Tech Habits That Kill Productivity (And How to Fix Them)

Technology: it’s supposed to make us more productive, right? But for many small businesses and law firms, tech can feel like a double-edged sword. It helps us connect with clients and streamline tasks, but it also throws a constant barrage of distractions our way. Just like the Kansas City Chiefs facing a relentless Philadelphia Eagles defense in Super Bowl LVII, our focus can crumble under pressure from tech distractions.

Let’s tackle some common productivity-draining tech habits and, more importantly, how to fix them:

1. The “Always On” Mentality

Constantly checking emails, Slack messages, and social media notifications fragments your focus and prevents you from getting into a flow state. Think of it like trying to run a marathon while stopping to tie your shoe every few minutes – you’ll never reach peak performance.

The Fix:

• Schedule dedicated “focus blocks” in your calendar. During these times, silence all notifications and dedicate yourself to deep work.
• Implement the “two-minute rule.” If an email or message requires less than two minutes to address, handle it immediately. If not, schedule time to deal with it later.
• Utilize “Do Not Disturb” modes on your phone and computer to minimize distractions during focused work sessions.

2. The Multitasking Mirage

We often pride ourselves on our ability to multitask, but the truth is, our brains aren’t wired for it. Every time you switch between tasks, you incur a “switching cost” – a cognitive lag that reduces your overall productivity.

The Fix:

• Embrace single-tasking. Focus on completing one task before moving on to the next. You’ll be surprised by how much more you accomplish.
• Use project management tools like Trello or Asana to organize tasks and break down large projects into smaller, more manageable chunks.
• Batch similar tasks together. For example, dedicate a specific time block to respond to emails, make phone calls, or work on client proposals.

3. The Social Media Black Hole

Social media can be a valuable tool for marketing and networking, but it can also be a major time sink. Mindlessly scrolling through feeds eats into valuable time that could be spent on revenue-generating activities.

The Fix:

• Set time limits for social media use. Many smartphones have built-in features that allow you to set daily usage limits for specific apps.
• Schedule specific times for checking social media, rather than browsing sporadically throughout the day.
• Unfollow accounts that don’t add value to your life or business. A curated feed is a less distracting feed.

4. The Meeting Maze

Meetings are essential for collaboration, but they can easily become unproductive time-wasters if not managed effectively. Just like a football team needs a clear game plan, meetings need structure and purpose.

The Fix:

• Implement a “meeting agenda” policy. Require all meeting organizers to provide a clear agenda with specific objectives and desired outcomes.
• Keep meetings concise and focused. Stick to the agenda and avoid going off on tangents.
• Consider whether a meeting is truly necessary. Can the information be shared more efficiently via email or a quick phone call?

5. The “Shiny Object” Syndrome

The tech world is constantly evolving, with new tools and apps promising to revolutionize our workflow. However, jumping from one shiny new app to another can be counterproductive and lead to “app fatigue.”

The Fix:

• Identify your core productivity needs. What are the biggest pain points in your workflow? Focus on finding tools that specifically address those needs.
• Thoroughly research and test new tools before fully adopting them. Many offer free trials or freemium versions.
• Don’t be afraid to stick with what works. If you have a system that’s already effective, don’t feel pressured to change it just because something new comes along.

“The key is not to prioritize what’s on your schedule, but to schedule your priorities.” – Stephen Covey

By implementing these strategies, you can regain control of your technology and leverage it to boost your productivity, rather than letting it become a source of distraction. Remember, just like a winning football team, success comes from discipline, focus, and executing a well-defined game plan.