Back in 2016 I wrote an article recommending some productivity tools and resources. My intention was to help Volunteer Management professionals with the daily challenge of getting stuff done. Now, almost three years on, I’m revisiting the theme with the same aim, this time sharing five top tips to help you get more productive at work.
Tip #1 – Headphones
Volunteer Managers are always getting interrupted when they are at work.
Interrupted by paid staff colleagues asking for twenty volunteers for that event tomorrow. You know, the one that’s been in planning for the last year but only now do they remember they need volunteers!
Interrupted by volunteers who want a chat, or their expenses signed off, or have a complaint about another volunteer.
Interrupted by senior management who need someone to collect the lunch order for the SMT meeting and, well, you can get a volunteer to do that, right?
You get the idea.
Any interruption draws your attention away from your work, attention that takes time to regain.
Here’s my tip (and it works really well in open plan offices).
Buy the biggest pair of over-ear headphones you can find. They don’t have to be flashy noise cancellers, they don’t event have to be expensive. They just have to be big. Put them on when you don’t want to be interrupted. You don’t have to play music or anything, just put them on.
Why? People will be reluctant to walk up and remove your headphones whilst you’re wearing them, reducing the interruptions you experience.
Simple and effective.
Tip #2 – Walk this way
Steve Jobs used to hold his meetings walking around the Apple campus in California. He was mobile most of the time he was at work, rarely sat at a desk.
We don’t have to be sedentary all the time either. Perhaps you can’t hold your meetings walking around the local park (although have you ever suggested it?) but you can get up and go for a brief stroll when you need to reset your attention, refocus you energy or just reset your brain.
Every afternoon that I work from home I take an hour to walk my dog. I try not to listen to podcasts or music. I just walk. The clear headspace it gives me recharges my energy and often helps me solve problems I’ve been mulling over. On one walk I even wrote the first draft of a blog post, dictating it into my iPhone after inspiration struck.
Your walk doesn’t have to be an hour. It could just be a stroll to the sandwich shop at lunch, or five minutes round the block between meetings. Whatever you can manage, give it a go and see if it helps you.
Tip #3 – Stop
Every now and again, just stop. Pause for a minute between the phone call that just ended and turning to your email. Take a few deep breaths between the last meeting and the next one. Give your brain time and space to catch up and reset, ready for the next task.
Go home at a sensible time every night. Nobody has ever said, “I wish I’d spent more time at work” when lying on their deathbed. You get paid the same whether you do your contracted hours or you work extra hours a week. I know you’re a Volunteer Manager and dedicated to your volunteers, but you won’t help them if you don’t look after yourself. There is more to life that volunteer management – there, I said it!
Oh, and make sure you take all of your annual leave / holiday allowance. However you want to spend that time away from work is fine, but make sure you spend it away from work. Email off, voicemail on. No sneaking a peek at your messages. They can wait. Life won’t.
Tip #4 – Know yourself
One of the most valuable things I’ve ever done to be more productive was monitoring my attention over a given day. I know I’m a morning person and am especially productive in the morning. I know I’m not productive after lunch. I know my afternoon dog walk will give me an energy boost, enough to get another hour of good work out of me late in the day. So I schedule my work around these attention rhythms.
I’m lucky of course. I work for myself, often at home. But you can structure your day in an office environment too. When I commuted to London, I’d start work on the train at 715am. By 9am I’d got 90mins of work done. I left at 4pm. Colleagues perhaps wondered why I was leaving early, but they didn’t see that solid block of work time on my morning train, done whilst many of them were just waking up.
Don’t let other people dictate when you are most productive. Know what works for you and try to structure your day accordingly.
Tip#5 – Notification
My last tip usually results in gasps of astonishment when I say it in productivity training for leaders of volunteer engagement. It’s easy to say, but hard for many to do.
Turn off notifications on your computer, smartphone and tablet!
You don’t need these machines pinging at you every time someone tweets, emails, texts or otherwise interacts with you. Don’t let the device manage your attention, take control and manage the device. You’ll be amazed how much more focus you have and how much more you get done.
So there you have it, my top five productivity tips for leaders of volunteer engagement.
What would you add to the list?
Leave a comment below to add your tips.
I want to acknowledge Josh Spector’s article, “How To Free Up Two Hours Of Your Day” as the inspiration for this blog post. Josh curates an excellent weekly newsletter called For The Interested and I highly recommend subscribing for free, which you can do right here.