Productivity tips: How to become a ‘task ninja’

Throughout the day many of us get stuck in periods of inaction. Whether you’re procrastinating, completing small tasks to avoid the important ones or too distracted to get started on anything, the fact is, we’ve all been there.

So, what's the best way to get yourself out of a state of inaction?

Well, you can start by training yourself to become a “task ninja.”

I recently came across the idea in a post by Leo Babauta at his blog, Zen Habits. He’s also the author of The Power of Less, an insightful new book on personal productivity.

Instead of focusing on our inaction, Leo suggests that you “get all Ninja on your actions” and start forming an “Action Habit” instead.

Here are Leo's five quick steps to help you get started:

1. Figure out your key actions. Focusing on the right actions is just as important as the doing. Don’t spend a lot of time in this step — just quickly decide your Top 3 actions for today.

2. Pick one key action, and visualize the outcome. How will it look when you’re done? Again, don’t spend a lot of time here — just form a quick picture in your mind.

3. Just start. Tell yourself, “Do it now!” Make it a mantra. Don’t mess around with tools, with distractions, with anything that will get in the way of doing this task. Strip away everything but the task, and get going!

4. Focus on the moment. Just be in this task, don’t worry about the future or what mistakes you might make or might have made before. Just focus on doing this task, as best you can. Immerse yourself in it.

5. Get to done. Complete the task. Feel good about it! Pat yourself on the back!

After you’ve gone through all of the steps, repeat the process with your next habit. Like any habit, it will get easier with practice.

Improve your success rate by eliminating some common barriers to the Action Habit:

• Perfection isn’t necessary. Just focus on completing the task now. You can go back and improve it later.
• Don’t worry about the unnecessary. If you’re writing for example, don’t worry about the font or format of your document, just write.
• Eliminate distractions. Turn off instant messaging, Twitter, and let your phone calls go to voice mail. If you can’t concentrate in the office, get up and move to another location such as a quite conference room or cafe down the street.
• Break it up. If you’re intimidated by the size of the task, break it up into manageable pieces.

Training yourself to get more done is possible, but only if you know where to start. Zen Habits is a great blog to read if you’re looking for ways to new ways to improve your personal productivity on a daily basis.

You can also check out a few of our past posts on training yourself to be more productive:

How to be productive when business is slow

Productivity: Rules for effective meetings

Productivity: How to get started and avoid pitfalls

Personal productivity training, six simple tips

How to deliver employee training like a ninja

Present better, faster with Pecha Kucha

If you had less than seven minutes to give a presentation, what would you do? How about exactly six minutes and 40 seconds?

The answer - Pecha Kucha.

Pecha Kucha, from the Japanese word for “chatter,” is a new presentation style limiting time to six minutes and 40 seconds. The presentation is made of 20 slides, each shown for 20 seconds at a time.

Six minutes, 40 seconds, 20 slides. That’s it.

Pecha Kucha’s 20x20 format is aimed at keeping presentations concise, hanging onto audience attention and allowing as many people to present as possible. With presenters getting to the point faster, there’s more time left for discussion.

Ever since it was developed in 2003, the format has been replicated in over 80 cities across every continent. If Pecha Kucha keeps growing the way it has, we may never have to worry about “Death by PowerPoint” again.

The technique began in the architecture and design field, but has been making its way into the worlds of business and education. Just search YouTube for “Pecha Kucha” and you’ll find hundreds of videos demonstrating how the presentation technique works.

Give it a try at your next training event or make it a challenge around the office to see who can hold the best meeting with the best Pecha Kucha presentation.

Could you imagine what the workplace would be like if we all only had six minutes and 40 seconds to hold a presentation?

Emotional deposits same as cash rewards

Stephen Covey now has some hard data to support his “emotional bank account” theory - compliments create the same brain activity as paying someone cash, according to recently released Japanese research.

Now, scientific data proves that having a good reputation and being complimented can give people a “psychological boost,” that has the same emotional effect as receiving a hard reward (money).

In the study, scientists first monitored brain activity in subjects winning money at a card game. Then, they measured brain activity as the person reacted to a stranger reading personal evaluations, including compliments. Both the cash payouts and personal compliments stimulated the same area of the brain associated with rewards.

This research gives Covey’s emotional bank account idea strong scientific backing. Making “deposits” in someone’s emotional bank account, like telling them they’re doing a good job on a project, can have the same mental effect as putting a $5 bill in their piggy bank ($10 for a thank you card).

While you shouldn’t pull out your wallet and start handing out $20 bills at lunch today, just remember that a small compliment or act of kindness has a lasting impact. You’ve got the research, now start making deposits.

Stephen Covey's "emotional" work habits - Part 2

After learning what the emotional bank account is and how to make deposits and withdrawals, Stephen Covey’s next step to master the 7 Habits of Highly Effective People is adopting a win/win mindset.

There are certain skills and attributes needed to achieve the win/win mindset. It starts with character - the measure of your personal integrity, maturity and an abundance mentality.

Integrity - can others count on you to do what you said you would?

Maturity - having the courage to stand up for your principles and respect others’ principles.

Abundance Mentality - believing that there is plenty of success to go around.

Applying the win/win mentality:

Incorporate it into your weekly plan. When you have a task for someone (or you’re given a task) make sure you clarify the desired results, know the guidelines, define who is responsible for what and clearly outline the consequences of not living up to the agreement.

Commit to the “Abundance Mentality.” Your success does not take away from someone else’s success. The same holds true on the flip-side. Don’t think that someone else has succeeded at the expense of your own. Teamwork will create even greater success that what can only be achieved by an individual.

Teach the mentality to another person. One of the best ways to retain information is to verbalize it to another. Find someone close to you and teach them about the Abundance Mentality. It would be a great way to start contributing to their emotional bank account.

Stephen Covey's "emotional" work habits

Stephen Smith, author of the blog @ Stephen, has been writing a series on how to implement Stephen Covey’s 7 Habits of Highly Effective People.

This week, he takes a look at habit four - “emotional bank accounts” that other people hold for you and you hold for others.

Emotional bank account - an expression of your credibility, your communication level and your ability to persuade/influence others.

At work, whenever you express your faith in a coworker by trusting them to do their job, or acting on their input, or even just listening when someone needs to talk, you are making a “deposit” in the emotional bank account that you have with that person.

Personal relationships can be measured by the number of deposits made to your shared emotional bank accounts.

Just like a real bank account, withdrawals can also be made. Withdrawals happen when your actions hurt a person in some way. A withdrawal can be made in the office when you show up late to a meeting, are disrespectful or act with immaturity.

Six ways to make deposits:

1. Understand what makes the other person an individual, what makes them “tick.” Play to their strengths and help them to compensate for their weaknesses.
   
2. Small acts of kindness can go a long way. When you notice someone struggling, ask how you can help.
3. Keep your commitments. Do what you say you will do - be on time to meetings, complete assigned tasks.
4. Understand each other’s expectations. When working on a project, have a clear view of what each expects of the final result and clear steps on how to get there. The key to this is effective communication.
5. Show personal integrity by developing trust and respect for those around you.
6. Apologize for withdrawals. Nobody is perfect and withdrawals will happen. Acknowledge the withdrawal, sincerely apologize and learn from the experience so that it doesn’t happen again.

Read Part 2 of Stephen Covey's emotional work habits.