag. E.g.: When someone uncrosses their legs, you uncross your legs. When someone leans forward you lean forward.

 

This should happen inconspicuously. When it is too obvious, and people realize what you are doing you can lose rapport!

Here are a few suggestions of which behaviors you can match:

 

Posture:

  • Is the other person relaxed?
  • Does he/she sit straight or lax?
  • Legs crossed or uncrossed?
  • Leans in a certain direction?
  • Head tilted in a certain direction?

Gestures:

  • Do they use certain hand movements typical for them?
  • Do they nod?
  • Do they wildly use gestures or barely use any?

Facial Expressions:

  • Do they use strong facial expressions?
  • Do they look happy, sad, calm, or intense?
  • Do they curl their eyebrows?
  • Do they make certain lip movements?

Breathing

  • The least conspicuous way to copy someone is to imitate their breathing. (Try not to stare at their chest too much especially if it is a woman!) Personally, I think it is really hard to copy the speed of breathing without making it too obvious that you stare. It needs practice.

The Voice

  • Speed
  • Volume
  • Pitch
  • Tone
  • Keywords

Touch

  • Is the other person the touchy-feely kind or the no touch at all type? You better figure that one out fast. If you are touchy-feely with a person who does not like touch, you will lose a lot of rapport points. 
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Step 3.: Dress the way they dress To Build Rapport

Again, people like people similar to themselves. Therefore, if you have a similar style they are more likely to like you.

 

–         Are they wearing casual clothes or dress clothes?

–         Piercings or no piercings?

–         Expensive brands or discounter?

 

If you communicate with a manager in jogging pants … let’s say it won’t end well unless he is in the home office and secretly wears them too. And if you talk with a  cleaning lady wearing comfy clothes, she will feel more comfortable around you than when you wear a suit.

Step 4. Avoid But...

But suggests a hard contradiction. It’s a very negative word and immediately makes your communication partner defensive. 

 

Step 6.: Smile

People love people who smile. Smiling has the same effect as giving someone a small gift. So gift your partner with a bright smile. Smiling is one of the easiest tools to connect with people.

Wrapping up:

Building Rapport is an important social skill. You shouldn’t see rapport as a manipulation tool instead building rapport means you try to understand your communication partner on a deeper level. 

Rapport-building skills are a part of personal skills. If you want to get better at connecting with people also read: 

 

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How to Boost your Energy Fast- 10 Causes of Tiredness

Are you so tired after work that you barely manage to eat and fall asleep while watching TV? Do you want to boost your energy fast?  Are you sometimes so low on energy that you go straight to bed? Who needs to take off makeup anyways…? 

On your weekends you need the time to reenergize instead of spending fun time with your friends and family? Not even thinking about personal growth projects and time for personal goals.

Now would you like to have more energy? To go with your friends to the cinema or the amusement park on the weekend?

 

To have enough energy and motivation to work towards your goals? Instead of spending all your energy on accomplishing your company’s goals? Would you like to jump out of your bed excited instead of staying in zombie mode all day? 

How to Boost your Energy Quickly

Well so do I. I think what keeps me back the most is low energy. So, I went ahead and did some research. In the following you will find what I learned. Try out at least one energy booster and share if it worked for you!

 

This post might contain affiliate links for products we enjoy. If you purchase a product through our link, we will receive a small commission at no extra cost to you. Thanks for your support!

           “How much energy you have impacts how
others see you.”

Learn about your individual Motivators and Demotivators to easily boost your motivation. 

What is Energy?

The word energy comes from the Greek word energeia, often translated as “being at work”.

Energy is basically the capability to work.[1] 

(If you want to learn more about the historical development of the term click here).

 

What I learned about energy is that there are mainly three types of energy.

 

–          Mental Energy

–          Physical Energy

–          Emotional Energy

 

Those three types of energy are interactive. If one energy level is low, it also drags down the others.

The four main areas, which affect our energy level are: exercise, food, health and rest. 

Definition Energy

10 Causes of Low Physical Energy and how to boost it:  

Also Read: Focus Tips when you are Overwhelmed

1.       Not enough Sleep or Poor Sleep

4-6 hours of sleep during night are common for you? The average adult needs between 7 to 9 hours of sleep per day. Not enough sleep during your night makes you tired the next day.  I know it often feels like the day doesn’t have enough hours. And I am sure you have often enough heard you should sleep enough. And not any kind of sleep you should get uninterrupted sleep.

 

If you need encouragement to sleep enough:

·         Sleep can boost your sex drive! Guys let your women sleep!

·         Sleeping even helps you with weight loss.

·         Sleep helps you get a baby. No sleep doesn’t necessarily mean no baby… just saying.

·         Sleep boosts your immune system.

·         You’ll be more productive too; in case you worry about leftover tasks.

·         It also reduces the risk of heart disease and strokes

·         Scientists found out sleep deprivation has similar symptoms to being tipsy.

Bottom line sleep is good for your energy level and your health. 

How to sleep better to boost your energy

Here are some Sleeping Tips:

·         Exercise for 10 to 30 minutes a day, but do not work out right before sleeping.

·         Go to bed and wake up on a regular schedule.

·         Try to keep electronics out of your bedroom.

You can find more sleeping tips here.

Also Read: Reboot your Fried Brain – Brain Fog Remedies when your head feels like mush. 

2.       A Lacking Diet

Are you working on losing a few kg and not eating properly? Are you skipping meals, such as breakfast? Or are you often too busy to eat? In that case you might be too tired because you don’t get enough calories.

If you don’t fuel up your car it won’t move. Same goes for your body. Long breaks in between eating can cause your sugar levels to drop. Therefore, you feel tired.

Or perhaps you don’t have time to cook so you keep  eating store bought lunch boxes low on nutrients. A car fueled with low quality gas might also stop working.

Ask yourself the following questions:

–          Is my diet balanced? Is it healthy? For real?

–          Am I skipping meals?

–          Do I eat enough vegetables and fruits?

–          Do I drink enough water?

–          Do I drink a lot of alcohol or caffeine?

Healthy Food

Solutions:

    • Fuel yourself with nutritious foods.
    • Eat a balanced diet that includes fruits, vegetables, grains, protein
    • Drink around 8 cups of water per day
    • Try not to skip meals. Since I am a typical breakfast skipper that’s a reminder to myself lol
    • Eat foods with a low Glycemic load.

The glycemic load measures the speed that sugar is going into your blood stream. Foods with a high glycemic index cause fast energy sparks. Quick spouts of energy. But in order to control this sudden increase in sugar your body releases insulin, which might cause a sudden crash in sugar levels “Sugar Crash”.  You can find a chart for common foods here.

Foods That Boost Energy:

Here are some foods that quickly boost your energy: 

3.    Stress

How often do we come home after a really stressful workday and feel like our battery is empty? Don’t even get me started on exam period.

Stress increases your cortisol level cortisol reduces the production of ATP and increases inflammation, A real energy zapper. What can you do against stress?

Solution:

  • Yoga
  • Tai Chi
  • Meditation
  • Mindful breathing
  • Enjoying a hobby
  • Doing tasks before they turn into stress monsters!
  • Self-Care

4.    You are not active enough

It is almost funny how a lack of activity causes more tiredness and therefore you feel even less like working out. It is a right downward spiral. You don’t feel like working out. The next time you feel even less like working out. Does that mean if you don’t work out you will never feel like working out

Solution:

  • Prepare your workout outfit in advance. You can even go to sleep with fresh workout clothes.
  • Stick to a daily 5 to 10-minute commitment.

  •           Start simple and build up from there. It won’t help if you are a total newbie decide to do an abs challenge if you won’t be able to move the next 7 days. 

Workout

A quick workout can get your heart rate going and it’ll give you energy fast. You’ll instantly feel more active and energetic. I especially like to start my morning with a quick warm up. 

5.       A Vitamin D Deficiency

When we are exposed to sunlight our body produces Vitamin D. It is a super important Vitamin. Estimations show that as many as 1 billion people might have a Vitamin D deficiency. Check out the article here. Especially the last decades vitamin D deficiency has become a common health issue, as we spend mor time inside at the desk.

Since it always rains in my home village…

Scientists found out that the darker the skin color the higher the deficiency. As melanin reduces the skins ability to produce Vitamin D from sunlight.  

Solution:

–          Take walks outside

–          You can get your Vitamin D level checked.

–          If there is no sun you might take supplements. Do only take the recommended doses and speak to a doctor or a pharmacist. 

 

Here is a list of Vitamins that boost your energy.

6.    Anemia

A common cause of tiredness for women (especially if you have a heavy period or are pregnant!) is anemia caused by iron deficiency. Women need about twice as much iron as men. For men anemia is a little less common, but possible. Anemia in men can for example be caused by ulcers. Read more about iron deficiency caused anemia here.

Ask yourself the following questions:

How do I feel before, during and after my period?

Do I feel weak? Is my skin pale? Do I often get headaches?

Solution:

  • Get your iron levels tested by a doctor. A simple blood test can show if you have an iron deficiency.
  • Eat iron rich foods, such as spinach, dark chocolate and oysters. You can find a list on high iron foods
  • Avoid eating foods that hinder iron absorption at the same time you eat iron rich foods, such as milk and cheese. According to an article by the International Journal of Agricultural Science and Food Technology you should have a 2-hour span in between. You can find a list of foods that impair iron absorption
  • If you are a vegetarian keep in mind that plant-based iron, called non-heme iron is less easily absorbed by the body as meat-based heme iron.
  • In severe cases your doctor can prescribe you iron pills
 
 

! Too much iron can cause an iron overload leading to vomiting, stomach pain, dizziness, and fainting.

Also Read: Create your Productivity System to Get Stuff Done.

Depression

 7.    Depression

Depression doesn’t only lead to emotional symptoms such as anxiety and sadness it can also lead to tiredness. Especially these days, due to Covid-19, many of us are lonely. We miss our family. We are isolated. Please get professional help or talk with a friend or family member if you continuously feel low.

You can find further information on depression and depression symptoms here.

8.   An Underactive or Overactive Thyroid

The thyroid is a gland that regulates your metabolism. When it is underactive you might feel tired, gain weight and get depressive.

Depending on how strongly your thyroid dysfunctions you can get medicine prescribed by your doctor.

Here you can find an interesting article on a recommended diet in case of a thyroid disfunction.

9.   Overweight

If you are overweight, you have to carry around extra kg. Tasks, such as walking up the stairs, or walking get harder. You need more energy to move your body around.

As a solution try to start with simple exercises every day. Consciously decide to take the stairs instead of the elevator. Also change your diet. As a first step cut out sugary drinks or at least reduce them.

 

10.   Bad Eyesight

Did you know that you can get super tired if you keep on overexerting your eyes? I was wearing my old glasses really long. After long workdays my eyes were bloodshot at times and I was always super tired.

Changing my glasses was a huge energy booster. If you constantly feel tired and your eyes are itchy get your eyesight checked. Chances are you have a bad eyesight.

Do you like the post? Pin It 🙂 

Boost your Energy Fast

What to Read Next:

Conclusion:

There are three different types of personal energy. Mental Energy, Physical Energy and Emotional Energy. Today we learned about 10 common causes of low physical energy and how to battle them.

Causes include:

–          Lack of Sleep or Poor Sleep

–          Poor Diet

–          Stress

–          You aren’t active enough

–          A Vitamin D Deficiency

–          Anemia

–          Depression

–          An Underactive Thyroid

–          Overweight

–          Bad Eyesight

 

Over the next day’s try to write down, what drains your energy and what gives you energy? Are you overworking? Don’t you eat enough?

Last but not least we update once a week. So, it would be great to see you again. Also, for updates follow us on:

 

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§  Twitter

 

Love from Germany,

 

Julia and Carina 

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