Advertising
Advertising

9 Wonderful Ways to Get Started in the World of Personal Productivity

9 Wonderful Ways to Get Started in the World of Personal Productivity

    One day, an innocent worker goes online and decides to see if there are any tips out in the big wide world on getting more done, more quickly, more often. But soon, the poor sod becomes entangled in a complicated trail of information; a few quadzillion blogs on the subject, millions of books, and a whole lot of fancy terms like “ubiquitous capture” and strange rituals such as weekly reviews and inbox processing.

    It’s easy to get lost in the world of personal productivity. It’s hard to get started, and we get that. It’s a jungle of information and not all of it makes sense, and a whole lot of it is in direct conflict: do you go the Inbox Zero approach (that is, clearing out your inbox completely in regular processing sessions), or use Gmail with labels and let things sit in your inbox, with older messages found with the assistance of search?

    Advertising

    All of this conflicting information makes it tempting to find one person’s philosophy and latch onto it religiously. I mean, check out the Getting Things Done fanclub. But just because all of that information is conflicting doesn’t mean it’s all useless; there’s a lot of excellent advice and the tough part is in forming a basic understanding of personal productivity and developing your own basic system, a framework with which to process that avalanche of words.

    Here you’ll find a few of the blogs and books you should read to get a grip on it all, if you’re serious about getting this part of your life under control. For the most part I recommend starting with the books to get a good overall idea rather than the piece-by-piece approach of blogs, with one exception I’ll mention in a moment.

    Blogs

    There are many great blogs on the subject out there; I read many more than those listed below, but it would be unwise to overload you with new sites when we’re trying to help you find out what’s what. Here are some of the best blogs to get started with.

    Advertising

    Lifehack — I’d probably be out of a job if I didn’t recommend Lifehack to you in this list, eh? But I don’t do it for the sake of the Overlords. Lifehack provides a whole bunch of great information and helps hundreds of thousands of people get their productivity under control.

    Now for that exception I was talking about: a few months ago, our own Dustin Wax started the Back to Basics series. This is honestly one of the best concise overviews of the whole personal productivity thing I know of and I’ve stopped recommending books as one’s first foray into this area. They’re in second place. Now, I recommend this excellent series, which you can get into here.

    Lifehacker — Often confused with Lifehack thanks to the difference of only a syllable in name, Lifehacker is actually quite a different site. It’s filled with a stream of tips, tricks and software recommendations that can help you make life a little bit easier. Very cool site if you want information in bite-sized chunks (at least most of the time).

    Advertising

    Zen Habits — Leo Babauta, a former Lifehack contributor, runs Zen Habits, a site that discusses all sorts of things in all areas of personal development. His productivity advice is sound and his writing is engaging. If you like thoughtful, useful advice, this is a great site to read.

    Put Things Off — When I first came across Put Things Off, I admit that it was the funky images in Nick’s Inbox Heaven piece that pulled me in. No surprises that the guy is a graphic designer by day and a productivity guru by night. But the advice is not only good reading and practical, the author is funny as all hell. There’s no more comedic way to get productivity advice out there.

    43 Folders — 43 Folders was one of the pioneers in the productivity blogging sphere, and to this day many people getting started flock to Merlin Mann’s Inbox Zero and Making Time to Make pieces as starting points and foundational items in their systems. The writing is engaging and very often, it’s immediately practicable.

    Advertising

    Books

    Just as with blogs, there are plenty of excellent books on the subject of personal productivity. However, a limited list of some of the best to get started with will be much more useful than a list of every great book that ever existed. If you have other books in your “Must Read” list, let us know in the comments.

    Getting Things Done — Many would consider Getting Things Done the book on personal productivity principles. It offers a great system and is so influential that many people who’ve never even read the back cover of the book are implementing concepts and techniques discussed in it.

    The Seven Habits of Highly Effective People — Where Getting Things Done’s focus is more on systems and methods, Stephen Covey’s book focuses more on principles and habits that make you more effective and productive. Seven Habits and Getting Things Done are well-known as “the” productivity books, and it’s probably because their focuses compliment each other well while being great books in their own right.

    4 Hour Work Week — this book by Tim Ferriss is one of the most recent popular books on productivity topics and talks about a whole range of things from outsourcing to firewalling incoming information. It’s definitely a must-read that is very relevant to the times we live in.

    Zen to Done — I’ve heard this ebook described as Getting Things Done without the complication; as you’d imagine from a book with the word “Zen” in the name, it’s about getting things done with simplicity. It’s a short and readable ebook with a great price and is definitely worth the penny. It’s not short on info just because it’s an ebook, but it doesn’t inflate and pad out information to meet some editor’s word count. If you’re looking for a book you can get in and out of quickly, grab this one.

    More by this author

    Joel Falconer

    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

    How to Master the Art of Prioritization The Importance of Scheduling Downtime How to Make Decisions Under Pressure 11 Free Mind Mapping Applications & Web Services How to Use Parkinson’s Law to Your Advantage

    Trending in Featured

    1 The Importance of Reminders (And How to Make a Reminder Work) 2 How to Master the Art of Prioritization 3 40 Top Productivity Apps for iPhone (2020 Updated) 4 How to Break Out of Your Comfort Zone 5 How to Find Time for Yourself

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on January 13, 2020

    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.

    Advertising

    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!

    Advertising

    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.

    Advertising

    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.

    Advertising

    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

    Reference

    [1] Getting Things Done: Trusted System

    Read Next