“Work smarter, not harder!”
If you’ve been in business for any length of time, you’ve heard this productivity mantra. And who doesn’t want to maximize their workday? I love working efficiently and getting the most out of my day. And the sooner I can get work done, the sooner I can relax, right?
But many of our cherished productivity beliefs are actually myths. What we think makes us more productive often does the opposite. Through my research for a Lenovo Pro article on productivity and years of running an editing business, I’ve discovered some surprising truths about productivity that challenge conventional wisdom.
The Multitasking Myth
When I first started working after college, multitasking was all the rage. We could get so much more work done by tackling multiple tasks at once.
But it turns out that multitasking isn’t the way to get our work done efficiently and well. We don’t actually do multiple things at once, according to the research. Instead, we’re switching quickly from one task to another.
The problem is that switching tasks takes time away from actually working on those tasks. It also steals focus from the tasks, leading to more errors.
The better approach, it turns out, is monotasking: focusing deeply on one task at a time. Try blocking off time to focus on a task, silencing notifications and other focus interrupters.
The Perfection Trap
Writers and editors are particularly prone to trying to make everything just right. But so little in life is perfect and on the rare occasion that it is, it often doesn’t stay that way.
Perfection is the enemy of done, they say, and chasing perfection can lead to procrastination and eventual project abandonment. While you might polish your writing a little more with another review, does the current draft work? Is it clear and accessible? Will readers understand what you’re saying? If so, you can put your pen down.
When you’re fighting perfectionism, try determining what would be acceptable criteria for declaring something finished. Create a checklist of what is mandatory for considering something done and stick to it.
The Power of Breaks
“If I skip lunch and put in a few hours after supper, I can get this project off my desk sooner.”
I’ve thought that many times and exhausted myself while doing it.
The truth is that taking breaks can actually increase your productivity. Productivity decreases after a certain number of hours. We become tired and less focused. We start taking longer to complete our tasks. What might take a couple of hours when you’re fresh can take all night after a long workday.
And in the long term, a lack of rest can lead to burnout.
This is something I’ve known for a while now, but I wish I’d known it far earlier. How many lunches could I have avoided missing? How many late nights could I have saved myself?
Take a break to give yourself time to replenish your energy and regain your focus. You’ll actually need less time to do the work as a result. The Pomodoro Technique is great for creating focus times and encouraging breaks.
Rethinking Productivity
True productivity isn’t about pushing harder or doing more. It’s about working strategically, respecting our limits, and recognizing when less is actually more.
Start small. Pick one area where you can make a change:
- Block off dedicated focus time
- Define “done” criteria before starting projects
- Schedule regular breaks using the Pomodoro Technique
Remember: The goal isn’t to pack more into your day. It’s to accomplish meaningful work sustainably while maintaining your wellbeing.
Want more practical business writing and editing tips? Subscribe to our newsletter, The Writing & Editing Weekly.
