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Last Updated on July 21, 2020

How to Work Efficiently: 2 Powerful Techniques for Productive Work

How to Work Efficiently: 2 Powerful Techniques for Productive Work

There’s a lot of research on the subject of productivity, but in my experience, most of it is bogus. 

So how to work efficiently?

Being productive really boils down to two key things:

  1. Prioritization
  2. Finding your flow

Each of these are distinct skills, yet they inevitably impact each other since honing your ability to prioritize improves your capacity for finding and staying in flow. So to maximize your efficiency, you have to work consciously to develop both.

Here’s what you need to do that.

1. Use the Eisenhower Matrix to Prioritize Better

The Eisenhower Matrix is a tool to help you prioritize tasks in terms of urgency and importance. As co-founder of Dairy Free Games, I found it immensely valuable; there always seemed to be a thousand fires burning, but using this tool helped me decide which ones to put out myself, and when.

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    Here’s how the matrix breaks down:

    • Urgent and Important: Tasks that you yourself have to do right now, or conversations and decisions that you must quarterback quickly.
    • Not Urgent and Important: Projects requiring of planning and strategy, but that can be delayed for a bit. You’ll still need to set a deadline for these and carve out time on your calendar to work specifically on them, but you might not need to tackle them today.
    • Urgent and Not Important: Tasks which must be completed, but which you should delegate to someone else. Think: files, documents, or processes that need updating—jobs that need to get done fast, but that don’t require you or your best engineer.
    • Not Important and Not Urgent: Ideas which are best eliminated from your to-do list altogether. Or, at the least, tasks that should be postponed until all other important items have been checked off. These might be “nice-to-haves”––they’re not urgent or mission critical.

    The most crucial piece here is deciding which action items must be completed by you, and which could be delegated. For many, you have the sense that everything that’s urgent is also important, and everything that’s important MUST be completed by you. But over time––through utilizing this matrix––you come to realize that urgent and important are in fact different qualifiers.

    The most effective leaders are those who can differentiate between the two and plan their days around the tasks which they really must complete themselves.

    2. Get into a State of Flow

    Flow, meanwhile is something you have to consciously, personally optimize for.

    Flow is a concept first defined by the Hungarian-American psychologist Mihály Csíkszentmihályi in 1975. It is characterized, among other things, by complete psychological immersion in the activity or project at hand. It’s what most creatives––whether they be artists, engineers, writers, or designers––strive for when they sit down to get to work. Or, at least, it’s what they emerge out of after they’ve made something great.

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    If you’re a creator of some kind, you’ve likely experienced it, whether you were conscious of it or not. It feels, in a way, like a hyper-effective autopilot where words or algorithms seem to leap directly from your brain through your fingers and onto a page, and you’re only barely in control of the process.

    But here’s the thing:

    Forcing yourself into a mental state where it’s possible to get into flow is challenging––in fact, it’s something you need to actively and consciously optimize for.

    Luckily, there are steps you can take to increase the likelihood of getting into a state of flow.

      Here are some ways to do that:

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      Set aside time to “go deep.”

      Flow requires intense, uninterrupted focus. That itself requires an investment on your part to minimize distractions––especially from tasks that are not important but potentially urgent (category 3 of that Eisenhower Matrix).

      Set a clear objective.

      It’s impossible to get into flow without having one specific goal to focus intently on––otherwise, you’ll find yourself inherently distracted. You can’t get into flow by trying to work on three things at once.

      At best, your focus will remain at a kind of surface level for all three.

      Autonomy in how to handle the task.

      Integral to flow is freedom of choice. This is important when delegating important tasks to teammates, as well.

      If the project is something that the person will need to enter into flow to complete, you’ll need to make sure they themselves are invested in it and actively choosing how to complete it.

      The task should not be over-challenging or over-simplistic.

      As I mentioned, it’s difficult to get into flow when the project at hand bores you or, on the other hand, confuses you. It needs to be challenging enough to be interesting––there’s a sweet spot. This is particularly important to remember, again, when delegating.  

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      Access to feedback.

      The faster you can get feedback, whether that’s from your management, co-workers, or customers, the better. In fact, immediate feedback is the reasons that video games are so immersive and flow-inducing.

      In a game, almost every action you take has clear positive or negative feedback.

      The Bottom Line

      Prioritization and flow are inextricably intertwined.

      The easiest way to be pulled out of flow, after all, is being bombarded by tasks that aren’t important. That includes emails that seem to demand quick responses, Slack messages from teammates, creeping pressure from action items you didn’t correctly define as “Urgent,” “Not Urgent,” and so on.

      You must, in optimizing for flow, protect yourself from these kinds of risks.

      But, again, that skill comes from practice and from prioritizing effectively––setting aside time for focused, deep work, for example, or delegating potentially distracting yet important items to other team members.

      That’s why, ultimately, you need to develop and nurture both of these skills in tandem—both for the benefit of your team and for yourself.

      More Tips for Productivity at Work

      Featured photo credit: Alvaro Reyes via unsplash.com

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      Dennis Zdonov

      Entrepreneur, opportunist, applying game design to all walks of life

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      Last Updated on March 23, 2021

      Manage Your Energy so You Can Manage Your Time

      Manage Your Energy so You Can Manage Your Time

      One of the greatest ironies of this age is that while various gadgets like smartphones and netbooks allow you to multitask, it seems that you never manage to get things done. You are caught in the busyness trap. There’s just too much work to do in one day that sometimes you end up exhausted with half-finished tasks.

      The problem lies in how to keep our energy level high to ensure that you finish at least one of your most important tasks for the day. There’s just not enough hours in a day and it’s not possible to be productive the whole time.

      You need more than time management. You need energy management

      1. Dispel the idea that you need to be a “morning person” to be productive

      How many times have you heard (or read) this advice – wake up early so that you can do all the tasks at hand. There’s nothing wrong with that advice. It’s actually reeks of good common sense – start early, finish early. The thing is that technique alone won’t work with everyone. Especially not with people who are not morning larks.

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      I should know because I was once deluded with the idea that I will be more productive if I get out of bed by 6 a.m. Like most of you Lifehackers, I’m always on the lookout for productivity hacks because I have a lot of things in my plate. I’m working full time as an editor for a news agency, while at the same time tending to my side business as a content marketing strategist. I’m also a travel blogger and oh yeah, I forgot, I also have a life.

      I read a lot of productivity books and blogs looking for ways to make the most of my 24 hours. Most stories on productivity stress waking up early. So I did – and I was a major failure in that department – both in waking up early and finishing early.

      2. Determine your “peak hours”

      Energy management begins with looking for your most productive hours in a day. Getting attuned to your body clock won’t happen instantly but there’s a way around it.

      Monitor your working habits for one week and list down the time when you managed to do the most work. Take note also of what you feel during those hours – do you feel energized or lethargic? Monitor this and you will find a pattern later on.

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      My experiment with being a morning lark proved that ignoring my body clock and just doing it by disciplining myself to wake up before 8 a.m. will push me to be more productive. I thought that by writing blog posts and other reports in the morning that I would be finished by noon and use my lunch break for a quick gym session. That never happened. I was sleepy, distracted and couldn’t write jack before 10 a.m.

      In fact that was one experiment that I shouldn’t have tried because I should know better. After all, I’ve been writing for a living for the last 15 years, and I have observed time and again that I write more –and better – in the afternoon and in evenings after supper. I’m a night owl. I might as well, accept it and work around it.

      Just recently, I was so fired up by a certain idea that – even if I’m back home tired from work – I took out my netbook, wrote and published a 600-word blog post by 11 p.m. This is a bit extreme and one of my rare outbursts of energy, but it works for me.

      3. Block those high-energy hours

      Once you have a sense of that high-energy time, you can then mold your schedule so that your other less important tasks will be scheduled either before or after this designated productive time.

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      Block them out in your calendar and use the high-energy hours for your high priority tasks – especially those that require more of your mental energy and focus. You also need to use these hours to any task that will bring you closer to you life’s goal.

      If you are a morning person, you might want to schedule most business meetings before lunch time as it’s important to keep your mind sharp and focused. But nothing is set in stone. Sometimes you have to sacrifice those productive hours to attend to other personal stuff – like if you or your family members are sick or if you have to attend your son’s graduation.

      That said, just remember to keep those productive times on your calendar. You may allow for some exemptions but stick to that schedule as much as possible.

      There’s no right or wrong way of using this energy management technique because everything depends on your own personal circumstances. What you need to remember is that you have to accept what works for you – and not what other productivity gurus say you should do.

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      Understanding your own body clock is the key to time management. Without it, you end up exhausted chasing a never-ending cycle of tasks and frustrations.

      Featured photo credit: Collin Hardy via unsplash.com

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