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Last Updated on June 17, 2020

10 Practical Ways Less Is More

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

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 5, 2020

10 Best Calendar Apps to Stay on Track in 2020

10 Best Calendar Apps to Stay on Track in 2020

The success of our day is largely dependent on the quality of our planning. Not to miss out anything in their to-dos, some people prefer to make a list of upcoming tasks in a notebook, while others have long started using digital technology solutions.

Calendar applications are some of the main tools that are worth using to organize our life and plan your time carefully.

Many people have switched to specific tools; however, there are still some who do not use calendars on a daily basis. They may find some applications uncomfortable to use, non-functional, or expensive.

In this article, we are going to check out the best calendars apps to help you stay organized.

Before You Download

As you are no doubt aware, there are all kinds of calendar apps available. Instead of you sifting through the hundreds of them, we’ve handpicked 10 of the best calendar apps you can get. On top of glowing reviews from each one, we’ve considered the following aspects when creating this list:

  • User Interface – How you navigate the app should be smooth and simple. The buttons on the app should be clear, obvious and easy to move through.
  • Synchronization – Whether it’s with other calendar apps or with other apps, syncing apps should be easy and enhance your overall experience with the app.
  • Additional features – Since there are so many options for calendars, many of these apps offer additional features. These features make the apps stand out from the other apps and provide unique experiences to you.

1. Any.do Calendar

    This calendar has direct integration with Any.Do To-Do List, which gives you a unique tandem of two applications.

    Apart from its extended functionality, Cal Calendar is easy to use. The creation of events is very simple and fast.

    What is more, depending on the name of the event, the application automatically adds contacts and geolocation data to the entry description. You can even import your lists and entries from Any.do.

    Any.do Calendar is a great option for any type of user. It is very convenient and doesn’t overcomplicate the mode of display.

    Another good thing is that this tool is available for free, so you can use it without spending a dime for the software.

    Download Any.do Calendar here!

    2. Google Calendar

      Google Calendar is the official calendar for Android devices that has been tested out by many users around the globe. If you are right now trying to get away from it, consider changing your mind.

      Since this application is installed on most Android devices by default, many users think that there is nothing special in this program. They are wrong.

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      Google has been updating its calendar for quite a few years, and now it comes in Material Design with advanced event features, direct integration into other Google services (for example, supports reminders and Google Now), and comes with Exchange support.

      The program is super easy and will not cost a dime for you. It is a good thing, right?

      Download Google Calendar here.

      3. IRL Event Social Network

         

        One of the most unique apps on this list is the IRL Event Social Network app. As you can guess from the name, the core focus of this app is social networking. Unlike other social media platforms, you can consider this platform to function similar to Meetup.com. It’s a site where you can connect with other people within your area that share a similar interest.

        IRL is that while also providing a convenient calendar for you to schedule events and plan out your day. Though due to it being a secondary focus, you’re lacking a lot of the syncing aspects that other apps have on this list. Regardless, because of this huge social feature, it’s worth considering for those who want to make more connections.

        Download IRL Event Social Network here.

        4. Business Calendar

          Business Calendar is geared towards people who use their calendar for work purposes and business task planning. It offers different modes with wide configuration capabilities.

          The application gives a default view mode by months, and events can be marked in different colors. Display modes/ sorting can be adjusted to your needs (by month, day, year, or events).

          You can also set a multi-day viewing mode to see how things look for the next few days. Scrolling up and down moves you by month, and if you check a few days, they will be shown in a more detailed form.

          The day display mode offers hourly scheduling, and the schedule mode provides a detailed schedule for a single event.

          Business Calendar is a great tool for planning/ scheduling cases, tasks, and events. There is a support for recurring events, which can be set up in just a few clicks.

          Having purchased software, you can use it to import and export other calendars, delete, copy, or move several events at the same time.

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          Android Business Calendar application may seem somewhat chaotic, but it works fine and is easy to work with if you play with it for a while.

          A full version of the application is available for $4.99, but you can also find a free version for the app test drive.

          Download Business Calendar here.

          5. Calendar

            Calendar is a relatively new app. It works as a web app and for both iOS and Android devices. It is an intelligent app that learns your contacts, schedule and tasks. It also helps you schedule and arrange meetings according to your available time slots.

            A good thing about Calendar is that it allows you to sync up with other calendars you use such as Apple Calendar and Google Calendar. And so you can manage all the calendars you have in one place.

            Calendar also gives you analytics of your meetings, giving you a clear picture on how you can improve your time management.

            Download Calendar: Meeting & Scheduling here.

            6. aCalendar

              aCalendar opens our collection of top 10 calendar applications available on the market today. With its appealing design, easy navigation, and great functionality, it is one of the most popular calendar apps in our list.

              Some of extra functions include color schemes for each case type (48 colors to choose from), different types of demonstrations, different widgets, moon phases, and much more.

              Taking into account it functionality, aCalendar is a reliable calendar application that has an easy-to-navigate interface with three display options. Scrolling from side to side allows you to switch between the display modes of the month, week and day.

              When scrolling down and up, you are moving through the calendar at intervals in accordance with the selected display mode.

              Apart from its time planning feature, aCalendar synchronizes photos from contact lists or social networks to remind you about birthdays, anniversaries, or any other special dates.

              The program also supports data transfer through NFC and full-screen widgets, which eases your work with any data.

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              The program is available for free, but you can also get even more features if you buy the extended version of software for $4.99.

              Download aCalendar here.

              7. DigiCal Calendar

                DigiCal Calendar is very similar to Cal Calendar in the fact that the application focuses on design more than on its functionality. However, this doesn’t mean that the application doesn’t serve the purpose.

                With this calendar application, you can synchronize all your calendars and view them in different ways.

                Along with the basic functions, this program comes with support for Google Calendar, Outlook, and includes some unique and interesting features. You can match keywords to the image or set up a dark theme.

                The app can even show you the weather forecast for three days. There are many other features that deserve the attention of people who really like to use calendar applications.

                Download DigiCal Calendar here.

                8. SolCalendar

                  SolCalendar can be called a universal application. It claims to be an all-in-one digital solution having a basic calendar functionality combined with some other advanced features, such as weather forecast for a specific day.

                  The application supports Google Calendar, as well as tasks, widgets, lunar calendar and even Foursquare.

                  Those searching for a calendar application to cover just everything in its functionality, SolCalendar is a program to consider. There are a lot of interesting things in this application; the program does an excellent job working in “all-in-one” mode.

                  Test SolCalendar – the application is available for free. You can test it out without purchasing the service.

                  Download SolCalendar here.

                  9. Today Calendar

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                    Today Calendar is one of the most hip and edgy calendars in our list. The solution was one of the first ones that really embraced Material Design and remains one of the few that adhere to the neat style.

                    The calendar application offers bold colors, simple controls, and great functionality. This is not as heavy an application as many others; it will not eat all the memory of your device.

                    If you are not searching for something complicated and over-functional, Today Calendar is what you need. You can always test the application before paying for it – the program is available for free.

                    Download Today Calendar here.

                    10. Timepage

                      Timepage is an intuitive calendar app that will manage your time in a way that other calendar apps can’t. It offers the same sort of functions that you’d expect from other calendar apps: opportunities to record events, notifications and reminders, weather, and driving duration to a particular event. However, the app goes beyond those functionalities in two ways.

                      The first way is that while the app sends you notifications, it also has reminders for you for what is coming up next. That bit of extra time can allow you to prepare and make adjustments to your day if need be.

                      The second function – which is more important – is the heat map when you go to see the full view of your calendar. This heat map indicates what days you are most busy and other days where you are freer. This heat map provides a quick glance to determine broadly what days are good to add more events and other tasks.

                      Download Timepage here.

                      Our Verdict

                      Searching for the right application to manage your various calendars and plan your busy day can sometimes turn into a streak of obstacles.

                      Most of us need flexible applications that can be easily used to manage our tough schedule. The application should have all necessary time planning functions and be intuitive.

                      Stylish design and limitless compatibility also matter. It is not always easy to find such a program.

                      The above digital calendar solutions fall under the category “worth” of being used. They are modern, multifunctional, easy, and easy. Pick the one you like!

                      More Productivity Apps for Better Time Management

                      Featured photo credit: Unsplash via unsplash.com

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