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Entrepreneurship

10 Secrets To Boosting Productivity

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Whether you’re in Australia, England, or America; blue-collared, white, or pink, we’ve all got 24-hours to work with. Success comes down to what we’re able to do in those hours. No entrepreneur can keep the sun from setting or add hours to their day, but there are strategies that will help maximize work habits and productivity.

Here are 10 strategies for efficiency and effectiveness: [td_block_ad_box spot_id=”custom_ad_1″]

Parkinson’s Law

“If you wait until the last minute, it only takes a minute to do,”observed Cyril Northcote Parkinson. We’ve all experienced Parkinson’s Law. We struggle for a month to finish a project, then magically get it done in the final week. Or, the house is a mess for weeks, then spotless within a few hours of the in-laws showing up.

The law provides great leverage for efficiency: imposing shorter deadlines for a task, or scheduling an earlier meeting. Find the sweet spot for productive hustle. Rushed work can be a recipe for reckless work.

Finding your flow

For athletes, it’s called being “in the zone,” where you’re so focused that you’re numbed out to any distractions. It’s a state we can all tap into: writers, musicians, and entrepreneurs.

Mihaly Csikzentmihalyi’s research is focused on these flow states that optimize our performance by finding that balance between challenge and skill. If the task is too challenging and beyond our skill, then we go into anxiety and frustration, but not challenging enough and we fall into boredom.

Stretch yourself, but don’t snap. We’re at our most efficient when in the zone.

Flow

Single-tasking

There’s many compelling cases against multi-tasking. A study found that even folks walking while talking on a cell phone run into people more often and were so distracted, many failed to notice a clown riding a unicycle.

Telling an entrepreneur not to multi-task, however, is like telling a pig to stay out of mud but the truth is, multi-tasking a misnomer better termed “task-switching.” We don’t juggle so much as we jump around. The problem is ending up with too many open projects, and spreading yourself too thin. A good quote on scaling back is by Alexander Graham Bell: “Concentrate all your thoughts upon the work at hand, the sun’s rays do not burn until brought to a focus.”

The 2-Minute Rule

From David Allen’s Getting Things Done, he explains that the most productive people capitalize on the little windows of time opening up during the day. Having an inventory of two-minute tasks on hand whenever windows appear will increase productivity. Cleaning out the inbox, checking voicemail, approving a request, all in brief openings in the schedule, builds our efficiency muscles and gets the ball rolling for bigger tasks.

A major cause of procrastination lies in overthinking the next step. Allen says it takes less time to do the action than the time spent thinking about it.

Working to circadian rhythms

Nerve cells in our brains control our circadian rhythms, which influences sleep-wake cycles, hormone release, emotions and energy levels. Constant operation outside circadian rhythms (e.g. international pilots) creates fatigue.

Efficiency lies in synchronizing specific work with these biological peak times. Dr. Steve Kay says analytical work is best within a couple hours of waking, when the morning rise in body temperature increases blood flow to the brain.

Alertness slumps after lunch as the digestive process saps energy. This analytical disengagement is the best time for novel and creative thinking, according to Professor Mareike Wieth.

Exercise increases efficiency. Dr Gerard Kennedy notes more Olympic records are broken in the late afternoon than any other time. Muscle strength, lung capacity, eye-hand coordination and joint flexibility peaks between 4pm and 6pm.

Three sweet spots for maximizing your efforts: the morning analytic spike, a creative spike after lunch, and a physical spike in the afternoon.

Reverse engineering

Most commonly applied to industrial machinery and computer software, reverse engineering can be applied to different fields, products, and strategies.

It is disassembling and analyzing the components that make up the whole. Efficiency comes not only with seeing how parts relate, but being able to work on aspects out of order. Tim Ferriss notes his rapid mastering of the tango through deconstructing the dance, and learning the female role along with the male.

Expert linguists do the same, breaking a language into pieces and having a bird’s-eye view of the most common grammatical structures.

The Willpower trinity

Stanford Professor Kelly McGonigal says the key to hitting goals is understanding the three powers of willpower: I will power, I won’tpower, and I want power.

• I “won’t power” is resisting temptation, such as saying “no” to social media.

• I “will power” is to choose an alternate behavior — sending a social, but networking email.

• I “want power” is remembering your why, your goal, be it expanding your career, business or profits.

Willpower is like a muscle. When we fail to reach goals, it’s due to solely relying on I won’t power, but  we can only say “no” so many times before we crumble. However, bringing in backup, and using all three aspects of willpower, will triple the likelihood of success. Resist, replace, remember.

57 on, 17 off

The entrepreneurial hustle makes breaks non-existent. Recent studies show only one-in-five employees take lunch breaks, despite clear cognitive benefits for our fatigued brains.

So what’s the perfect work/rest ratio? DeskTime App played Big Brother, monitoring employees’ computer use. They found the most productive 10 percent worked hard for 52 minutes, then took a break for 17. It’s backed by scientists, pointing to the natural rhythms of our attention span. Our brain can focus for up to 90 minutes, then needs roughly 20 minutes of rest. Strategic breaks equals efficient work.

Power poses

If it weren’t true, it’d be preposterous to think simply changing your posture affects productivity. Professor Amy Cuddy’s Ted Talk highlights the psychosomatic and neurological responses caused by our posture. Taking a high-power pose causes an increase in testosterone (confidence, assertiveness, energy) and a decrease in cortisol (stress, anxiety, nervousness). A confident, testosterone-perked person is much more productive than a cortisol-crippled, stressed person.

Our brain is wired to respond to certain physiologies. A forced smile will still release endorphins. Pulling yourself out of a figurative slump is as simple as pulling yourself out of a physical slump.

PP

Validated progress

A good warning from Eric Ries: “If we’re building the wrong product really efficiently, it’s like we’re driving our car off a cliff and bragging about our awesome gas mileage.”

Along the same stream of the Sharpe ratio’s risk/return measures in finance, and the “minimum viable product” in the tech world, the strategy is about being calculated and conscious in our efforts, with a flexible, rather than fixed process and goal. It’s being productive and ready to pivot, rather than simply charging full-steam ahead.

A case-in-point is Nick Swinmurn’s startup of Zappos. He validated his idea without blowing cash by first going to a shoe store, taking photos and posting them online. When sales came in, he went and bought the shoes. He didn’t need to pivot, just perservere.

Entrepreneurship

Is There A Coworking Space Bubble?

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An annual growth rate of nearly 100%, almost five years in a row? More than 60 coworking spaces in a city like Berlin? Are these the characteristics of a bubble? Nope, these are characteristics of a lasting change in our world of work, which has been further catalyzed by the recent economic crises in many countries. But what makes this change different to a bubble? We’ve summarized some arguments of why the coworking movement is based on a sustainable change. However, that doesn’t mean it’s an easy job to open a good working coworking space.

Five reasons why the growth of coworking spaces is based on organic and sustainable growth: 

1. Coworking spaces invest their own money and create real wealth

Already, there is a convincing argument supporting why coworking spaces are not developing in a bubble: the fact that they create real wealth.

Whether referring to the dotcom bubble a decade ago or the real estate crisis in Spain or the United States, the crisis originated in a glut of cheap money, in an environment in which the sender and the recipient were unacquainted. From funds and banks, money flowed in steady streams to investments which offered little resistance and the most promising returns – which only a little while later turned into delusions and ruined investments.

Redistributed risks create illusions. Those people who distributed the money rarely wore the risk of investment decisions. The risk was mainly taken by small shareholders or people who bought parts of those investments. This was because either both parties’ (better) judgement was drowned out by the noise of the market, or because shareholders were unaware of the risk, and were at the mercy of banks and funds for reliable information.

Another fundamental condition for the creation of bubbles are the sheer amounts of money that flow from various locations globally and are concentrated, by comparison, in much fewer places.

Most coworking spaces, however, receive their funding from local or nearby sources and do not operate within this financial system. In fact, the founders mainly inject the bulk of the required investment, and turn to friends or relatives for additional support. They wear the full brunt of the risks that are involved in small-time investment.

They have access to much more information, because it is their own project, rather than a foreign one thousands of miles away. This also includes failures and mistakes that are encountered along the way, but the risk is less redistributed, thereby decreasing the probability of failures.

2. Labor market changes demand on certain office types lastingly

Most users of coworking spaces are self-employed. The proportion of employees is also on the rise, in many cases simply because they work for small companies that increasingly opt to conduct their business in coworking spaces rather than in traditional offices. The industry of almost all coworkers fall within the Internet-based creative industries.

With flexibilisation of work markets, new mobile technologies that are changing work patterns, and the increase of external services purchasing from large and medium-sized enterprises (outsourcing), the labor market has changed radically in many parts of the world.

The long-term financial and emotional security of becoming an employee no longer exists, especially for younger generations of workers. Bigger companies are quicker to fire than hire, and precarious short-term contracts are on the rise. Promising options on the labor market are more often recuded to freelancer careers and starting your own company.

And that’s possible with less money to invest. All you need is a laptop, a brain and a good network. For years, the number of independent workers and small businesses has been growing worldwide – particularly in internet-based creative industries. Anyone who has sufficient specialized skills and the willingness to take risks may adapt more quickly to market conditions if they own a small business or are self employed; more so than if they were to work in a dependent position in an equally volatile market.

Coworking spaces provide an environment in which to do this. Once they have joined a (suitable) coworking space, these factors become apparent to coworkers, who will remain in their space for years to come.

Furthermore, independent workers rarely fire themselves in crises, and even small companies are less likely to give their employees the boot – compared to their large counterparts. This combination enables more sustainable business models – and less business models à la Groupon.

3. Coworking spaces don’t live on crises

Global economic growth is waning while the number of coworking spaces is continually growing. Do coworking spaces thus benefit from this crisis?

The current crises accelerate the formation and growth of coworking spaces, because they offer solutions and space for the resulting problems. Coworking spaces are therefore not a result of a crisis, but the product of change that pre-dates their existence. A crisis is simply the most visible expression of change.

The first coworking spaces emerged in the late 1990s; the movement’s strong growth started six years ago – before the onset of economic downturns in many countries.

4. Coworking spaces depend on the needs of their members

Most coworking spaces are rarely full. Does this mean they are unsuccessful? On average, only half of all desks are occupied. But the average occupancy rate of 50% refers only to a specific date.

In fact, coworking spaces generally serve more members than they can seat at any given time, since members do not use the spaces simultaneously. Coworking spaces are places for independents who want to work on flexible terms. Smaller spaces rely more on permanent members. Larger spaces can respond more flexibilty to the working hours of its members, and, can rent desks several times over.

If a coworking space is always overcrowded or totally empty, the purpose of said space would be defeated. Firstly, it is rather impossible to work in an overcrowded room. Second, it’s impossible to cowork in an empty room. Given the nature of flexible memberships, a coworking space only can survive if they fit the needs of their members. Members would otherwise be quick to leave, and membership would be much more transient.

5. The coworking market is far from saturation

Less than 2% of all self-employed – and even fewer employees – currently work in coworking spaces. Reporting on coworking may increase, but inflated reporting on the coworking movement in the mainstream media is still far away.

Coverage of coworking space are most likely to be found in the career or local sections in larger publications – front cover coverage remains the dream of many space operators. This is because the whole coworking movement can’t be photographed in one picture. What appears to be a disadvantage, however, is actually a beneficial truth: niche coverage allows the industry to grow organically, and avoid over inflation.

Conclusion

Coworking spaces don’t operate in parallel universes – like the financial market. Demand and supply are almost exclusively organic and operate in the real world economy.

For the same reason, there is no guarantee that opening a coworking spaces will be automaticly successful. Anyone who fails to learn how to deal with potential customers in their market, or is unfamiliar with how coworking communities function, will have a difficult time of making one work. In the same way that business people in other industries will fail if they do not understand their market.

Those who simply tack on the word ‘coworking’ to their space’s facade will need to work harder. The structure of most coworking spaces is based on real work, calculated risk, and real-world supply and demand.

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About the Author

This article was produced by Deskmag. Deskmag is the magazine about the new type of work and their places, how they look, how they function, how they could be improved and how we work in them. They especially focus on coworking spaces which are home to the new breed of independent workers and small companies. see more.

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Callum Connects

Dextre Teh, Founder of Rebirth Academy

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Dextre Teh is a consultant and marketing guru, helping F&B businesses to tighten their operations and grow their businesses.

What’s your story?
I help frustrated F&B business owners stuck in day to day operation transform from a glorified operator into a real business owner. I’m a 27 year old Singaporean second generation restaurant owner and a F&B business consultant. Entering the industry at 13 years old, I have always been obsessed with operations and systemisation. At the age of 25, I joined the insurance industry and earned a six figure yearly income. However, I left the high pay behind because it was not my passion and returned to the F&B industry. Now I help other F&B companies to tighten operations and grow their businesses with my consulting and marketing services.

What excites you most about your industry?
The food. I’m a big lover of food and even have a YouTube show on food in development. But that aside, it is really about impacting people through food. Creating moments and memories for people, be it a dating couple or families or friends. Providing that refuge from the daily grind of life. So in educating my consulting clients and training their staff to provide a better experience for their customers, I aim to shift the industry in the direction of creating memories instead of just selling food.

What’s your connection to Asia?
I was born and bred in Singapore. I love the culture, the food and travelling in Asia.

Favourite city in Asia for business and why?
Singapore hands down. The environment here is built for businesses to thrive. The government is pro business and the infrastructure is built around supporting business growth. Not to mention the numerous amount of grants available in helping people start and even grow business. If I’m not mistaken, the Singaporean government is the only government in the world that offers grants to home grown businesses for overseas expansion.

What’s the best piece of advice you ever received?
Learning to do things you do not intend to master is a BIG mistake in business. Focus on what you are good at and pay others to do the rest.

Many business owners including myself are so overwhelmed by the 10,000 things that they feel they need to do everyday. We try to do everything ourselves because we think it saves us money. The only thing that, that does for us is overload our schedules and give us mediocre results. Instead we should focus on what we do best and bring in support for the rest.

Who inspires you?
Christopher M Duncan.

At 29, Chris has built multiple 7 figure businesses. He opened me to the possibility of building a business on the thing that I loved and gave me a blueprint of how to do it. He also showed me that being young doesn’t mean you cannot do great things.

Imran Mohammad and Fazil Musa
They are my mentors and inspire me every single day to pursue my dreams, to focus on celebrating life and enjoying the process of getting to where I want to be.

What have you just learnt recently that blew you away?
Time is always more expensive than money. Money, you can earn over and over again but time, once you spend it, will never come back.

If you had your time again, what would you do differently?
I am a firm believer that your experiences shape who you are. I am grateful for every single moment of my life be it the highs or the lows, the successes and the failures because all these experiences have led me to become the person I am and brought me to the place that I’m at so I will probably do things the same way as everything was perfect in its time.

How do you unwind?
Chilling out in a live music bar with a drink in hand, listening to my favourite live band, 53A. Other than that I’m big on retail therapy, buying cool and geeky stuff.

Favourite Asian destination for relaxation? Why?
Bangkok. It feels like a home away from home where the cost of living is relatively low, the food is good and the people are friendly.

Everyone in business should read this book:
Everything you know about business is wrong by Alastair Dryburgh. It is a book that challenges commonly accepted business “truths” and inspires you to go against the grain, think different, take risks and stand your ground in the face of the challenges that will come your way as a business owner.

Shameless plug for your business:
I’m the creator of the world’s first Chilli Crab Challenge. It gained viral celebrity earlier this year with 3 major newspaper features and more than a dozen blog and online publications featuring it in the span of two weeks. In the span of the two weeks, the campaign reached well over a million people in exposure without a single cent spent in ads.

Now I help F&B companies to tighten operations, increase profits and grow their businesses with my consulting and marketing services. Chilli Crab Challenge (https://www.chillicrab.com/nationalday)

How can people connect with you?
You can connect with me on Facebook (www.facebook.com/djtehkh) or visit www.rebirthacademy.sg for more information or book a 10 minute call with me @ www.tinyurl.com/dexclar

This interview is part of the ‘Callum Connect’ series of more than 500 interviews

Callum Laing is an entrepreneur and investor based in Singapore. He has previously started, built and sold half a dozen businesses and is now a Partner at Unity-Group Private Equity and Co-Founder of The Marketing Group PLC. He is the author two best selling books ‘Progressive Partnerships’ and ‘Agglomerate’.

Connect with Callum here:
twitter.com/laingcallum
linkedin.com/in/callumlaing
Download free copies of his books here: www.callumlaing.com

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