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Why You Should Learn a Productivity System

Why You Should Learn a Productivity System

Why You Should Learn a Productivity System

    One of the biggest barrier to productivity in most people’s lives is their resistance to adopting a productivity system. Some read a lot of productivity books and sites like Lifehack and feel like they can take a little bit from here and a little bit from there and call it a day. Others hate the idea that someone like Stephen Covey or David Allen could know their own needs better than they do, and so reject the idea of using “someone else’s” system.

    Can’t we just create our own productivity system?

    Well, the short answer is yes, we can – or we could, maybe, if we could, but we can’t, so no. The long answer is this post.

    What do you do well?

    Consider an entrepreneur. Let’s call her “Vita Siddiqi”. Vita imports beautiful silken cloth from Bangladesh for the home sewing crowd. She not only knows all the characteristics that make a bolt of cloth a great bolt of cloth, she knows where and how to get it for the best possible price, how to arrange the shipping to minimize extra costs, and how to market and distribute her cloth so that it ends up in the hands of the men and women who use it, at the most desirable cost and convenience to them.

    Go Vita!

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    Now, do you think Vita should also write her own contracts, do her corporate taxes, design her company letterhead, and hand-print her brochures and catalogs? Should she also harvest the silk, weave the cloth, load it on the ship, pilot the  ship to the US, unload it at the docks, and hand-deliver it to her customers?

    If you’re a rational person, you probably agree with me that no, she should not. Vita should stick with the things she does well and let other  people who are better skilled at those other jobs handle them. Anyone who took every aspect of her business into her hands like I’ve just described would have to be crazy – and wouldn’t be in business very long.

    The fact is, all of us have certain things that we have defined as our core competencies and that we’ve learned to do very well, and trust other people with other competencies to handle the stuff we can’t do for ourselves.

    Productivity  is a Skill

    One of the things that’s rarely taught – and is thus largely learned only by those who willingly pursue its study – is the set of skills and  habits that lead to effective management of our time, tasks, and attention. It turns out that the mind is quite complex when it comes to matters of productivity, and that few of us have the leisure, background, or desire to pursue the intricacies of the mind, develop a system, test it, implement it, and refine it.

    Fortunately, there are some who have chosen that path. Just as David Allen probably shouldn’t do your job, you probably shouldn’t do his – compiling and synthesizing what we as a society have learned about what makes us productive into a set of principles and best practices that anyone can learn.

    Systems are systematic (duh!)

    Because folks like Stephen Covey have immersed themselves in the world of  productivity for years or decades, they’ve learned to minimize conflicts within their systems. While Covey’s 7 Habits may or may not appeal to you, they are at least internally consistent. Covey didn’t grab a little piece from here and a little piece from there, toss it all together with a dollop of his own famous Covey-style dressing, and dish it out.

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    As I said, the mind is a sensitive thing, and the tiniest of discrepancies can set up a wave of cognitive dissonance that can easily tear our productive lives to shreds. By adopting a tested and refined system, even if it’s not the perfect system for us, we at least minimize those dissonances.

    Systems create habits

    When we adopt a system, we start learning new habits. The commitment to a new set of principles and behaviors causes us to do things “by the book” and if we stick with it, after a fairly short time we start to follow its precepts automatically.

    We can’t get this from “our own” systems, since they’re already built around our existing habits – usually around our unexamined existing habits. They don’t challenge us  to stretch out, to explore the real meaning behind the various things we do, or to strive for improvement.

    Systems limit options

    It’s true, adopting someone else’s system isn’t very creative. It’s not an expression of your deepest self.

    Fortunately.

    Systems are a little autocratic. Authoritarian, even. They say “my way or the highway” and leave little room for creative experimentation (and fall apart fairly quickly when people start messing with them).

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    There’s a good reason for this. Assuming you want to do things, having options is the very worst thing. Research has shown repeatedly that when presented with two options, we are very good at maximizing our own self-interest. But when presented with more than two, we experience “decision paralysis” and often will resist acting at all. Which is not the road to greater productivity or greater happiness.

    Systems are conscious choices

    When we adopt a system, we make a conscious decision to learn the habits and skills set forth in that system. This is quite different from the way we normally pursue greater productivity.

    For example, at some point or other you’ve probably experienced the urge to “get organized”. Maybe you came into the office on a Saturday and spent the whole day getting everything neat and orderly, catching up your back filing, clearing your desk of clutter.

    But you never ask yourself why you put your files in a certain order, or why you’ve placed your office supplies on this shelf and not that one. Most likely, you cleared your desk by creating a place for all the fiddly little bits that don’t go anywhere at all, without wondering why you have fiddly little bits getting in your way.

    In short, you’ve let the same habits and thought-patterns that led to your disorganization in the first place determine the process of getting organized. As if! What you haven’t asked is why you got disorganized in the first place – maybe those books were on your desk and not “where they belong” because where they belong isn’t a place that feels natural to you – it’s too much work to retrieve them when you need them.

    Adopting a system forces you to face these tendencies, and to ask “why?” about all the things you do. And  if the system is well-designed, it gives you a good reason in answer to that “why?”

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    Learning a productivity systems teaches productivity

    In the process of implementing your chosen system, whatever it is, you learn how to put together and implement a system.

    That seems rather obvious, doesn’t it? But think about it – do you really know how to create and implement a productivity system? If you did, would you be looking for advice on being  more productive?

    That’s nothing against you. Like Vita, you don’t know how to make silk or drive a ship or create a productivity system. But the last, you can learn – by implementing a productivity system. By consciously embracing new, seemingly unnatural and unintuitive habits. By experiencing the way a well-designed system fits together.

    In fact, you’re probably learning enough that, once you‘ve implemented a system – whether it’s  Allen’s Getting Things Done or Covey’s 7 Habits of Highly Successful People or lesser-known systems like Leo Babauta’s Zen to Done or Nick Cernis’ Todoodlist or anything else – and lived with it for a while, you’ll probably start having a sense of what you need to do to create and implement a system that works better for you.

    And that is the real value of these systems – they teach us not only how to be more productive, but what our own specific needs are so that we can be even more  productive and, ultimately, fulfilled.

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    Last Updated on November 19, 2019

    How to Become an Early Riser and Stay Energetic

    How to Become an Early Riser and Stay Energetic

    When you become an early riser, you’ll experience a lot of benefits including feeling more energized and having more time to do what you want.

    If you’d like to become an early riser, there are some things you should know before you run off to set your oft-ignored alarm clock.

    So how to become an early riser?

    Here are five tips I’ve discovered to be most helpful in making the transition from erratic sleeper to early morning wizard:

    1. Choose to Get up Before You Go to Sleep

    You’re not very good at making decisions when you’ve just woken up. You were in the middle of a dream in which [insert celebrity crush of choice here] is serving you breakfast in bed only to be rudely awakened by the harsh tones of your alarm clock. You’re frustrated, angry, confused, and surprised. This is not the time to be making decisions about whether or not you should stay in bed! And yet, most of us leave the first decision of our day to be made in a blur of partial wakefulness.

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    No more!

    If you want to be a consistently early riser, try making your decision to rise at a specific time before you go to sleep the night before. This frees you from making the decision in the morning when you’ve just woken up. Instead of making a decision, you have only to follow through on your decision from the night before.

    Easier said than done? Of course. But only for the first few times. Eventually, your need for raw willpower to get out of bed will diminish and you’ll be the proud parent of a new habit!

    Steve Pavlina suggests you practice getting out of bed during the day[1] to get a few of the “practice sessions” out of the way without the early morning fog in your head.

    2. Have a Plan for Your Extra Time

    Let’s say you’ve actually made it out of bed 2 hours before you normally would. Now what? What are you going to do with all this time you’ve discovered in your day?

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    If you don’t have something planned to do with your extra time, you risk falling for the temptation of a “morning nap” that wipes out all the work you put into getting up.

    What to do? Before you go to bed, make a quick note of what you’d like to get done during your extra hours the following day. Do you have a book to write, paper to read, or garage to clean? Make a plan for your early hours and you’ll do more than protect yourself from backsliding into bed.

    You’ll get things done and those results will fuel your desire to build rising early into a habit!

    3. Make Rising Early a Social Activity

    Your internet or social media buddies just don’t have enough pull to make your new habit stick in the long term. The same cannot be said for the people you spend time with as part of your early morning routine.

    Sure, you could choose to read blogs for two hours every morning. But wouldn’t it be great to join an early breakfast club, running group, or play chess in the park at 5am?

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    The more people you get involved in making your new habit a daily part of your life, the easier it’ll be to succeed.

    4. Don’t Use an Alarm That Makes You Angry

    If we’re all wired differently, why do we all insist on torturing ourselves with the same sort of alarm each morning?

    I spent years trying to wake up before my alarm went off so I wouldn’t have to hear it. I got pretty good, too. Then I started using a cellphone as my alarm clock and quickly realized that different ring tones irritated me less but worked just as well to wake me up. I now use the ring tone alarm as a back up for my bedside lamp plugged in to a timer.

    When the bright light doesn’t work, the cellphone picks up the slack and I wake up on time. The lesson learned? Experiment a bit and see what works best for you. Light, sound, smells, temperature, or even some contraption that dumps water on you might be more pleasant than your old alarm clock. Give something new a try!

    5. Get Your Blood Flowing Right After Waking

    If you don’t have a neighbor, you can pick fights with at 5am, you’ll have to settle with a more mundane exercise. It doesn’t take much to get your blood flowing and chase the sleep from your head.

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    Just pick something you don’t mind doing and go through the motions until your heart rate is up. Jumping rope, push-ups, crunches, or a few minutes of yoga are typically enough to do the trick. (Just don’t do anything your doctor hasn’t approved.)

    If you live in a beautiful part of the world like me, you might want to use a bit of your early morning to go for a walk and enjoy the beauty of the world around you.

    If you have a coffee shop open within walking distance, dragging yourself out of bed for a cup of coffee to savor on your walk home as the world wakes around you is a wonderful experience. Try it!

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    Featured photo credit: Nomadic Julien via unsplash.com

    Reference

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