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10 Practical Ways Less Is More

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10 Practical Ways Less Is More

One productivity issue I come across more frequently than other is a belief that doing more work is good and doing less is bad. However, the reality is a bit more complex than judging effectiveness based on the amount of work a person or organization produces.

In a factory setting, it is a good thing if you can increase the number of units produced while at the same time either reducing costs or, at the very least, not increasing costs. The less is more principle at work — less input to produce more output.

And we can create the same idea for our productivity. Leveraging our skills, know-how and creativity to produce excellent volumes of work by inputting less and producing more.

So, here are 10 ways less is more:

1. The Shorter Your Emails Are, the More Effective They Become

When you write an email of over three paragraphs, your email will be the last email read by the recipients — if it is read at all. Nobody wants to read a long email and even if you are the boss, chances are the first paragraph will be read to determine if the email is urgent and if not the recipients are unlikely to go any further.

If you want your emails to be read and responded to quickly, write less. You will receive faster replies and get a lot more done.

2. The Fewer Emails You Write, the Fewer You Receive

Simple, yet very effective. The people receiving the most emails are the ones sending out the most. If you struggle to keep on top of your email, then take a look at how many emails you are sending out.

Before, deciding an email would be the best medium for communicating your message, ask yourself: How could you best deliver this message? Would a phone call be more effective? Or possibly getting up out of your chair and walking down the corridor to speak to the person would get your desired outcome faster.

Email is often cited as the biggest drag on a person’s efficiency and productivity, so write less email, receive fewer emails and get more of your important work done.

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3. Create Shorter Presentations and Audience Remembers More

Ever sat through a one-hour presentation that had hundreds of points, numbers and slides? How effective was that presentation? How much did you remember afterwards? Probably very little. When you focus on fewer points, your audience remembers much more.

It is very hard to keep a presentation simple. You have to decide what to keep in and what to take out. But, if you focus on no more than three points, you will find your audience remembers far more than if you try to dump multiple points and numbers on them.

And what’s more, if you finish your presentation early and give your audience ten to twenty minutes they were not expecting, you are going to make a lot of new friends.

4. Change the Default Meeting Times from 60 Minutes to 30

This trick works every time. Have you ever wondered why meetings always seem to be scheduled for one hour? That’s because calendar blocks have always been one hour. It is not because the best meetings last one hour. Some of the best meetings I’ve attended lasted less than 15 minutes.

When you change your default meeting time from 60 minutes to 30, you find your meetings start and end on time more frequently, more people will attend, you get to the point much faster and more information is retained because people are being asked to remember much less.

5. Schedule Less Work

This one might appear to be counter-intuitive, but what I have found is people’s assessment about how much work they can get done each day does not accurately reflect reality. So an individual may have a daily to-do list of over 20 tasks and only manage to complete 10 of those tasks.

Failing to complete the tasks you set for yourself every day leaves you feeling stressed out and overworked, which means your energy drops and you feel less enthused about the day and your work.

Instead, try scheduling half the amount of work you would normally do and if you do get finished early, move on to work on tomorrow’s tasks. That will leave you feeling far more energetic and positive about your work and your day.

6. Create Fewer Goals

Similar to scheduling fewer tasks per day, giving yourself fewer goals each year also works.

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In my early twenties, I remember beginning the year with a list of between 10 and 15 New Years resolutions and failing at every single one of them. It was only when I established just 2 or 3 main goals for the year that I began achieving my goals more consistently.

That’s because I was focused on less and that gave me more focus to focus on just a few things that mattered. It’s a little like those showers that allow you to adjust the water flow through the head. You can have water covering a wider area, but this leaves you with a much less powerful stream of water, or you can adjust it so more water comes out over a smaller area giving you a lot more powerful stream of water.

Focus works the same way. When you focus on a smaller area—fewer goals—your focus is much more powerful.

7. Eating Less Gives You More Energy

This is one of the strange things about life. We are told, from an early age, that food gives us energy. And this, on the whole, is true. But today, we eat a lot more food than we need and to process this food, takes up a lot of energy resources.

I’m sure you’ve all had a large lunch involving rice or potatoes or some other form of carbohydrate in the past, only to find yourself feeling very tired and sleepy in the afternoon. How effective are you at that moment? Not very.

Had you had a smaller lunch, you would have found yourself feeling a lot more alive and energetic and being able to get more work done.

So, less food equals more energy. More energy equals more work done.

8. Make Fewer Decisions

A few years ago when there was the debate about whether iPhone or Android phones were better, I remember being told by an Android loving friend of mine that Android gave you a lot more choices about how your phone could look. And he was right, it did. You could download thousands of different themes and color schemes. It all looked wonderful.

Of course, the problem here was there were far too many to choose from so you became paralyzed about which one would be the best. You spent hours trying out new themes and color schemes and all those hours spent testing and trying was at the expense of doing something else that was more meaningful.

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My decision to stick with the iPhone gave me less choice, but more time to work on more meaningful things.

Decision fatigue slows down your ability to make the right decisions in the day and so giving yourself fewer choices means your ability to make the right decisions throughout the day lasts much longer.

Bonus tip: Reduce the number of apps you use. One email app, one writing app, one notes app etc. This means when you need to write something, you open your writing app. Because you only have one, you have no decision to make. Same with notes apps and email.

9. When Traveling, Carry Less Luggage

The less luggage you carry when you travel through airports, the faster you will get in and out. If you can travel with just one cabin bag, you sail through airports and have much more time to enjoy your destination.

And let’s be honest here, how many times have you traveled with suitcases and cabin baggage only to discover when you got back home, you only used a fraction of what you took with you?

So pack less and give yourself a lot more time to enjoy the places you are visiting.

10. Work Fewer Hours

There is a law called Parkinson’s law that states:

“Work expands so as to fill the time available for its completion.”

What this means is that if you give yourself two hours to complete a task, it will take you 2 hours to complete it. However, if you give yourself just one hour to complete the same task, it will take you just one hour.

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When you apply Parkinson’s Law to your work, you find you start to complete tasks that used to take an hour or two in a fraction of that time. So when you reduce the amount of time available to do your work, you get more work done in that time.

An experiment was carried out by a client of mine who had 24 staff members in their Seoul office and 24 members in their Paris office. Their work involved localizing the advertising campaigns in their respective countries.

In the Paris office, there was strict adherence with their contracted working hours. They began work at 8:30 AM and finished at 5:30 PM. In the Seoul office, the culture was much more relaxed about when they finished work. Often, they would stay on until 7 PM so they could have dinner with colleagues.

What they discovered was the Seoul office required more hours (an average of 7 extra hours per week per employee) to complete the same work the Paris office did. This was caused by a different working culture. In Paris, people worked to their contracted hours. In Seoul, they were much more relaxed about contracted hours and worked at a less hectic pace.

It was a clear example of Parkinson’s Law in play.

Final Thoughts

The principle of less is more is all around you. I have given you 10 examples here and shown you why it works. You can find others related to all areas of your life.

When you apply these principles to other areas of your life, you will find you have more time to do more of the things you love doing.

If you want to learn more about “less is more”, check out these articles:

Featured photo credit: Olia Gozha via unsplash.com

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More by this author

Carl Pullein

Dedicated to helping people to achieve their maximum potential through better time management and productivity.

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Last Updated on October 21, 2021

How to Create Your Own Ritual to Conquer Time Wasters and Laziness

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How to Create Your Own Ritual to Conquer Time Wasters and Laziness

Life is wasted in the in-between times. The time between when your alarm first rings and when you finally decide to get out of bed. The time between when you sit at your desk and when productive work begins. The time between making a decision and doing something about it.

Slowly, your day is whittled away from all the unused in-between moments. Eventually, time wasters, laziness, and procrastination get the better of you.

The solution to reclaim these lost middle moments is by creating rituals. Every culture on earth uses rituals to transfer information and encode behaviors that are deemed important. Personal rituals can help you build a better pattern for handling everything from how you wake up to how you work.

Unfortunately, when most people see rituals, they see pointless superstitions. Indeed, many rituals are based on a primitive understanding of the world. But by building personal rituals, you get to encode the behaviors you feel are important and cut out the wasted middle moments.

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Program Your Own Algorithms

Another way of viewing rituals is by seeing them as computer algorithms. An algorithm is a set of instructions that is repeated to get a result.

Some algorithms are highly efficient, sorting or searching millions of pieces of data in a few seconds. Other algorithms are bulky and awkward, taking hours to do the same task.

By forming rituals, you are building algorithms for your behavior. Take the delayed and painful pattern of waking up, debating whether to sleep in for another two minutes, hitting the snooze button, repeat until almost late for work. This could be reprogrammed to get out of bed immediately, without debating your decision.

How to Form a Ritual

I’ve set up personal rituals for myself for handling e-mail, waking up each morning, writing articles, and reading books. Far from making me inflexible, these rituals give me a useful default pattern that works best 99% of the time. Whenever my current ritual won’t work, I’m always free to stop using it.

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Forming a ritual isn’t too difficult, and the same principles for changing habits apply:

  1. Write out your sequence of behavior. I suggest starting with a simple ritual of only 3-4 steps maximum. Wait until you’ve established a ritual before you try to add new steps.
  2. Commit to following your ritual for thirty days. This step will take the idea and condition it into your nervous system as a habit.
  3. Define a clear trigger. When does your ritual start? A ritual to wake up is easy—the sound of your alarm clock will work. As for what triggers you to go to the gym, read a book or answer e-mail—you’ll have to decide.
  4. Tweak the Pattern. Your algorithm probably won’t be perfectly efficient the first time. Making a few tweaks after the first 30-day trial can make your ritual more useful.

Ways to Use a Ritual

Based on the above ideas, here are some ways you could implement your own rituals:

1. Waking Up

Set up a morning ritual for when you wake up and the next few things you do immediately afterward. To combat the grogginess after immediately waking up, my solution is to do a few pushups right after getting out of bed. After that, I sneak in ninety minutes of reading before getting ready for morning classes.

2. Web Usage

How often do you answer e-mail, look at Google Reader, or check Facebook each day? I found by taking all my daily internet needs and compressing them into one, highly-efficient ritual, I was able to cut off 75% of my web time without losing any communication.

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3. Reading

How much time do you get to read books? If your library isn’t as large as you’d like, you might want to consider the rituals you use for reading. Programming a few steps to trigger yourself to read instead of watching television or during a break in your day can chew through dozens of books each year.

4. Friendliness

Rituals can also help with communication. Set up a ritual of starting a conversation when you have opportunities to meet people.

5. Working

One of the hardest barriers when overcoming procrastination is building up a concentrated flow. Building those steps into a ritual can allow you to quickly start working or continue working after an interruption.

6. Going to the gym

If exercising is a struggle, encoding a ritual can remove a lot of the difficulty. Set up a quick ritual for going to exercise right after work or when you wake up.

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7. Exercise

Even within your workouts, you can have rituals. Spacing the time between runs or reps with a certain number of breaths can remove the guesswork. Forming a ritual of doing certain exercises in a particular order can save time.

8. Sleeping

Form a calming ritual in the last 30-60 minutes of your day before you go to bed. This will help slow yourself down and make falling asleep much easier. Especially if you plan to get up full of energy in the morning, it will help if you remove insomnia.

8. Weekly Reviews

The weekly review is a big part of the GTD system. By making a simple ritual checklist for my weekly review, I can get the most out of this exercise in less time. Originally, I did holistic reviews where I wrote my thoughts on the week and progress as a whole. Now, I narrow my focus toward specific plans, ideas, and measurements.

Final Thoughts

We all want to be productive. But time wasters, procrastination, and laziness sometimes get the better of us. If you’re facing such difficulties, don’t be afraid to make use of these rituals to help you conquer them.

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More Tips to Conquer Time Wasters and Procrastination

 

Featured photo credit: RODOLFO BARRETO via unsplash.com

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