Many business owners are working 60+ hours per week. When you consider that many of them only spend 32% of their time working on tasks that lead to growth in their business, that means they have around 20 hours of actual productive work per week.
Some studies have shown that the average business owner only has 1.5 hours of uninterrupted, productive time per day. If you are working 6 days per week, that is only 9 productive hours per week.
So if you are one of those business owners consistently working 60+ hours every week, it's time to take a step back to assess how you are spending your time. You may not be as productive as you think, and you may find ways to get more done by working less.
Here are six strategies you can implement to help you become more productive and work less. These steps will increase your mental alertness; improve your mental and physical well-being; and increase your productivity.
1. Work in specific time intervals.
Working in time blocks will allow you to take needed breaks. If I am working on something that requires my full focus, I will set a timer on my phone to remind me to get up and walk around. Otherwise, I will sit for two hours without moving before I realize it.
My routine is to work 30-minutes, then get up and stretch for five minutes or walk around outside just to clear my mind and adjust my body.
The reason for my 30-minute rule is backed by science. Studies have shown metabolism slows down 90 percent after 30 minutes of sitting. So, after 30 minutes, it is time to get moving even if it’s just for a few minutes.
Andres Segovia, one of the most renowned classical guitarists of all time, would practice in four periods of an hour and 15 minutes for five hours a day with relaxation between periods of activity. The five hours consisted of 15-minute practice sessions with a short break between each one to stand up, stretch, and drink some water. Segovia performed concerts around the world until the age of 94.
On the other hand, I have friends who are professional guitarists who do the marathon four-hour practice sessions with no break. Many of them have hand, neck and back issues as a result. I’m thinking Segovia’s practice routine is a much better option.
2. Take exercise breaks
Being physically fit is something that is not stressed enough for business owners. The excuse is usually, “I don’t have time.” But exercise does not have to take an hour a day to be effective. Shorter exercise routines, done the right way, can be a more efficient way to exercise.
In the 1990s, Dr. Izumi and his team of researchers at the National Institute of Fitness and Sports in Tokyo conducted a study on two groups of athletes.
The first group worked out at a moderate intensity level for five days a week for six weeks with each workout lasting one hour. The second group worked out four days a week for six weeks with each workout lasting four minutes and 20 seconds.
At the end of the study, they found the first group had increased their cardiovascular health but had very little increase in muscular strength.
The second group showed more of an increase in cardiovascular health. They also showed more of an increase in muscular strength. This shows the 4-minute workout had a much larger impact than the one-hour training.
This 4-minute workout is called a tabata and can be done with or without equipment.
Here is how it works: You push yourself as hard as you can for 20 seconds and rest 10 seconds. You repeat this eight times. And you can use any exercise you want.
Start slowly. Find something you can do 20 seconds with a 10 second break. If you can’t do eight sets, then do 2 sets. As with everything, the key is consistency. I challenge you to do this five days a week for six weeks. You may be surprised at the results.
Then when you are up to the challenge, you can do several sets of 4 minutes. You could, for example, do pushups as your 4-minute routine; squats or step ups for 4 minutes; a kettle ball or dumbbell routine for 4 minutes. Or you could mix up all of the above.
This is how you could get in a workout every day in a short amount of time and increase your productivity. In addition to cardiovascular and strength training, it's important to have a good stretching routine you can do every day.
Note: A tabata can be a very intense workout, so make sure you check with your doctor before starting this or any other exercise routine to avoid injury.
3. Take a nap
After reading many interviews with highly successful people, one thing keeps coming up. Most of them take time during the day to reenergize their mind and body by taking a nap.
Research completed by the National Sleep Foundation found taking a nap up to 30 minutes can help improve mental alertness, enhance performance, and reduce mistakes in your work. But anything over 30 minutes can cause grogginess and have the opposite effect.
4. Set deadlines for completing projects
When you have a large project to complete without setting a solid completion date, it can float into the future indefinitely. It's important to set a specific deadline for completing large projects. This may mean working a few of those 60+ hour weeks I mentioned earlier, but that's okay because it's only for a set period of time.
When you are working on a project that requires long hours, it's more important than ever to remember the previous three steps. Then once the project is completed, you will be more focused and productive on the next task or project.
5. Use the two-minute rule
If something can be done in two minutes or less, then do it now. Developing this habit can help you better manage your to-do list and increase your productivity.
If you look at your long to-do list, you will probably discover a few tasks that take 2 minutes of less. Take care of those things first so they are off your mind and finished. This will clear up mental space and give you a sense of accomplishment.
6. Reduce distractions
This is extremely important if you are working on a project that requires full focus and concentration. If you have a notification on your computer that dings every time you get an email, turn it off. When you here the ding, it takes a few minutes to get your focus back. This interferes with your workflow.
Email is a major distraction, but it is easily managed if you don't have an alert set to distract you every time you get an email. I schedule time to check my email once in the morning and once in the afternoon. This allows me to focus and give a better reponse to any emails I receive during the day.
Your smartphone is another major distraction. You may consider putting it in Airplane Mode or put it in another room while working.
One more thing…
Life happens. Be flexible with your schedule. You will have doctor appointments, car repairs, and other things that will sometimes throw a wrench into your schedule. Just deal with it and don’t let it stress you out.
Almost every place has Wi-Fi now. I usually take my laptop along with my smartphone to most places if I think I may have a long wait time. You would be surprised how much work you can get done while waiting on your car to be serviced.
Becoming more productive is a process, and it will take a little time to implement everything I mentioned above. But if you become more aware and do the work, you should see a marked improvement in your productivity. As a side benefit, you could also see improvements in your mental and physical health.
Life is short. Have fun, enjoy the journey, and learn how to work less by being more productive.