5 beliefs that limit productivity—and how to overcome them

When I work with people in my business productivity practice, the first question I ask them is, "What's stopping you from being more productive?" The answers that keep coming up are pretty much the same from everyone.

In this article, we'll take a look at these beliefs one by one, and see how you can turn them around.

1. There's too much information coming at me too fast
Belief: My email is overwhelming me. I can't keep up with it.
Reality: The volume of email isn't the issue. How you process and organize the volume is the issue. Learning how to better manage your email by using McGhee Productivity Solutions' "Four D's for Decision Making" will transform this belief.

Each year we receive more and more data that we can access from an increasing number of locations on a growing array of devices. If you're not careful, the quantity of data starts to drive you instead of the other way around. Learn 4 ways you can take control of your email Inbox. And when you do, you can reduce the number of messages in your inbox by as much as 80 percent.

2. I have to keep everything
Belief: I have to keep everything. You just never know when you might need it!
Reality: Okay, prepare yourself. On average, the clients we work with throw away 50 percent of their stored information, with no ramifications. They feel lighter, happier, and have more time. So if you're a "keeper," and you know who you are, hold on to your hats! You "keepers" are a proud and experienced breed! There's nothing quite like laying your hands on a file that no one else can find. It justifies all of your filing and keeping efforts. If you're a keeper, you might recognize yourself in one of these statements:

I got badly burned when I couldn't lay my hands on an important document. Now, I'm afraid to let go of information.

I want to be able to justify the decisions I make, so I keep everything.

If my system crashes, I want backup information.

I felt so good when no one else could find "that document." As a result, I decided to keep everything so I could continue being helpful.

At some point you made a decision about keeping all your information. That decision has been driving you ever since, but it may not be appropriate in your current situation.

The truth is, most people use only 15 percent of what they file, and this makes the other 85 percent ineffective. By clarifying what is useful and letting go of the rest, you can develop a functional filing system and reduce your filing, make it easier to find what you do keep, and save valuable time and energy that you can direct to more meaningful tasks. Also, learn 9 tips to help you manage your files better.

3. Organization cramps my freedom and creativity

Belief: Being organized blocks my creativity, and there's nothing spontaneous about it.
Reality: Organization actually fosters and supports creativity and spontaneity. You may find your creativity being disrupted by the non-stop flood of reminders spinning around your head, such as:

Call Kevin for his birthday.

Review the P&L spreadsheet.

Review PowerPoint slide deck.

Decide on a Valentine's Day present.

Imagine if you could clear your mind of all these lists and transfer them to Microsoft Outlook. You can do this by creating an Outlook task for each item. Those items then appear in Tasks.

Storing your tasks in Outlook will create space for new ideas and creative thinking. Being disorganized can also stifle your creativity. Imagine you're an artist and decide to paint the Colorado autumn colors in Aspen. You drive for three and a half hours from Denver to Aspen to find the perfect spot. When you arrive, you realize you've forgotten to pack your paint brushes. That can make being creative really hard! Preparation does support your creativity.

A booked calendar leaves no time to be spontaneous, which can be frustrating. However, if you pre-plan, you can block out large chunks of time with no organized events, and you’ll have more freedom to do something on the spur of the moment.

To get control of all the "stuff" in your life, I recommend you set up a system for storing reference information, turning action information into tasks and scheduling tasks on your calendar. After you've set up your reference system, you'll find that it supports your creativity and spontaneity. The best result is that you can close your system, knowing that everything is taken care of so you can relax and let go!

4. There's not enough time in the day!

Belief: I just don't have the time to do all the things I want.
Reality: Time is not the issue. The issue is deciding what you can do given the time you have.

As you know, managing your time with Olympian skill doesn't create more hours in the day. We all have the same 24 hours, so the issue isn't managing time—it's managing what you can do with the time you have. You can't do everything, but you can do anything, as long as it fits into your calendar.

If you keep your to-do lists in multiple locations—in email, on a calendar, on paper, in an Excel spreadsheet, a list in your head, and notepad paper—you might want to consider centralizing and prioritizing this list in Outlook. Start by creating tasks, as described in step 3. When you create a task, you can set reminders, make it recurring, track its status, and more, so you always know what to do when. Then organize your tasks in the task list so you are at your most productive. Tasks also appear in the To-Do Bar in Outlook, together with other Outlook items, such as email messages or contacts, that have been flagged for follow-up.

5. It takes too much time to become productive

Belief: I don't have the time to set up a system. I've got too much to do.
Reality: You can save one to two hours a day by using a system to manage your information, so the return on the investment is significant.

Here are some interesting statistics. On average, people we work with spend two to three hours a day working in email and 60 minutes a day finding and filing information. After setting up a system to manage their information, they spend one to two hours a day working in email and 10 minutes a day finding and filing information. That's a savings of nearly two hours a day, or almost 12 weeks a year!

Take a moment and consider the time you spend:

Finding and filing information.

Writing a to-do list and then rewriting it a week later on another list, and then another.

Opening email, reading the message, closing the email and then coming back to the same email to read it again tomorrow.

Going to the store and realizing you don’t know the model of the hardware you need to pick up.

These are just a few examples of how we waste time by not having an Integrated Management System to help us remember what, where, and when. Take the time to set up your system. You're worth it, and you can't afford not to.

Courtesy: Sally McGhee
A recognized thought leader and innovator in the field of productivity management, Sally McGhee has trained thousands of people in the corporate environment. She has more than 25 years’ experience as a consultant and an executive coach, and is the founder and CEO of McGhee Productivity Solutions.

Aluta Continua...!

Aluta Continua is a Portuguese expression meaning " The Struggle continues." The full wording of the phrase is actually "Aluta Continua Victoria Acerta" which has the full meaning: "The struggle continues, victory is certain." Taking into cognisance the intent of the phrase, it is justifiable to ask the question as to whether our victory is truly certain, sure and attainable.

This is the question that reigns in my heart whenever I think about the slogan which is common among activists, unionists and the progressives. In those days, we call it 'struggle'. And we derive absolute joy in the terminology to the letter. We are most of the times engulfed in the youthful exuberance that we jive, strive and struggle to the gallery! We do forget the goal and the reason for the struggle in the first place. In effect, we fight endlessly and chant: "aluta continua...victoria acerta" unremittingly. When will the struggle ends? When will our victory be ascertained? When will Nigeria as a nation reap the fruits of her bountiful endowments? When are we going to be truly independent? When shall we leave the wilderness? When are we going to be liberated? Are we destined to fight all our lives? Hmmm...(I sighed)

Against all odds, the Struggle continues. Ain't tired! But we must fight with the notion that we are going to win someday soon. In other words, we must be positive, goal-oriented and focused. Always keep an eye on the trophy.

Fellow Nigerians, as the country celebrates her golden jubilee, let's hope for the better and engender a new vibrant cause that is full of hope and enthusiasm.

Don Allah, shine your eye well well (be vigilant) and know who and what you are fighting for! After all, what is worth doing at all is worth doing well.

The Most Beautiful Word

The most beautiful word in any language is your name. This is not contestable! Regardless of your language, your name is superlative. It represents you because it is your primary means of identification.

According to wikipedia, a name is regarded as a label for a noun which identifies a specific unique and identifiable individual person. There is peculiarity or distinctiveness in the way and manner a name relates to a language be it English, French or Yoruba.

In the ancient world, names were thought to be extremely powerful and to act, in some ways, as a separate manifestation of a person or deity. This is evident in the statement made by Juliet (in the drama, Romeo and Juliet): "What is in a name? That which call a rose by any other name would smell as sweet". There's indeed power in a name.

Less wonder, it is opined to be a treasure better than gold. Instinctively, your name goes beyond your look, wealth and gold. It's your legacy. Some died preserving or protecting their names because it surely lived after them. Names transcend years and even centuries.

It is my understanding that there is everything in a name. For every name is connected with a form. In our Yoruba thought, naming a child is given a great importance. My parents had migrated from Akungba Akoko to Kaduna in Nigeria where they waited a while before I was born. My parents' joy of God's intervention and victory became the basis of my name. I was named "Oluwasegunfunmi (Olusegun for short)" and during my teenage, my mother explained to me that Olusegun means God has given me victory.

Sooner, I became conscious of the magnitude of my name coupled with the fact that I am an epitome of victory. This started vibrating in my psyche. A keen sense of self-reliance, growth, compassion, discipline, dedication, diligence, audacity, love, vigour and steadfastness became the extended meanings of the name. The person within me got transformed. Instead of pitying, sympathising my humble beginning, I started redefining life itself in my own unique way.

Yes there is everything in a name. Even today my name is my guide and a challenge in itself motivating me to live to it's meaning. The vibrating force behind the name is the GOD factor. No wonder, in my own part of the world, noone prays without my name being mentioned because it is the most beautiful word in the whole world.

Two Things

Left or Right; Good or Bad; Right or Wrong; Fast or Slow; Above or Below; Top or Bottom; Succeed or Fail; Short or Tall; Big or Small; Straight or Crook;Light or Darkness; Smart or Dull; Sweet or Bitter; True or False; Open or Close; Here or There; Far or Near; Male or Female; Foolish or Wise; Profit or Loss; Positive or Negative; First or Last…

The above array of real life dual concepts beget the term 'choice'. Apart from those that are dictated by nature, these twin scenarios are what we face in real life situation where we are compel to make choice which may in turn make or mar us. According to Brian Tracy, everything you do in life involves a choice, a decision on your part. Because you have so many options, you are constantly choosing among alternatives, between what you value more and what you value less.

Choice consists of the mental process of judging the merits of any of these twin options and selecting only one of them. Meanwhile a choice can be made between imagined options which may sound like "what would I do if ...?", but a choice is made between real options, and followed by the corresponding action.

Choice may be rational or otherwise. It may be intuitive or primitive. Most of the times , it depends greatly on cognition and feeling. There is no gainsaying that a sane man would choose bad and ignore good. But it's all happening in our society. People will choose to be wicked rather than being humane. Some people will be dinning and wining with ignorance at the expenses of knowledge which is attainable even in the woods.

Behold, your choices and actions tell you and others what you truly value the most, or intend that reveals your character. It is only what you do at the moment of choosing, especially when you have to choose between what is right and what is expedient. The choice you make today will make or mar your tomorrow.

Food-4-Thought:

“Nobody ever did, or ever will, escape the consequences of his choices.” -Alfred A. Montapert

Ain't you rather stand for that which is right?!

Sustainability of Income

When you put your income on a scale of 100%: 10% of your income should go into tithe, 20% should go into capital investments (or fixed assets) such as land, building projects etc.

The next 20% should go into floating assets: you buy stocks of 'blue chip' companies where you get dividends or you trade on the shares when they appreciate. Other examples in this category are treasury bills, treasury certificates, bonds which are disposable in the capital/money market for profitable values.

The next 25% should (must, in my own opinion) be in cash. This is cash in your bank account in form of fixed or call deposit. You should never touch this cash. The palliative function of this cash is to quash your blood pressure when condition becomes bad and/or almost unbearable. You either grow the cash by way of re-investing both principal and interest or you plough it back to service your waste. Waste expenditure are expenses you incur to service yourself and families. Examples are bills incurred on GSM/telephones, satellite/cable, Internet bandwidth, diesel for generating sets, gas etc.

The last 25% should be on waste assets: these include cars, clothes, shoes, phones, rent and so on. This is the actual part of your income that you expend to service yourself.

Based on the assumption that you earn =N=1million per annum, numerically, your spending pattern should be as follows:

• Tithe - 10% =N=100,000
• Capital Investments - 20% =N=200,000
• Floating Assets - 20% =N=200,000
• Liquid Cash - 25% =N=250,000
• Waste Assets - 25% =N=250,000

Routinely, what we do is not far from the above income analysis, it is only that we are seldom serious and principled about it. You help yourself a great deal when you write or document your plan of action periodically especially when it has to do with money matters.

On practical terms, assuming you earn =N=4million in a year, at the end of the year, do you have up to a million naira as cash in your account? Do you have up to 1 million naira in fixed assets such as land or did you invest up to 1 million naira on that building project of yours? Do you have up to 1 million naira worth of share (in their net present value) in some blue chip companies? We just realise that you have spent the 4million naira on waste: buying cars, shirts, shoes, travelling abroad etc. I am not swanning that you should not service/enjoy yourself but when you spend the whole part of your income servicing yourself now, what happen to you when the job is no more? It is more tragic when most of the waste assets are serviced by loan or debt instrument.

You should attempt to build a comfort zone by putting most of your income in cash at bank (as investment), fixed assets and stock. These are your succour in time of difficulty. In Information Technology, we call it disaster recovery strategy. You can apply this strategy in your personal life.

Let me give you a typical scenario of an average banker. The man gets =N=1.5million in January; he remembers he has to change his car. He spends =N=950,000 on car, he uses =N=10,000 to celebrate "wash" the car for his friends, he spends =N=75,000 to buy tyres and overhaul the car for use. He is left with =N=665,000. He remembers he has to change his GSM phone and install DSTV, he spends =N=155,000 on all that. Do you know what this young man has done? He has gallantly spent 79% of his income on waste. This kind of person can not make it. No voodoo can do magic for him. He grumbles at the end of the year when he looks back. He has not achieved anything that year.

FOOD-FOR-THOUGHT
How many of us at beginning of the year draw a personal budget for the salary year? At this psychological moment, pick up a pen, paper, calculator and look at your expected income and 'royalties' and distribute them according to the above cardinal points. Remember, when you fail to plan you have definitely planned to fail.

Ponder on this and see it as a challenge. Stop trading blames with your destiny... you can still make a whole lots of difference with the token you earn today. Yes, you can.

...I know a word is enough for (only) the wise.

WHAT IS POLITICS?

A little boy goes to his dad and asks, "What is Politics?"
Dad says, "Well son, let me try to explain it this way: I am the head of the family, so call me The President. Your mother is the administrator of the money, so we call her the Government. We are here to take care of your needs, so we will call you the People. The nanny, we will consider her the Working Class. And your baby brother, we will call him the Future. Now think about that and see if it makes sense." So the little boy goes off to bed thinking about what Dad has said. Later that night he hears his baby brother crying, so he gets up to check on him. He finds that the baby has severely soiled his diaper. So the little boy goes to his parent's room and finds his mother asleep. Not wanting to wake her, he goes to the nanny's room. Finding the door locked, he peeks in the keyhole and sees his father in bed with the nanny. He gives up and goes back to bed.

The next morning, the little boy say's to his father, "Dad, I think I understand the concept of politics now." The father says,"Good, son, tell me in your own words what you think politics is all about." The little boy replies, "The President is screwing the Working Class while the Government is sound asleep. The People are being ignored and the Future is in deep shit!"

Courtesy: A learned friend.

Self-efficacy

Self-efficacy is regarded as the belief that one is capable of performing in a certain/desired manner to attain certain/desired goals. It is a notion that as human beings we have the capabilities to execute the courses of actions required to manage envisaged situations which are within or without our control.

It is a known fact that man culminates his or her capabilities based on mastery criteria which falls within a specific framework that is enshrined in an 'I can do' spirit rather than in comparison with others’ capabilities. Afterall, all animals are not equal.

There is gainsaying that self-efficacy is based on psychology of man. When a man has flair for quality, he or she will always achieve set goals without prejudice. In my own part of the world, people considered individuals who are self-efficacious as being perfectionists. But are these perceptions true?

Perfectionism is described as a disposition to feel that anything less than perfect is unacceptable. In other words, it is a temperamental feeling of vouching for the best and only best. They believe they can do all things. According to Lawrence R. Burns, perfectionists are in two categories: negative and positive perfectionists. Those that are trying to impress and those that are setting realistic goals. In my opinion, the latter are the self-efficacious.

When well managed it is believed that our personalized ideas of self-efficacy affect our social interactions in almost every way. When we understand how to nuture the development of self-efficacy we can purposefully live a more productive and happy life.