Screw Efficiency, Let’s Be Productive Instead

When I was looking for images to go with this piece, I looked up productivity images on Unsplash. One photo had a computer screen that read “Do More”. Is that what productivity is? Absolutely fucking not.

Occasionally when I talk about what I do, someone will ask me if I make people more efficient.

My answer is no. Efficiency is not productivity. 

You can be very efficient at tasks which take up your time, but that doesn’t mean you’re doing the right things that move your business forward. You might be more efficient than your staff with some of your procedures because you’re the one who originated them, and so you do them quickly. 

But if those tasks could have – and should have – been done by someone on your staff, you’re not being productive. Having staff members do those tasks, even if it takes them a bit longer than it would have taken you, frees you up to do the important things that only the founder can do.

If you feel like there aren’t enough hours in the day or you’re overwhelmed as a business owner, efficiency probably won’t help you feel like you’re more in control – but productivity might.

What is productivity if not efficiency?

While different people have different definitions of productivity, the most basic one compares output to input. The more output you get for the input, the more productive you are. Time management isn’t the goal here; it’s the focus on producing the results you want with less effort and overwhelm.

Sustainable productivity means that you’re less likely to burn out, for a couple of reasons. One is that you’re not trying to cram more things into your day, but rather delete, delegate, or automate unimportant items so you can focus on the really important measures that keep you on your path to your goals.

The second is that productivity actively includes rest, breaks, and time away from work. Being able to quit the hustle so you can concentrate on actual work (as opposed to emails, social media, and the rest) allows you to refresh and recharge on a regular basis. Maybe computers don’t need refreshing, but humans do.

Human brains, whether they’re neurotypical or neurodivergent, have both constraints and power that computers don’t have. For example, human brains need sleep for 7-8 hours a night. That’s when regularly scheduled maintenance occurs, to prevent things like dementia and keep the immune system running smoothly (among many other nighttime activities).

Obviously computers don’t need sleep. But you also can’t give a computer something to think about and then get an amazing idea in the shower once your unconscious mind has had a chance to work on it. Computers will work on the question or issue that their program tells them.

When you want to increase productivity so that you’re actually accomplishing things on a daily basis (instead of being busy all day but not getting anything important done), you need to work WITH your brain, not against it. 

Unfortunately the way we work here in the US is very much anti-brain (not always on purpose). The way you’re used to working is making it harder to see results. Efficiency lends itself to being busy, and being busy is the antithesis of productivity. (I talk about why this is in my book The Rebel’s Guide to Getting $hit Done.)

What about all the productivity gurus and software applications?

There are some basic principles to productivity, but there are also some aspects that may change depending on the person. For example, a basic principle is optimizing the four and a half hours of hard cognitive work that human brains provide in one day.

For some people (morning larks or lions, depending on the sleep chronotype model you use), the best time to do cognitively demanding work is in the early morning, right when you wake up. Rising at 4:30 am may make sense for you. 

But that doesn't work for other sleep chronotypes, whether you’re a bear/third bird or wolf/night owl. Waking up early only works if you naturally get up early in the morning.

Also, I would like to emphasize that waking early has nothing to do with character. Rising before your natural wake time makes you tired, not virtuous.

Similarly, some people want to have absolute quiet when focused and working, maybe wearing headphones or earbuds/plus to keep the silence. Or you might prefer to have music on in the background. You may need to play with something in your hands to keep your brain concentrating on the one topic you need to focus on.

Most people, but especially certain types of neurospice, really benefit from physically writing down, by hand, on a sheet of paper with a writing implement such as a pen or pencil, everything that’s in their head before trying to sit down and focus. It might take a few minutes when you have a lot going on!

But the act of writing it down (not typing, texting, speaking or anything except handwriting) signals to your brain that the issue is handled. So it won’t feel the need to interrupt you while you’re trying to focus to remind you that something’s unfinished.

If you’re using a spreadsheet instead of a software app for things like client management, invoices, inventory, etc., you will be more productive by using software. But if someone is selling you a productivity app, they’re not trying to help you be more productive. They’re trying to sell you a productivity app. And if you’re still working against your brain instead of with it, you’re not going to see an improvement in your productivity.

Key drivers that improve productivity in the workplace

You need the right systems, the right priorities, and people doing the right thing at the right time. Once repetitive tasks or those that really don't need to be done by the business owner are off your plate, you can concentrate on the priorities. Those actually move your business forward, as opposed to random items on your to-do list or what’s next “on your plate”.

Systems help you automate what can be automated, and make clear what steps are next on each project, who is responsible for each step and the timeline. Policies and procedures take time to develop, so they’re not necessarily efficient at the beginning. 

Having processes in place requires you to think about what the right systems are as well as who does what at each stage. When you document your policies and procedures, it’s much easier for new staff members to ascend the learning curve quickly, because they know what to do.

Knowing who does what makes everyone more effective. In the long run, you’re more productive when you take the time to set up systems and processes and document them. You may need to update them as your business strategy or staff changes, but it’s important to have them.

Maybe most importantly, your business is dependent on you being in control of your own time and energy. 

• When you let emails distract your attention from what you’re doing, someone else is in control. 

• If you let appointments or team members encroach on the focus time you’ve set aside, they’re the ones driving the agenda, not you. 

• When you allow anyone in your office at any time (rather than setting aside specific dates/times), you give up control to whoever walks in.

Being able to think at a high level and make good decisions requires your brain to be fresh, recharged, and filled with plenty of oxygen-rich blood (that you get from exercise). Making sure your brain gets all these goodies in turn requires you to spend downtime doing things you enjoy and being with the people you love. Having a life outside your business paradoxically makes your business grow and thrive.

Recap (tl;dr):

Instead of efficiency, think effectiveness when it comes to productivity. Working effectively with your brain is how you’ll get the results you want in your business without burning out.

Need another perspective on your business to see what’s working and what isn’t so you can be more effective?Schedule your free consultation here.

Photo by Kelly Sikkema on Unsplash.