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Productivity Lessons from the Giants: Zuckerberg, Gates, Nadella, and Buffett

Productivity Lessons from the Giants: Zuckerberg, Gates, Nadella, and Buffett

Being productive is more than just sitting at a desk and working. We’re at an age where everyone is more reachable than ever, but this comes with a risk of losing focus and concentrating on the wrong things at the wrong time.

There is a difference between effectiveness, efficiency and productivity, with the focus for most working individuals and companies, on the latter.[1]

This is no coincidence, some of the world’s most influential people got to where they are by developing, maintaining, and improving productivity. High achievers like Mark Zuckerberg, Bill Gates, Satya Nadella and Warren Buffett master the following skills to always stay productive to get what they want.

1. Make Every Communication Count

Communication can be a block to productivity. Devoting energy in the wrong place leads to time being wasted.

Co-founder of Microsoft, Bill Gates for example, is an advocate of communicating by email. And being a self-proclaimed master of emails is also one way business magnate Elon Musk stays productive; in his own words claiming the reason for this is, I’m very good at email.[2]

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Minimizing communication by phone or through meetings frees up time to concentrate on more imperative issues. So until email is eliminated altogether, messages can be deferred and thus allow you take control of your own schedule.[3]

2. Optimize at Every Opportunity

Musk also advocates constantly questioning your productivity.[4] Ask yourself how you could do something more efficiently or better use your time daily for as many scheduled events, meetings, and projects as possible.

This idea of optimizing your time and work also runs true for Mark Zuckerberg, CEO of Facebook, who likes to keep things simple. He eliminates the mundane, or in his own words, “silly or frivolous” decisions in life, which allows him to concentrate on his work and to be as productive as possible. One apparent example of this simplicity is his go-to grey t-shirt and jeans work outfit which he wears every day. Find out more about how keeping things simple leads to better decisions: Make Better Decisions by Knowing How Decision Fatigue Works

And he’s not the only one – the late Steve Jobs famously wore almost solely black turtlenecks, Albert Einstein was known for wearing the same grey suit and having unkempt hair, and you’ll only see Obama in either grey or black suits. Check out Why Highly Successful People Wear The Same Thing Every Day

Finding the most simple and optimized way of completing tasks and projects means energy spent on something trivial, can be retargeted towards more important decision for your business.

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This is also applicable to getting the simple things done first. This way, smaller tasks and decisions aren’t a distraction from tackling the bigger ones. Here’s how to master your tasks in a productive way: How to Adjust the Task, Change Your Mood, and Boost Productivity

3. Bust Multi-tasking

Studies have shown that the brain doesn’t do things simultaneously, but rather switches between tasks. The implications for productivity means that rather than focusing on many things at a time, we are spending energy and brain-power on the action of switching from one task to another. If you still think that you can multi-task, read this: Why the Brain Can’t Do Two Things at the Same Time

Eliminating multi-tasking can therefore increase productivity. Being in the moment and concentrating on one specific task will allow you to complete it without agonizing about what’s going to happen later in the day, or in the next meeting.

One way of doing this is by delegating and collaborating with others. Microsoft’s Satya Nadella announced in 2014,[5] that the company will

“reinvent productivity to empower every person and every organization on the planet to do more and achieve more.”

With such a vast number of apps and services allowing for collaboration through video conferences, remote meetings, and even augmented and virtual reality, making use of these technologies (albeit almost exclusively those by Microsoft), helps the likes of Nadella stay productive.[6]

4. Stick to One Thing and Master It

Writing about Bill Gates, author Cal Newport recently argued that distractions minimize the impact of our work as well as our overall potential.[7] In a process, he refers to as deep working, the idea is that we can successfully maximize impact by spending a dedicated amount of time (even just an hour or two) working with urgency and eliminating all distractions.[8]

In fact, it is this ability to meticulously dedicate focus to one task at a time, that allowed Bill Gates to found a billion-dollar business in just a couple of months.

Another way of perfecting the art of focus comes from American business magnate Warren Buffett, who uses a 3-step productivity strategy (also known as the ‘two list’ strategy) to help his employees.

  • Step 1 – Make a list of twenty-five goals (these could be career goals, goals for a particular project, or even general goals for a specific week or month).
  • Step 2 – Review the list, highlighting the five most important goals, and then separating these on to a new, separate list. These are your ‘Top 5’.
  • Step 3 – Focus on achieving items from the ‘Top 5’ list first, disregarding the rest of the written goals until they are completed.

In this strategy, Buffett argues the focus should be on the ‘top 5’ list, treating the remaining twenty goals as a distraction.

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Focusing on a smaller number of important goals first allows for a more manageable and thereby achievable way of working. As a result, you can set your own schedule and take control of your time.

Learn how Buffett prioritizes his life goals here: Most People End up Being Average Because They Don’t Keep This List

It’s Easier Than Ever to Get Things Done Fast

We live in an age where we no longer need to initiate an action or conversation to get the information we need. AI is moving into our workplace, and various Apps and services are now integrating features that predict our next step and optimize, prioritize, and multitask for us, which ultimately leaves us more time and brain-space to be as productive as possible.

It’s essential for everyone of us to identify our own priority, stick to it and minimize all distractions to achieve what we want most.

Reference

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Eran Abramson

Marketing at Knowmail

Productivity Lessons from the Giants: Zuckerberg, Gates, Nadella, and Buffett The Power of Mind Map: Get More Things Done & Make Creativity Easy

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Last Updated on July 21, 2021

The Importance of Reminders (And How to Make a Reminder Work)

The Importance of Reminders (And How to Make a Reminder Work)

No matter how well you set up your todo list and calendar, you aren’t going to get things done unless you have a reliable way of reminding yourself to actually do them.

Anyone who’s spent an hour writing up the perfect grocery list only to realize at the store that they forgot to bring the list understands the importance of reminders.

Reminders of some sort or another are what turn a collection of paper goods or web services into what David Allen calls a “trusted system.”[1]

A lot of people resist getting better organized. No matter what kind of chaotic mess, their lives are on a day-to-day basis because they know themselves well enough to know that there’s after all that work they’ll probably forget to take their lists with them when it matters most.

Fortunately, there are ways to make sure we remember to check our lists — and to remember to do the things we need to do, whether they’re on a list or not.

In most cases, we need a lot of pushing at first, for example by making a reminder, but eventually we build up enough momentum that doing what needs doing becomes a habit — not an exception.

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From Creating Reminders to Building Habits

A habit is any act we engage in automatically without thinking about it.

For example, when you brush your teeth, you don’t have to think about every single step from start to finish; once you stagger up to the sink, habit takes over (and, really, habit got you to the sink in the first place) and you find yourself putting toothpaste on your toothbrush, putting the toothbrush in your mouth (and never your ear!), spitting, rinsing, and so on without any conscious effort at all.

This is a good thing because if you’re anything like me, you’re not even capable of conscious thought when you’re brushing your teeth.

The good news is you already have a whole set of productivity habits you’ve built up over the course of your life. The bad news is, a lot of them aren’t very good habits.

That quick game Frogger to “loosen you up” before you get working, that always ends up being 6 hours of Frogger –– that’s a habit. And as you know, habits like that can be hard to break — which is one of the reasons why habits are so important in the first place.

Once you’ve replaced an unproductive habit with a more productive one, the new habit will be just as hard to break as the old one was. Getting there, though, can be a chore!

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The old saw about anything you do for 21 days becoming a habit has been pretty much discredited, but there is a kernel of truth there — anything you do long enough becomes an ingrained behavior, a habit. Some people pick up habits quickly, others over a longer time span, but eventually, the behaviors become automatic.

Building productive habits, then, is a matter of repeating a desired behavior over a long enough period of time that you start doing it without thinking.

But how do you remember to do that? And what about the things that don’t need to be habits — the one-off events, like taking your paycheck stubs to your mortgage banker or making a particular phone call?

The trick to reminding yourself often enough for something to become a habit, or just that one time that you need to do something, is to interrupt yourself in some way in a way that triggers the desired behavior.

The Wonderful Thing About Triggers — Reminders

A trigger is anything that you put “in your way” to remind you to do something. The best triggers are related in some way to the behavior you want to produce.

For instance, if you want to remember to take something to work that you wouldn’t normally take, you might place it in front of the door so you have to pick it up to get out of your house.

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But anything that catches your attention and reminds you to do something can be a trigger. An alarm clock or kitchen timer is a perfect example — when the bell rings, you know to wake up or take the quiche out of the oven. (Hopefully you remember which trigger goes with which behavior!)

If you want to instill a habit, the thing to do is to place a trigger in your path to remind you to do whatever it is you’re trying to make into a habit — and keep it there until you realize that you’ve already done the thing it’s supposed to remind you of.

For instance, a post-it saying “count your calories” placed on the refrigerator door (or maybe on your favorite sugary snack itself)  can help you remember that you’re supposed to be cutting back — until one day you realize that you don’t need to be reminded anymore.

These triggers all require a lot of forethought, though — you have to remember that you need to remember something in the first place.

For a lot of tasks, the best reminder is one that’s completely automated — you set it up and then forget about it, trusting the trigger to pop up when you need it.

How to Make a Reminder Works for You

Computers and ubiquity of mobile Internet-connected devices make it possible to set up automatic triggers for just about anything.

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Desktop software like Outlook will pop up reminders on your desktop screen, and most online services go an extra step and send reminders via email or SMS text message — just the thing to keep you on track. Sandy, for example, just does automatic reminders.

Automated reminders can help you build habits — but it can also help you remember things that are too important to be trusted even to habit. Diabetics who need to take their insulin, HIV patients whose medication must be taken at an exact time in a precise order, phone calls that have to be made exactly on time, and other crucial events require triggers even when the habit is already in place.

My advice is to set reminders for just about everything — have them sent to your mobile phone in some way (either through a built-in calendar or an online service that sends updates) so you never have to think about it — and never have to worry about forgetting.

Your weekly review is a good time to enter new reminders for the coming weeks or months. I simply don’t want to think about what I’m supposed to be doing; I want to be reminded so I can think just about actually doing it.

I tend to use my calendar for reminders, mostly, though I do like Sandy quite a bit.

More on Building Habits

Featured photo credit: Unsplash via unsplash.com

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Reference

[1] Getting Things Done: Trusted System

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