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I’ve Read over 100 Productivity Books and Summarized the 15 Most Important Tips

I’ve Read over 100 Productivity Books and Summarized the 15 Most Important Tips

Ten years ago, nearly to the day, I was given a promotion from starting-level engineer to upper management. Honestly, as exciting as the promotion was, I was incredibly overwhelmed. I felt that I didn’t have enough time to do everything that I needed/wanted to do and I began to feel that I was in over my head. Something had to give.

I’d heard of productivity books being helpful, so I decided to give it a try. I was hoping that the books would teach me how to get more done in less time. Not only did they help me achieve that goal, but other aspects of my performance as well.

After reading 100 productivity books, I have found that there are 15 key elements to staying productive and being efficient. I have compiled a list of my findings to help you to be as productive as you can be.

1. Don’t wait for others to set your deadlines, set them for yourself

While growing up with our structured school system, students are used to being given deadlines and working to meet them. This causes a problem when we suddenly don’t have a deadline to work towards. We tend to get lazy because there is no sense of urgency. This is why overachievers in school tend to be average in the real world, as they don’t have deadlines to work towards once no one sets it for them.

Successful people don’t wait, they set deadlines for their personal goals. While meeting external deadlines (those that are given to you) helps you to survive and meet the bare minimum, internal deadlines (those that you give yourself) make you push through your boundaries. The key is to be proactive, not passive.

2. Keep track of your time like you do your bank account

We like to think that we know ourselves well. But when asked to recall, we can’t remember what we did at this time on this day last week. Time is the most valuable resource we have. We need to track it like we do our bank accounts, because as the old saying goes, time is money. You can always earn more money, but you can never get back wasted time.

Keep a time-sheet to record how much time you spend on tasks. Even everyday/personal tasks. You’ll be surprised to see how much time you waste on certain things.

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3. Don’t focus on your weaknesses, work on your strengths instead

It’s common practice to improve your weaknesses. But that shouldn’t be your primary focus.  The most important thing is to first improve your strengths.  Having a strength means that you already have a foundation for it (otherwise it wouldn’t be a strength) and acquired the basic skills.  You should already have a solid idea of what to improve.  The difference is that this growth will be exponential versus improving anything else.

Weaknesses cause limitations because you’re starting from the ground up. Everything is so new and it can be difficult to identify what works.  But once you find those weak points, you can utilize your strengths (which you’ve improved) to help turn these weaknesses into an asset.

4. Rank tasks by importance, not the order you received them

Every task does not hold the same weight of importance as others might. Always ask yourself: What needs to be done right away? Regularly rank your tasks, and get the vital ones out of the way.

Sometimes we make the mistake of thinking that because a task came earlier, it is more important than the following tasks. Some tasks have a leveraging effect, so even if they arise later than other tasks, it should be prioritized to be finished right away.

Example: You are planning to brush up on your presentation skills, so you read 20 self-improvement books to reach your goal. Then you decide to read books on speed reading. The best move would have been to read the speed reading books first, to make reading your self-improvement books quicker and more effective.

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    5. Don’t bite off more than you can chew

    “You can’t eat the whole pizza at once.” Now while this statement may come off as a challenge (I’m sure some of you could scarf down a whole pizza with no issue) the point is that we think we can handle enormous tasks on our own. Taking on too much at once can be discouraging, and will ultimately lessen your motivation.

    The solution: break down big tasks into smaller, digestible tasks to create order and relieve some of the stress.

    6. Smart people know when to delegate

    Don’t feel obligated to do every little thing yourself. Doing more doesn’t mean doing better. In fact, if you have too much on your plate you are very likely to make careless mistakes because you’re trying to do too much at once. Recognize which tasks can be passed on to others so that you can focus on more challenging and important tasks.

    7. Use your brain for thinking, not remembering

    Information is unlimited, it’s impossible to remember everything. There’s a popular saying, “You have already forgotten more than you already know.” Meaning, there is just too much information to retain it all through memory alone. There’s a variety of tools that we can use to organize our thoughts and ideas for us, such as: computers, notebooks, our phones, etc.

    8. Review your productivity at the end of the day

    At the end of your day, take the time to reflect what you have accomplished, and what could be improved.

    Ask yourself these questions:

    • What have I done well?
    • What have I done poorly?
    • Why did some things not work out as planned?
    • How can I do better tomorrow?

    When we don’t reflect, we rely only on natural growth. Successful people concentrate on deliberate practice, where they actively identify and focus on things to improve. Even if you feel that you’ve done a job well done, still consider what could be done in terms of improvement. There is always something!

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    9. Sometimes cutting tasks is better than adding them

    Make it a practice to regularly clear out what isn’t useful to you. This can be manual tasks, physical items, or even relationships. Think about it, physical clutter doesn’t only take up space, but it inhibits our performance as well because we have the physical impression of overload. I know that I personally need to have an organized work space, or I just can’t concentrate.

    Just like we need to de-clutter our surroundings, we need to do the same with our digital space, only making room for what it important and deleting the rest. Your device will work more efficiently, and you don’t have to sift through endless folders and files to find whatever you’re trying to access. Less is more.

    10. Estimate time for your task

    Sometimes this is something that we slack off on, going into a project without considering how much time it is going to take us. To help with this, follow the 2 minute rule. If it can be completed within two minutes, get it out of the way first.

    Neglecting to estimate your time can cause you to waste time; because you do not have a real goal in mind or deadline you are trying to meet. If you don’t set a standard, then you won’t know which aspects need to be improved upon and tweaked for efficiency when the task is repeated.

    Example: You are making an avocado salad. Before beginning, how long do you think it is going to take? 30 minutes? 15? 3? When we consider the task at hand and the time needed to complete it, we start planning on how to do it more efficiently.

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      11. Stretch your creativity no matter what your job is

      We need a bit of creativity for every task that we complete, no matter how mundane it may seem. Creativity is not always a naturally given talent, but a muscle that can be trained. Perhaps you’re not the Renaissance man (or woman) of the century, but you can drum up some out-of-the-box ideas along with the best of them. We need a bit of creativity in order to step up our efficiency.

      This could relate to tasks such as time management or production procedures. You need to exercise your creativity to make an already existing practice even better.

      12. Know when to stop as tasks tend to devalue overtime

      When the productivity of a project beings to diminish, you need to know when it’s time to call it quits. Tasks tend to devalue overtime. The longer a task is taking, the less likely it is to be successful. When it starts to seem that progress is declining, it’s time to cut your losses and reevaluate your game plan.

      Example: When a business realizes that they are losing more and more money each month, they need to change their strategy.

      13. Always assume that you don’t know as much as you may think you know

      Because the truth is, most people don’t know much. There’s an endless supply of information relating to just about anything. Never be overly satisfied, always know that there is room for improvement. Just because you have a good thing, it doesn’t mean that it couldn’t be better. Always continue to strive for more and look for new insights. You’re really only the best if you look for new ways to grow. And most importantly, don’t allow yourself to be secretly arrogant. Or outwardly arrogant. Stay humble. You will gain much more respect from your peers and your followers this way.

      14. Identify your instant gratification and ditch it

      You might think that you don’t have an instant gratification trigger, but everyone has one. This is something that you don’t really need to work for, but fills you with enough confidence and feeling of productivity that you don’t feel you need to do anymore. What is yours? Identify yours, and overcome it.

      Example: Your boss is always very complimentary, nearly to the point of being coddled. Since you’re always hearing that you’re doing a good job, you feel like you don’t need to do more. But in order to improve, you should strive to do more to get to the next level of excellence.

      15. Start with the big picture, work down to the details

      Identify the ultimate goal at hand, and start from the beginning. Then, break down every task in sequential order that needs to be achieved in order to reach this ultimate goal. Double check your tasks at hand, ask yourself how it fits into the big picture and if it is really necessary. Could you time be better spent on a different task? Don’t just work mindlessly. Always consider the big picture and the moves you are making towards it.

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      Leon Ho

      Founder & CEO of Lifehack

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      Last Updated on October 22, 2020

      2 Transformational Ways to Spark Your Creative Energy

      2 Transformational Ways to Spark Your Creative Energy

      Good things come in twos: Peanut butter and jelly, Day and night, Fred Astaire and Ginger Rogers. The same is true for what sparks our creative energy: our thoughts and actions.

      Creativity is an inside job as much as it is about a conducive schedule, physical environment, and supportive behaviors. By establishing the right internal and external landscape, creativity can blossom from the abstract to the concrete and we can have fun along the way.

      Sparking creativity is all about setting up the right conditions so a spark is ignited and sustained. The sparks don’t fizzle out. They are allowed to grow and ripen.

      Think of a garden. Intention alone will not produce the delicious red tomato nor will the readiest seed. That seed needs attention at its nascent stage and as it grows a stalk and produces fruit. If we want to enjoy more than one fruit, we keep at it, cultivating the plant and reaping multiple harvests.

      Creativity lives in each of us like seeds in the earth or encapsulated in a nut. Seeds of ideas, concepts, designs, stories, images, and even ways of communicating that surprise and delight await activation.

      By sparking our creative energy, we activate these unique seeds. Like snowflakes, they are of a moment and always without a match. The smallest sparks encourage even the smallest, most dormant seeds to sprout.

      The good news is that our creative energy wishes to be sparked—to be invited to play. It wants to be our regular playmate.

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      1. Be Childlike in Your Thoughts, Attitudes, and Approach

      Being childlike in our thoughts, attitudes, and approach is an easy way to internally have our thoughts be gracious prolific gardeners to our creative energy. If we want it to come out and play and hang around as our regular companion, then let’s return to our 5-year-old selves.

      Our childhood selves are naturally curious. We still have that curiosity! All we have to do is remind ourselves to get curious. We can do that by simply observing and being with what is in front of us instead of making up a story about what won’t work or why something can’t be done. So, it’s about cultivating curiosity instead of jumping into judgment.

      Move Your Inner Judge to the Sidelines

      When we get curious, creativity percolates and, ultimately, takes its place in the world. To give a hand in choosing curiosity over judgment, we can move the judge that also lives inside us to the sidelines. The judge squashes our creative urges, even when they are as small as sharing a point of view. It’s that pesky voice that causes us to doubt ourselves or worry about what others will think.

      The judge is also risk-averse. The judge likes things to stay the same. Change makes the judge nervous.

      Creativity is all about risk and changing things up. It needs risk, even failure, to be its naturally innovative, dynamic, impactful self. The judge likes to convince us failure is something to be avoided at all costs.

      To move the judge to the sidelines and let curiosity reign, we can pay attention to who we are in conversation with and who is calling the shots.

      Is it the voice of fear, doubt, or anxiety (the inner-critic—the judge’s boss)? Or is it the voice of wisdom, courage, strength, and non-attachment, and of course curiosity (the inner-leader)?

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      We can easily tell the difference by how each makes us feel. The inner-critic depletes and slows us down, putting roadblocks in the way. The inner-leader energizes and a natural rhythm develops.

      It’s all about who we spend time with. If we wish to exercise, we will seek out our friends who go to the gym or hike. If we want to lose some weight, we will opt to eat dinner with someone who prefers a healthy spot over fast food.

      After getting curious, we can honor what our curiosity prompts us to do. The spark can do its job and a fire starts to glow when commitment enters. Our childhood selves were fully committed to being creative. That level of commitment is still something we are very capable of exercising!!

      Again, we need to let go of the judge. We can ask ourselves, what do we want to commit to—negativity that depletes our creative energy, depth, and output, or the understanding that our thoughts and attitudes matter and that right thoughts and attitudes are the sparks that really let our creativity come alive?

      Learn to Recall Your Childhood Self

      To get in touch with that unabashedly committed childhood self, recall your childhood self. If you have a picture, pull one out. Keep it around so you can remember to activate that innate creative nature that was prominent then and wants to be prominent now and always.

      Soak in the essence of that being. Commit to their commitment to brave and dogged trial and error because it is yours as well. You are that person.

      Remember how tenacious you were when you wanted to build that sandcastle. You kept at it as the waves came in. You built with fury or reconfigured the walls. Also, remember that there was a willingness to fail since you were as invested in the process as well as the outcome—but less with the outcome. You were willing to experiment and start again. There was vitality—the main lifeline of your creative energy—instead of a rigid attachment.

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      When you notice you are in conversation with your inner-critic or being held back by it, simply acknowledge, name it, and then switch to your inner-leader by taking a few good deep belly breaths, rubbing two fingertips together, or listening to ambient sounds in the background.

      Physical movements shift our negative thoughts over to the positive domain of the inner-leader. As our judge continues to sit on the sidelines, our ability to quiet the inner-critic becomes stronger. We taste freedom. A simple taste emboldens us to say no again to the judge and yes to what makes our hearts and spirits sing—our creativity.

      We begin to spark creativity to the point it no longer needs to be invited to play. It becomes our regular playmate—the younger sibling or the kid next door ready to have some fun, maybe even make some mischief by shaking things up.

      When we align with our inner-leader and think and act from its promptings, creativity flows up and out with ease, as it needs to!

      Letting those initial sparks generate a creativity fire that keeps burning is something we can all do! That’s the inside job.

      2. Listen to Your Inner Leaders of Creative Energy

      If we listen, our inner-leaders will let us know just what we need to set-up and do in our physical world to maximize that gorgeous, hungry creativity we now have flowing freely in us.

      The seed has been unlocked! So, now what?

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      To enable our creative energy to take its form and place outside of us, there needs to be spaciousness! Spaciousness in our physical worlds impacts our internal one. It lets the voice of the inner-leader be heard. It lets creativity have room to be sparked and acted upon.

      With a little discipline, we can easily create spaciousness in our daily lives—spaciousness that will spark our creativity and let it take shape.

      So, no matter who you are and what conditions help your creativity thrive, check-out these easy-to-implement basic suggestions:

      • Reduce or eliminate multi-tasking.
      • Say yes to what matters and what aligns with your big values and goals.
      • Say no to all else.
      • Say no again.
      • Schedule time in your calendar as you do with other things in your life to just be, to ponder, to let ideas percolate, and to create.
      • Spend time doing the things that bring out your creative energy. It could be walking, singing, or simply looking out the window.
      • Meditate.
      • Breathe—long breaths in and long breaths out through the nose.
      • Invite your body and heart into your experiences so your mind is a part of you and not all of you.
      • Try a new thing to spark your creativity. If you spend time running, try a different route. If running feels stale, cruise around a museum, or go for a bike ride.
      • Play a game. Indoors out or outside. Think of what makes you happy that you haven’t done in a while. Is it a physical game like badminton or cards? Maybe it’s storytelling? Play is creative, and it sparks the creative energy, too.
      • Spend time in the places that bring out your creativity. What spot in your home could be your spot for entering into that mode? Do you need to get out? Maybe a park bench is the right spot, with a book of poetry, or even nothing at all.
      • Spend time in nature. Nature brings us to a place of calm and awe and through that our creativity is easily sparked.

      Final Thoughts

      These are all habits—habits of mind and habits of doing. Experiment with what works for you. Have fun. If you give even 50% to altering your thoughts and actions, then you will begin to spark your creativity. It takes a lot of curiosity and commitment, but it can definitely be done.

      Our innate creative energy is a deep source of all that we seek—joy, connection, renewal. It deserves and looks forward to the changes you will make that will let sparks fly and ignite!

      More Tips to Spark Your Creative Energy

      Featured photo credit: Kelly Sikkema via unsplash.com

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