Busy is one of the most overused words. We hear all the time, “I’m too busy,” or “I don’t have time.”
How often do you actually achieve results while you are busy? Not too often, I bet. Switch your focus from being busy to being productive, so that you can accomplish more, see tangible results, and have time for fun.
Here are three things you can start with:
Have a to-do list for things that MUST get done today.
MUST is the key word. This is where a lot of people go wrong. They sit down to make a list, and they keep adding and adding, all the things they should’ve done, all the things they want to do, and all the things they wish they could do. They end up with a mile long list, and find it so daunting that any motivation for tackling it disappears.
“MUST get done today” list should have no more than 3-8 items, depending on how big they are, and depending on your lifestyle. They should not be the things that everyone has to do. For example, grocery shopping, picking up kids etc. – they don’t belong on this list, because you have to do them, and you are going to do them. This list is for things that are taking you towards your goal. If you want to write a book, have a goal that says, “Write 500 words.” If you want to have your own business, have a goal that says, “Read couple of articles on setting up a new business”
These goals are about what you want to ACHIEVE.
Learn Single Tasking
We live in a society that views multi-tasking as a skill. People say with pride that they can multi-task. I used to be one of those people too. But when you really think about it, and analyse your results, multi-tasking does not achieve the same amount and same quality of result that you can get by focusing on a single task.
It doesn’t mean that you just work on one thing for weeks or months until you finish it. You can still have variety. It only means that while you are working on a particular task, for that duration of time, you work on that task and that task alone. If it’s important to you, if it adds value to your long-term goals, takes you closer to fulfilling that dream, then give it the attention it deserves.
Keep A Productivity Journal
A productivity journal might sound like a lot of hard work, and it will certainly feel like it until you get into the habit, but it could also become a valuable tool.
So what do you write in your productivity journal?
List your main goals. If you have life goals, list them, otherwise list your annual goals. Then, each day, write down you “MUST get done today” list. Journal about how it went. Did you finish everything? How did you feel while you were working on these tasks? Did you feel charged and enthusiastic or did it feel like a chore?
Look for the patterns. Are there particular times in the day when you feel more productive? Do some people’s company spur you towards your goals but others have a negative impact?
A productivity journal serves two purposes. At the time of writing, it gives you immediate awareness of what you should be focusing on, and what you achieved. It’s there in black and white, and you are writing it down, so there is no room for excuses and no avoiding it.
The second purpose it serves is an analysis tool. The data you gather today, facts and figures and your emotional state, is what you can use tomorrow to be aware of how productivity works for you.
(Photo credit: Metal roadsign spelling Productivity via Shutterstock)
I like the idea of a productivity journal. Too often I focus on what I didn’t get done, not what I actually accomplished. It’s especially helpful to look at patterns that work and don’t work.
Loran,
I think it’s a common problem. Most of us dwell on what we didn’t get done, instead of what we did get done, so productivity journal could be really invaluable.
Single-tasking is an important skill! Nothing gets done if we’re torn in too many directions. Focus, focus, focus! Thanks for the helpful suggestions.
Linda,
Absolutely. Focus is the ultimate key. Lots of people have ability to do things, but focus is where things go wrong.
Great ideas, Dolly! And I’m so glad you talked about single-tasking versus multi-tasking. Seems like when we try to do a bunch of stuff at once, we have a bunch of stuff that ends up only half-way done.
Bobbi,
I think multi-tasking as a skill is so deeply ingrained our brains based on just how society works, and especially based on how college and corporate world works that it’s difficult to break away, and then train yourself to single tasking. But it is an essential skill for accomplishing things, and especially accomplishing big projects.
I’m a big proponent of 3 things. So you first suggestion I find to be wonderful. I’ve been practicing 3 things for quite some time now, so it does sometimes stretch out to 3-8 things. The important point I find you suggest is to not include things you have to do anyway, like take the dog out or pick up kids.
The productivity journal is a fantastic idea. Mahalo Dolly.
Jt,
You are right. 3 things is usually enough, but depending on what it is, you might have sub tasks that need to be done.
Productivity journal could be really useful. I strongly recommend trialling it.
Single tasking is awesome. Well, I can only do it for 30-60 minutes before needing to take a long break, but I am much much more productive when I can manage it.
Amit,
I’m right there with you. I stopped trying to multi-task years ago once I learned that single tasking is so much more efficient and productive. There are people who swear by multi-tasking and, hey, if they can do it well, more power to them. I can’t so I stick to one thing at a time.
Love the idea of single tasking. In a world where we celebrate “multi-tasking” I like the idea of single tasking. Plus this really makes us present in our lives. Great tips. At work I try the “touch it once rule”. Touch it and take care of it – return the call, respond, pitch, etc. It really helps we keep my mind clearer…and my desk.
Excellent ideas here. I’m definitely one of those people guilty of the way-too-long To-Do list. How frustrating to have to rewrite the same things day after day. It’s time to pare down to those 3 things essential to moving me forward toward my important goals. Love this idea of a productivity journal as well. Seems like it could go far in helping to figure out exactly why certain things don’t get done. Perhaps it’s time to re-evaluate the purpose or goal there.
Yup….totally frustrating. That’s why I have switched methods…tried paper lists, post-it lists, spreadsheet lists. But inevitably there are repeat tasks that go on day after day. That’s why I’m trying to spend less time making lists and more time doing things.
Single tasking… this is an area that I find myself working on all the time. I am easily distracted for sure, but I keep trying.
We try and try…and hopefully get there :-)
My todo list is long I admit. But it needs to be that way for me otherwise I either forget something or it just goes undone. What I’ve found to be incredibly useful in managing thi is to spend a hour once a week where I review every one of my todos and think about what I can achieve in the next 7 days. I’m loving this process and it’s working well for me.
I like the idea of a journal, but yes, it’s time consuming. It would be hard to analyse too. What about trying a spreadsheet? Same thing, better data.
Jeremy,
Whatever works for you. As much as I like spreadsheet, it does not serve the same purpose as productivity journal because productive journal captures not just the tasks you are performing but your emotions as well. Of course it’s time consuming, most useful things are. But even as you start doing it, the habit has other benefits like focusing on what you are doing.
I have been through that stage of having very long todo lists for the fear of forgetting. But what I have realised that if it’s important enough or if it needs to be done, I usually think of it. Still, I often do end up doing long lists overall, but it’s the daily lists that really do need to be short and specific for me.
Dolly, thanks for this great article. I am very guilty of the too long to do list. I love the idea of a productivity journal and single tasking.
Claire,
I think most of us are guilty of longer lists, but hopefully, we learn from that and work on in. Productivity journal is definitely incredibly useful.
Single tasking is the key for me to get things done. It’s definitely a struggle, but when I do it, I’m waaaay more productive, focused, and get this: happier! It puts me in creative flow. Love it. :) Great suggestions, Dolly! We often think we “have to” do more than we do – pare it down to what’s really important, and you’ll spend your time focused on what you love.
Kaylee,
I’m guilty of thinking about all the stuff I have to do, but when I do manage to narrow my focus, productivity soars and day doesn’t feel as “busy”