How to work smarter and with more satisfaction - using the act of reflection

This informal CPD article ‘How to work smarter and with more satisfaction - using the act of reflection’ was provided by Writing for Life, who promote writing for self-expression, emotional relief and professional development.

While at work, do you prefer taking action or stopping to reflect? Given the chance, many individuals tend to opt for action¹. Intuitively, it seems the more productive option. After all, they say ‘practice makes perfect’. However, research has shown that when you take even a brief amount of time to reflect, you can benefit from higher performance outcomes and increased confidence.

Reflection as a form of professional development is, of course, well-established. It has been used for many years by those working in healthcare and education, for example, under the banner of ‘reflective practice’. Nowadays, companies and individuals across a broad range of industries are making use of reflective learning tools. This article explores ways that professionals can approach reflection in order to make the most of their experience.

Before you start

In the middle of a busy work-day, taking time out to reflect might seem like a low priority. It can easily slip down the to-do list as other ‘more productive’ tasks jostle for top position. At these moments, it can help to be reminded about why it is worth reflecting in the first place. Here are some examples:

Taking time to reflect on can improve performance

A 2014 study by Giada Di Stefano and colleagues tested this concept. They focused on employees at a customer service call centre who were receiving on-the-job training. Some employees were instructed to spend the last 15 minutes of each training day completing reflection activities, while others continued with normal training activities. At the end of the study, individuals who engaged in reflection scored on average 23% higher in the end-of-training assessment test. One month later, they were 19% more likely to achieve top customer service feedback compared with their colleagues.²

Reflecting on learnings can boost confidence – The researchers above also conducted a study examining whether reflection can increase a sense of self-efficacy. Here, participants were asked to solve a series of brainteasers. Those who were asked to complete a reflection activity afterwards reported that they felt more competent and effective than those in the control group.³ ‘When we stop, reflect, and think about learning, we feel a greater sense of self-efficacy,’ comments one of the researchers, Francesca Gino. ‘We're more motivated and we perform better afterward’.⁴

Focusing on the positives can be rewarding in multiple ways

There can be a tendency to focus on the negatives when seeking to make improvements. However, there is plenty to be gained from also spending time reflecting on success. In a 2017 article on effective reflective practice in healthcare, the authors highlight how ‘reflecting on things that went well can often be more rewarding and be just as useful’.⁵

Once you have committed yourself to a pause for thought, consider the following tips to help deepen your reflection and its results.

1. Be open to the possibilities

One common way to apply reflective practice is after-the-event with a view to learning from a ‘concrete experience’.⁶ Reflection in this case might focus on a task that is regularly performed in the workplace. Time spent reflecting can lead to learnings which, in turn, can be applied to the task and then tested for their effectiveness. This process can be repeated multiple times, creating a learning cycle that can result in desirable improvements.

However, when seeking to reap rewards from reflection, professionals need not restrict their focus to particular activities. A reflective session can address any situation, event or issue that an individual might be facing and that is having an impact on their working life. The process of reflection can help to heal rifts in professional relationships, boost motivation when morale is flagging, generate new ideas and spark creativity. Through reflection, challenges can be unpicked and insights can be drawn out. Solutions, or at the very least next steps, can be uncovered.

Reflection can also take place at any time. It can be a preparation activity as well as a way of capturing learnings after the fact. A reflective session can be useful when a milestone is approaching – such as a yearly review (whether you are the appraiser or appraisee), an important presentation or a big event. Reflection in advance can help to clarify thoughts, identify priorities, boost motivation, generate ideas and prepare for unexpected outcomes. Then there is, of course, the opportunity to reflect again after the event to gather learnings for next time and to celebrate successes.

2. Turn to the page

Many approaches and activities within the field of reflective practice include the act of writing embedded within them. Indeed, ‘reflective writing’ is a discipline in its own right. Whether it is performed on a regular basis (for example, within a journal) or as an ad hoc activity (for example, during a reflective practice workshop) getting words down on the page as part of the reflective process can be hugely beneficial.

In 2005, Mark Cole, a learning coordinator at National Health Service University, London published a research paper exploring the impact of keeping a ‘practice journal’. While Cole focused on healthcare professionals, the overall findings can be applied to a much wider pool of individuals. The benefits of journal-keeping and reflective practice according to Cole’s research were: engendering thought; facilitating problem solving; enhancing practice; coping with feelings and emotions; and celebrating what is done.⁷

Many of these benefits can be experienced even when writing is completed on an ad hoc basis. In addition, the process of writing itself ‘codifies’ knowledge so that learnings are reinforced. Then, a written record can be revisited any time, serving as a useful reminder for the future.

3. Incorporate creative techniques

A variety of models and approaches, underpinned by robust theory and research, make up the discipline of reflective practice. These range from Schön’s ‘reflection-in-action’ and ‘reflection-on-action’, to Brookfield’s critical lenses, to theories about reflective cycles by Kolb, Fry and Gibbs. There is another layer that can be added to these models, which is explored in detail by Gillie Bolton in the book Reflective Practice: Writing and Professional Development. Bolton takes traditional reflective practice models and adds a creative, expressive element, using writing prompts and activities at the core. Techniques and devices such as narrative, perspective and metaphor are all employed.

Why is it worth considering this approach? Taking the techniques listed above, each has its own unique qualities. As a starting point:

• ‘Humans store and share information as narrative’ explains Bolton – paraphrasing the French philosopher Jean-François Lyotard.
• Exploring different perspectives takes us ‘beyond our narrative point of view, to perceive fresh possibilities’.
• Meanwhile, metaphor is ‘a major way of making sense of the world (alongside narrative)’.⁸

With each of these points in mind, it is possible to see how the techniques can help to enrich the process of reflection. They can offer context and meaning, they can go beyond an individual’s own experience and awareness, and they can make ‘the abstract concrete’.⁹

In addition, the more playful, creative approach that Bolton advocates helps to add an element of freedom to the process of reflection. It can ‘bypass the everyday thinking mode’ and allow images and insights to surface in a more intuitive way; it can ‘bring things out into the open’.¹⁰

4. Reflect alongside others

Taking time to reflect alone can be highly effective. That said, when a trusted colleague or a supportive group is on hand there is the potential for additional learning and growth. As part of a pair or group, you can unlock new perspectives and ideas. You can celebrate successes and learn from the experiences of others.

Group work is popular in the reflective practice space due to ‘the value of reflecting in conversation with other people’. This value includes asking questions that others might not have considered, offering alternative perspectives and sharing knowledge.¹¹

When in pairs, the position of each individual within an organisation or profession will shape the discussion and is worth considering. A discussion between an employee and manager will produce different results to a conversation between two friends in the same peer-group. In a group, the competence and style of the facilitator plays a role. An experienced facilitator will be practised at creating a safe, supportive space and managing group dynamics.

In all of these situations, being aware of your own boundaries and only sharing what feels comfortable is important. Equally, keeping the confidences of others and responding with empathy will help to maintain the comfort and safety of all involved.

5. Top-up on a regular basis

It is generally agreed that reflection should be an ongoing process. This need not mean spending hours analysing every action. In the 2014 paper referenced above, participants in one study reflected for just three minutes after completing their task. Bolton, meanwhile, starts with six minutes of warm-up writing followed by a main activity that is generally presented without a defined time limit. 

Longer reflective sessions can be useful when significant events, changes or challenges arise. This might involve setting aside time to go through a series of reflective writing activities, to have a structured discussion with a colleague, or to attend a professional development workshop that includes an element of reflective practice.

Final thoughts

Reflection is far more powerful than many individuals and organisations realise. It is also not a passive process; it can be viewed as action in its own right. Through the act of reflection, you are proactively evolving your thinking. You are moving forward as you take steps to make your work more productive, more inspired, more fulfilling… Whatever your goals might be, there are many compelling reasons to add reflection to your action plan.

We hope this article was helpful. For more information from Writing For Life, please visit their CPD Member Directory page. Alternatively, you can go to the CPD Industry Hubs for more articles, courses and events relevant to your Continuing Professional Development requirements.

References

^1. Di Stefano, G., Gino, F., Pisano, G. & Staats, B. R. (2014). ‘Learning by Thinking: How Reflection Can Spur Progress Along the Learning Curve’. Harvard Business School NOM Unit Working Paper No. 14-093.

^{2, 3.} Di Stefano, G., Gino, F., Pisano, G. & Staats, B. R. (2014). ‘Learning by Thinking: How Reflection Aids Performance’. SSRN Electronic Journal 2015(1).

^4. Nobel, C. (2014). ‘One Way To Improve Job Performance: Reflect On Your Work’. Forbes.com.

^5. Koshy, K., Limb, C., Gundogan, B., Whitehurst, K. & Jafree, D. J. (2017). ‘Reflective practice in health care and how to reflect effectively’. Int J Surg Oncol (N Y). 2017 Jul; 2(6): e20.

^6. Kolb, D. A. (1984). ‘Experiential Learning: Experience as the source of learning and development’. Prentice-Hall, New Jersey.

^7. Cole, M. (2005). ‘Reflection in healthcare practice: Why is it useful and how might it be done?’ Work Based Learning in Primary Care. Radcliffe Publishing.

^{8, 9, 10.} Bolton, G. with Delderfield, R. (2010). Reflective Practice: Writing and Professional Development. Sage, London.

^11. The University of Edinburgh. (2018). ‘Reflection Toolkit: Reflecting with Others’. Ed.ac.uk.