CHAPTER 16
DEVELOPING GOOD WORK HABITS
CHAPTER OUTLINE AND LECTURE NOTES
This chapter describes various methods of improving work habits and managing time. As a
result, the reader learns how to increase personal productivity. Good work habits and time
management are extremely important because of the current emphasis on enhancing
productivity. Good work habits also contribute to success in personal life. Work habits refer to a
person’s characteristic approach to work, including such things as organization, priority setting,
and handling of paper work and e-mail. Productivity is the amount of quality work
accomplished in relation to the resources consumed. The goal of this chapter is to help the reader
become more productive, yet still flexible.
I. DEALING WITH PROCRASTINATION
The leading cause of poor productivity and is procrastination, delaying a task for an
invalid or weak reason. Even productive people have problems with procrastination at
times.
A. Why People Procrastinate
Key reasons for procrastination include: (1) unpleasant or overwhelming task, (2) fear
of consequences including bad news, (3) fear of success (worry about assuming too
much responsibility), (4) lack of a meaningful reward for doing the task, (5) rebelling
against being controlled, (6) enjoyment of the rush derived from scrambling to make
a deadline, and (7) perfectionism.
Visit the following website for excellent information on The Problem of
Procrastination at http://webhome.idirect.com/~readon/procrast.html
B. Techniques for Reducing Procrastination
Being aware of the productivity consequences of procrastination is a good start for
reducing procrastination. A few specific techniques are also helpful.
1. Recognize that your goal is to cross the finish line. What really counts is getting
the job done.
2. Calculate the cost of procrastination. Lost opportunity is a major cost. A useful
example is losing out on a high-paying job a person really wants by not having a
résumé and cover letter ready on time.
3. Counterattack. Force yourself to do something overwhelming, frightening, or
uncomfortable. It may prove that the task was not as bad as initially perceived.
4. Jump-start yourself. You can often get momentum going on a project by giving
yourself a tiny assignment just to get started. One approach is to set a specific
time for working on the overwhelming task.
5. Peck away at an overwhelming task. If the task allows for it, just peck away a
little bit at a time until the project gets down to manageable size. Another
approach is to subdivide the task into smaller units.
6. Motivate yourself with rewards and punishments. Behavior modification can
sometimes be applied successfully to overcoming procrastination.
7. Make a commitment to other people. If others know you are committed to
accomplishing something by a given date, you are less likely to procrastinate.
Avoiding embarrassment acts as a strong motivator in this situation.
8 Express a more positive attitude about your intentions. If you choose words that
express a serious intention to complete an activity you are more likely to follow
through than if you choose uncertain words. “I will” is more compelling than “I
might.”
Visit the Steve Pavlina website for useful tips on Overcoming Procrastination at
http://www.stevepavlina.com/articles/overcoming-procrastination.htm
II. PROPER ATTITUDES AND VALUES TO DEVELOP FOR PRODUCTIVITY
Developing good work habits and time-management practices is often a matter of
developing proper attitudes toward work and time.
A. Develop a Mission and Goals
A mission, or general purpose in life, propels you toward being productive. Goals
support the mission statement, but the effect is the same. Being committed to a goal
also propels you toward good use of time. The late Steven Covey recommends that
you develop your mission statement by beginning with the end in mind, and think of
the lifetime goals you have for each role in life.
B. Value Good Attendance and Punctuality
Good attendance and punctuality are essential for developing a good reputation as a
worker. Also, you cannot contribute to a team effort unless you are present. The
causes of lateness follow those of procrastination.
C. Value Your Time
People who place a high value on their time are propelled into making good use of
time. Those who value their time are more difficult to engage in idle conversation
during working hours. Being committed to a mission and goals is an automatic way
of making good use of time.
D. Value Neatness, Orderliness, and Speed
Neatness, orderliness, and speed are important contributors to workplace productivity.
Neatness is linked to working rapidly because clutter and searching for misplaced
items consume time. Orderliness helps most people become more productive because
less time is wasted searching for documents and tools. At times a little disorder can be
beneficial because a neat freak might waste too much time having a clutter-free work
area.
E. Work Smarter, Not Harder
Developing the attitude of seeking to work smarter rather than harder will often
increase productivity and satisfaction. An example of working smarter, not harder is
to invest a few minutes of critical thinking before launching an Internet search. Avoid
doing work that is already being accomplished in another part of the organization.
F. Appreciate the Importance of Rest and Relaxation
Proper physical rest contributes to mental alertness and improved ability to cope with
frustration. An optimum amount of sleep for most adults is seven to nine hours per
night. Neglecting the normal need for rest and relaxation can lead to workaholism,
an addiction to work in which not working is an uncomfortable experience.
Recognize, however, some people who work long and hard are classified as
achievement-oriented workaholics who thrive on hard work and are usually
productive.
To help achieve rest and relaxation, some people take fifteen-minute power naps.
III. EFFECTIVE TIME-MANAGEMENT TECHNIQUES
The appropriate time-management techniques are also necessary to achieve high personal
productivity. For these techniques to enhance productivity, most of them need to be
incorporated into and practiced regularly in daily life. Habits need to be programmed into
the brain through repetition.
A. Clean Up and Get Organized
An excellent starting point for improving work habits and time management is to
clean up the work area, and arrange things neatly. The starting point in the popular
system of work habits and time management developed by David Allen is to unclutter
your life. Put all the things you have to do on paper, referred to as a mind sweep.
Eliminate clutter and simplify the work area so there are fewer distractions and the
brain can be more focused. Getting organized includes sorting out which tasks need
doing, including assignments and projects not yet completed.
B. Plan Your Activities
The primary principle of effective time management is planning; deciding what you
want to accomplish and the actions needed to make it happen. To-do lists are a basic
planning tool. See Figure 16-1 for a Sample To-Do List.
1. Where to put your to-do lists. To–do lists should be placed on a calendar or day
planner, or in a notebook, computer or other fixed location. Some planners are
part of a system that enables one to link daily activities to a mission in life. For
many people these planners are invaluable; for others they are a burden that leads
to an over-structuring of life. The to-do list works well only when consulted.
2. How to set priorities. Priorities should be established for items on the list with a
system such as tagging each one as an A, B, or C item. However, taking care of
small (C) items can be therapeutic.
3. How to schedule and follow through. To convert your list into action, schedule
when you are going to do each of the items on the list. See Figure 16-2 for A
Time-and-Activity Chart for Scheduling Activities.
C. Boost Your Energy
Tony Schwartz of the Energy Project says that increasing your energy is the best way
to get things done faster and better. Becoming more energetic leads to more
productivity gains than merely working longer hours. Employees are able to increase
their productivity by practicing simple rituals that refuel their energy, such as a brief
walk to take breather, or turning off e-mail at specific times for better concentration.
A study with professional and clerical workers at a software company revealed
surprising findings about energy management. Microbreaks unrelated to work, such
as making a personal phone call, were not associated with more energy and less
fatigue. Increased vitality was associated with short breaks to accomplish work-
related tasks such as praising a coworker or preparing a to-do list.
D. Make Good Use of Digital Technology Including Productivity Tools
Used properly, most high-tech devices in the office can improve productivity and
quality. A survey indicated that 46 percent of workers who use online and digital
tools say the feel more productive. Mobile workers, or those who conduct much of
their work away from the office, quite often enhance their productivity by accessing
intranets and staying in contact with coworkers. Tablet computers can be quite
helpful for customer-contact workers.
Making good use of office technology also implies avoiding those aspects of the
technology most likely to drain productivity. Beeps and alerts that float to your screen
to announce new e-mails or Skype calls are the worst. Avoid thinking that using the
productivity tools is your job.
A major consideration is that the time saved using office technology must be
invested in productive activity to attain a true productivity advantage. Stay alert to
new tools that would be useful in your situation.
E. Concentrate on One Key Task at a Time
Effective people resist distractions that prevent giving full attention to the task at
hand. A CareerBuilder survey found that one in four fulltime workers admit to
spending about at least one hour each work day on personal phone calls, texts, or e-
mails,
1. The Flow Experience. Achieving the flow experience is the ideal level of
concentration. Attaining flow requires uninterrupted concentration.
2. The Role of Self-Discipline. Conscious effort and self-discipline can strengthen
concentration skills. Set aside ten minutes per day and focus on something
repetitive.
3. ADHD and Concentration. Workers with ADDH may find it difficult to focus,
organize, and finish tasks and often forget to accomplish items on their to-do list.
Before workers with ADHD can improve their concentration on important tasks,
they may require professional help in terms of medicine, counseling, or cognitive
behavior therapy.
F. Streamline Your Work and Emphasize Important Tasks
Getting rid of unproductive work is part of improving a business process. An example
of unproductive work is sending e-mail or intranet messages that almost nobody
reads. To streamline work, look for duplication of effort and waste. Important (value-
contributing) tasks are those in which superior performance could have a large
payoff. For essentially routine jobs, spend as little4 as one hour per week
concentrating on tasks of potentially major significance.
G. Work at a Steady Pace
Working at a steady clip generally pays dividends in efficiency. A steady-pace
approach accomplishes much more than someone who puts out extra effort just once
in a while. Despite the advantages of maintaining a steady pace, some peaks and
valleys in your work may be inevitable, such as in tax accounting. Napping may be
helpful to replenish your energy supply in order to work at a steady pace. Getting a
little fresh air is another approach to boosting energy enough to keep up the work
pace.
H. Create Some Quiet, Uninterrupted Time
Many workdays are hectic, fragmented, and frustrating. To achieve quiet time, create
an interrupted block of time enabling you to concentrate on your work. Quiet time is
used for such essential activities as thinking, planning, getting organized, doing
analytical work, writing reports, and doing creative tasks.
I. Make Use of Bits of Time and Use Multitasking for Routine Tasks
A truly productive person makes use of miscellaneous bits of time, both on and off
the job. Doing two or more routine chores simultaneously (multitasking) can
sometimes enhance personal productivity. However, it is important to avoid rude or
dangerous tasks, or a combination of the two. A rude practice is doing paperwork
while on the telephone or in class. A dangerous practice is engaging in an intense
conversation or receiving text messages over the cell phone while driving.
K. Stay In Control of Paperwork, the Inbox, and e-Mail
Unless paperwork and e-mail messages are handled efficiently, the person may lose
control of the job and home life, leading to stress. For many overwhelmed workers,
their entire desktop becomes the in-basket. To stay in control, the in-basket should
receive attention each workday. Sort in-basket items in to an action file and a reading
file. Set aside time to respond to every important message that you have not taken
care of in the past two weeks.
IV. OVERCOMING TIME WASTERS
Another basic thrust to improved productivity is to minimize wasting time. Workers
wasting time is one of the most devastating problems facing work organizations of all
types. The strategies and tactics described next are directly aimed at overcoming the
problem of wasted time. Self-Assessment Quiz 16-1 presents a perspective on time
wasting most likely of interest to many students.
A. Minimize Day Dreaming
Allowing the mind to drift while on the job is a major productivity drain. Day
dreaming is triggered when the individual perceives the task as boring or
overwhelming. Unresolved personal problems contribute to daydreaming.
B. Prepare a Time Log to Evaluate Your Use of Time
An advanced tool for become a more efficient time manager is to prepare a time long
of you how you are currently spending your time. A time log can uncover time leaks,
anything you are doing or not doing that allows time to get away.
C. Keep Track of Important Names, Places, and Things
Have a parking place for everything, and make visual associations about where you
put objects. Speaking to yourself about where you placed something can be quite
helpful in avoiding misplacement.
D. Set a Time Limit for Certain Tasks and Projects
Spending too much time on a task or project wastes time. Invest a reasonable amount
of time in a project, but no more.
E. Schedule Similar Tasks Together (Clustering)
An efficient method of accomplishing small tasks is to group them together and
perform them in one block of time. Using a block of time to make telephone calls is a
useful example of similar-task scheduling.
F. Bounce Quickly from Task to Task
Much time is lost in taking a break between tasks. After a brief pause, dive into your
next important task.
Visit the Mind Tools website for many articles, activity logs, action plans and more on
time management at http://www.mindtools.com/page5.html
Visit the Time-Management-Guide website for many articles, self assessments and
assistance in creating a Personal Time Management Guide at http://www.time-
management-guide.com/
ANSWERS TO QUESTIONS FOR DISCUSSION AND REVIEW
16.1 How would company management know if its workforce were more productive?
Management can use several indirect measures of worker productivity, such as revenue
on improved work habits or improved use of technology.
16.2 What have you observed to be two of the most important areas for improvement in work
habits and time management for students?
Copyright © 2017, Pearson Education, Inc. All Rights Reserved
16-7
Overcoming procrastination and planning their activities seem to be two of the major
areas of weakness in work habits and time management for many students. Another
problem is that many students are so obsessed with their electronic gadgets that they do
not invest enough time in studying or doing assignments.
16.3 Many tidy, well-organized workers never attain much in the way of career success.
Which principle of work habits and time management described in this chapter might
they be neglecting?
16.4 How can preparing a personal mission statement help a person become better organized?
16.5 Why do so many people need deadlines imposed on them to get their work
accomplished?
16.6 How might a person use old shoe boxes or plastic trays to enhance his or her
productivity?
16.7 What time-management problems might a person face who works from home or other
remote location?
.
16.8 A study described under the topic of boosting your energy provided negative results for
the use of caffeinated beverages as energy boosters. Would this study deter you, or an
energy-drink consumer you know, to cut back energy drinks and instead focus on the
meaning of work and relationships?
16.9 In what way has your use of information technology made you more productive?
16.10 Give an example of how the principles and techniques of good work habits and personal
productivity could be applied to a job search.
Every aspect of the job search can benefit from good work habits and time management.
COMMENTS ON EXERCISES AND CASES
Human Relations Self-Assessment Quiz 16.1: A Checklist of Potential Distractions Stemming
from Coworkers or Boss
A potential side benefit of this self-assessment quiz is that it points toward the challenge of not
being distracted by coworkers or the boss, yet still maintaining constructive work relationships
with them. A particularly challenging situation is Number 17, “Your boss walks over to you with
the purpose of micromanaging a task you know how to perform perfectly well.”
Human Relations Self-Assessment Quiz 16-2: My Tendencies toward Wasting or Not Wasting
Time
We all know that too much time wasting lowers productivity. This quiz makes the subtle point
that too much focus on not wasting time can lower productivity by eliminating the productivity-
enhancing value of an occasional pause from work.
Applying Hunan Relations Exercise 16-1: Squeezing Productivity Out of Social Networking Sites
Here is a challenge most students will welcome—how to boost personal productivity through the
social media. Potential productivity boosters from using social media might include finding new
customers, getting discounts on products and services (an indirect way of boosting productivity),
and making valuable contacts without having to spend time and money on transportation. We
suspect it will not be so easy to pinpoint ways to boost productivity out of social networking
sites.
Applying Human Relations Exercise 16-2: My Personal Procrastination Analysis
Given that procrastination can have strong negative effects on an individual’s work and personal
life, investing some time in this exercise could have giant payoffs. It might be noted in class that
many people who have the money to pay their bills nevertheless develop poor credit ratings
because they procrastinate paying bills on time. The example of a problem and an action plan
presented in the text (within the exercise) should trigger some ideas from the student. However,
here is another example:
An office manager who lived in the Detroit area was laid off, and after a two-month search,
found a new position in Fairfax, Virginia. His wife now also needed to find a new position in the
Fairfax area. The office manager was so overwhelmed with all his tasks, including selling their
condominium apartment that he froze into procrastination. He recognized that his problem was
an “overwhelming task.” He overcame the procrastination with the action plan of creating a
giant time-and-activity chart and completing three small tasks each day, including such small
matters as sending address changes to magazines.
Human Relations Class Activity: Personal Productivity Checklist
Students are usually candid about improvements they need to make in work habits and time
management, probably because they do not link such behaviors to their personality. Students
often benefit from examples of action plans that can be drawn to meet particular needs. Self-
monitoring of behavior, combined with an intention to improve, is often the best action plan.
Procrastination appears to be the biggest productivity problem for most students and non-
students alike, leading to our next exercise.
Human Relations Case Problem 16-1: Chloe Struggles to Get Moving
This case provides an example of a form of procrastination frequently encountered: Needing to
get started on a difficult and disliked major project.
16.11 To what extent does Chloe have a procrastination problem?
16.12 What advice can you offer Chloe to help her get started on writing the report about
customer loss?
16.13 What should Ron do to help Chloe get the report completed?
16.14 What time management mistakes does Mike appear to be making?
16.15 What does Mike appear to be doing right from the standpoint of managing time?
16.16 What suggestions can you offer Mike to help him get his schedule more under control?
SUPPLEMENTARY CLASS ACTIVITY
The class activity described below might also fit at the end of the course, after Chapter 17.
12 Angry Men Team Movie Project (1957 version)
1. Show the movie during class. Have students complete the following steps in groups of 3-
4 students.
2. While watching the movie, have students identify 20 psychological concepts or terms
from the text/course materials. The terms or concepts in the list below come from the
concepts covered throughout the course. You may also use other terms from the text,
however they cannot be common everyday language such as “communication” or
“persuasion”.
3. For each of the terms they identify, have students give a brief definition in their own
words based on the information in the text.
4. For each of the terms they identify, have students provide an example from the movie
that illustrates the term. They should not be concerned about using character’s names in
their examples. Names are not particularly clear in the movie. A brief description of the
character such as: the older juror with the glasses, the foreman, or the architect will do to
identify a character.
5. Some suggested terms for the activity are listed in the following table:
Conflict Handling Styles
Decoding
Power Sources
Collaborating
Consultative Leadership
Groupthink
Participative Leadership
Cognitive Skills
Consensus Leadership
Informal communication
channels
Charismatic Leadership
Assertiveness
Democratic /Laissez–Faire
Leadership
Priority Setting
Avoiding
Filtering
Coercive
Referent
Encoding
Forcing
Compromising
Expectancy Theory
Reward
Expert
Nonverbal Communication
Task-Oriented Leader
People-Centered Leader
Pygmalion Effect
Situational Leadership
Social Loafing
Self-Disclosure
Stimulating View of Conflict