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33 Rules to Boost Your Productivity

33 Rules to Boost Your Productivity

Breaking the deadlock of indecision and taking action, any action for that matter, as long as it won’t lead you to another deadlock, is OK. Besides, when talking about improving productivity, you will surely boost yours once you imbibe all the rules presented in this article. As we all know, boosting productivity is one aspect of life we can’t overdo.

That’s why the suggestion — keep on improving yourself because this will help you become more productive, is one of the best precepts of work.

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Now, regarding the rules, one rule which helps me all the time is…Nuke it! The most efficient and effective way to get over a task is to delete it.  If it is not needed, take it off your list. Simple.

Another one of my favorites is — Relaxify.  This means minimizing stress by decluttering your workspace. This is one of the most basic rules; however, once you can master it, you will get ahead in your work. A clutter-free work station helps you to intensify your focus which ultimately improves your productivity.

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33 Rules to Boost Your Productivity

Heuristics are rules intended to help you solve problems.  When a problem is large or complex, and the optimal solution is unclear, applying a heuristic allows you to begin making progress towards a solution even though you can’t visualize the entire path from your starting point.

Suppose your goal is to climb to the peak of a mountain, but there’s no trail to follow.  An example of a heuristic would be:  Head directly towards the peak until you reach an obstacle you can’t cross.  Whenever you reach such an obstacle, follow it around to the right until you’re able to head towards the peak once again.  This isn’t the most intelligent or comprehensive heuristic, but in many cases it will work just fine, and you’ll eventually reach the peak.

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Heuristics don’t guarantee you’ll find the optimal solution, nor do they generally guarantee a solution at all.  But they do a good enough job of solving certain types of problems to be useful.  Their strength is that they break the deadlock of indecision and get you into action. As you take action you begin to explore the solution space, which deepens your understanding of the problem.

As you gain knowledge about the problem, you can make course corrections along the way, gradually improving your chances of finding a solution.  If you try to solve a problem you don’t initially know how to solve, you’ll often figure out a solution as you go, one you never could have imagined until you started moving.  This is especially true with creative work such as software development.  Often you don’t even know exactly what you’re trying to build until you start building it.

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Heuristics have many practical applications, and one of my favorite areas of application is personal productivity.  Productivity heuristics are behavioral rules (some general, some situation-specific) that can help us get things done more efficiently.  Here are some of my favorites:

  1. Nuke it!  The most efficient way to get through a task is to delete it.  If it doesn’t need to be done, get it off your to do list.
  2. Daily goals.  Without a clear focus, it’s too easy to succumb to distractions.  Set targets for each day in advance.  Decide what you’ll do; then do it.
  3. Worst first.  To defeat procrastination learn to tackle your most unpleasant task first thing in the morning instead of delaying it until later in the day.  This small victory will set the tone for a very productive day.
  4. Peak times.  Identify your peak cycles of productivity, and schedule your most important tasks for those times.  Work on minor tasks during your non-peak times.
  5. No-comm zones.  Allocate uninterruptible blocks of time for solo work where you must concentrate.  Schedule light, interruptible tasks for your open-comm periods and more challenging projects for your no-comm periods.
  6. Mini-milestones.  When you begin a task, identify the target you must reach before you can stop working.  For example, when working on a book, you could decide not to get up until you’ve written at least 1000 words.  Hit your target no matter what.
  7. Timeboxing.  Give yourself a fixed time period, like 30 minutes, to make a dent in a task.  Don’t worry about how far you get.  Just put in the time.
  8. Batching.  Batch similar tasks like phone calls or errands into a single chunk, and knock them off in a single session.
  9. Early bird.  Get up early in the morning, like at 5am, and go straight to work on your most important task.  You can often get more done before 8am than most people do in a day.
  10. Cone of silence.  Take a laptop with no network or WiFi access, and go to a place where you can work flat out without distractions, such as a library, park, coffee house, or your own backyard.  Leave your comm gadgets behind.
  11. Tempo.  Deliberately pick up the pace, and try to move a little faster than usual.  Speak faster.  Walk faster.  Type faster.  Read faster.  Go home sooner.
  12. Relaxify.  Reduce stress by cultivating a relaxing, clutter-free workspace.
  13. Agendas.  Provide clear written agendas to meeting participants in advance.  This greatly improves meeting focus and efficiency.  You can use it for phone calls too.
  14. Pareto.  The Pareto principle is the 80-20 rule, which states that 80% of the value of a task comes from 20% of the effort.  Focus your energy on that critical 20%, and don’t overengineer the non-critical 80%.
  15. Ready-fire-aim.  Bust procrastination by taking action immediately after setting a goal, even if the action isn’t perfectly planned.  You can always adjust course along the way.
  16. Minuteman.  Once you have the information you need to make a decision, start a timer and give yourself just 60 seconds to make the actual decision.  Take a whole minute to vacillate and second-guess yourself all you want, but come out the other end with a clear choice.  Once your decision is made, take some kind of action to set it in motion.
  17. Deadline.  Set a deadline for task completion, and use it as a focal point to stay on track.
  18. Promise.  Tell others of your commitments, since they’ll help hold you accountable.
  19. Punctuality.  Whatever it takes, show up on time.  Arrive early.
  20. Gap reading.  Use reading to fill in those odd periods like waiting for an appointment, standing in line, or while the coffee is brewing.  If you’re a male, you can even read an article while shaving (preferably with an electric razor).  That’s 365 articles a year.
  21. Resonance.  Visualize your goal as already accomplished.  Put yourself into a state of actually being there.  Make it real in your mind, and you’ll soon see it in your reality.
  22. Glittering prizes.  Give yourself frequent rewards for achievement.  See a movie, book a professional massage, or spend a day at an amusement park.
  23. Quad 2.  Separate the truly important tasks from the merely urgent.  Allocate blocks of time to work on the critical Quadrant 2 tasks, those which are important but rarely urgent, such as physical exercise, writing a book, and finding a relationship partner.
  24. Continuum.  At the end of your workday, identify the first task you’ll work on the next day, and set out the materials in advance.  The next day begin working on that task immediately.
  25. Slice and dice.  Break complex projects into smaller, well-defined tasks.  Focus on completing just one of those tasks.
  26. Single-handling.  Once you begin a task, stick with it until it’s 100% complete.  Don’t switch tasks in the middle.  When distractions come up, jot them down to be dealt with later.
  27. Randomize.  Pick a totally random piece of a larger project, and complete it.  Pay one random bill.  Make one phone call.  Write page 42 of your book.
  28. Insanely bad.  Defeat perfectionism by completing your task in an intentionally terrible fashion, knowing you need never share the results with anyone.  Write a blog post about the taste of salt, design a hideously dysfunctional web site, or create a business plan that guarantees a first-year bankruptcy.  With a truly horrendous first draft, there’s nowhere to go but up.
  29. 30 days.  Identify a new habit you’d like to form, and commit to sticking with it for just 30 days.  A temporary commitment is much easier to keep than a permanent one.
  30. Delegate.  Convince someone else to do it for you.
  31. Cross-pollination.  Sign up for martial arts, start a blog, or join an improv group.  You’ll often encounter ideas in one field that can boost your performance in another.
  32. Intuition.  Go with your gut instinct.  It’s probably right.
  33. Optimization.  Identify the processes you use most often, and write them down step-by-step.  Refactor them on paper for greater efficiency.  Then implement and test your improved processes.  Sometimes we just can’t see what’s right in front of us until we examine it under a microscope.

33 Rules to Boost Your Productivity Steve Pavlina

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Anthony Dejolde

TV/Radio personality who educates his audience on entrepreneurship, productivity, and leadership.

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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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