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5 Tips that Doubled My Productivity Last Year

5 Tips that Doubled My Productivity Last Year

Goals give you direction, make your calendar look less intimidating, and tell you when to celebrate your achievements, but no matter how many goals you have and how good you are at achieving them, productivity can be a major issue. That’s why, in 2012, one of my major goals was to improve productivity across the board. I experimented, changed sleep habits, shifted when I focused on certain tasks, and tested a dozen different theories to see what worked and what didn’t, and while the vast majority of my “genius” ideas turned out to have very little (or negative) impact on my productivity, a few things worked quite well.

Here are five of the things that worked best and how they can be quickly and effectively used to boost your own productivity:

Working Fewer Hours

When things get really busy and it seems like you’ll never, ever get caught up, the knee jerk reaction of most is to work more, not less. On a strictly logical basis, it makes sense: when you work more, you get more done, right? As I found last year, this may not be the case—I’ve always noted that on days when I have a LOT of time to get things done, I tend to get less done overall, and In 2012 two things happened to confirm this.

First, I started taking half-days twice a week to spend time with my son. On those two days I would work from 7am until 1pm; about 3 hours less than my normal schedule. It was immensely stressful at first, but with time I noticed that I was actually getting just as much, if not more, done on those days than I did on the days I worked until 4pm.

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Second, I installed RescueTime. Recommended by Tim Ferriss in The 4-Hour Work Week, Rescue Time installs in the background of your Mac or PC and tracks how much time you spend on certain tasks. You can use it to block certain tasks or provide advanced analytics if you pay for it, but I use the free version just so I can get a weekly email telling me how productive I was in any given week. Every Sunday an email shows up that includes the number of hours worked and the percentage of productivity I reached that week.

The first week, I worked 45 hours and was 73% productive, which Rescue Time told me was better than about 75% of the people using the site. I made it my goal to get that number up to at least 80% though and the only way I could do it was by working fewer hours. As I started to work less—at first to do the Dad thing on Tuesdays and Wednesdays and later to ensure I had weekends for yard work and family time—I noticed that my productivity increased greatly. It reminded me of Parkinson’s Law; If you give yourself a set amount of time to complete a task, you will fill that time to completion, so when I gave myself 45 hours to get a week’s worth of work done, it took me 45 hours. When I only gave myself 35 hours, I still got everything done, plus I had a lot more time to myself, which in turn reduced stress and made me even more productive.

Unplugging Once a Week

Around the same time that I realized I was wasting close to 12 hours a week at my desk reading email and watching YouTube videos, I started to wonder if I was spending too much time in front of a screen. On Saturdays and Sundays I would quite literally groan whenever I needed to log on and send an email; my brain and body were worn out with screen fatigue. As such, I decided to turn everything off for one day (on a voluntary basis—I was still available if there was a work emergency) and spend time working outside, running errands with my family, or playing board games with friends.

Not only did this help me get over the anxiety of screen fatigue on the weekend, it made me much more productive when I logged on Monday mornings. I didn’t dread the thought of turning my computer on; I embraced it.

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Automating as Much as Possible

Everyone has a handful of tasks they spend entirely too much time working on; the little stuff that eats time out of your day with very little or zero benefit. Whether it’s a maintenance task like updating your financial spreadsheets or a communications task like sending emails, you’re losing anywhere from 5-10 hours a week doing stuff that is either A) boring or B) low return. I always knew this, and while I hated it, I couldn’t do much about it. Automation took to much time, or money, neither of which I had.

In 2012 I made the investment and started automating key tasks. Things like:

  • Email – Instead of having it open all day dinging at me, I closed my mail app and only checked it twice a day. I leave Skype on in the interim and everyone knows that if it’s important they should just call or Skype me.
  • Accounting – I set up a new Freshbooks account, installed the mobile app on my iPhone and started sending invoices and updating expenses while on the go. Combined with Quickbooks for general accounting, it now only takes 20 minutes a week to update all my financials instead of the hour or two I was spending every Friday before.
  • To-Do Lists – For the heavy-hitting GTD apps, you’ll need to spend some money. There are some great freebies like Wunderlist, but most of the bigger, multi-platform, cloud-syncing tools cost money. That said, they are well worth the investment; I estimate I’ve saved dozens if not hundreds of hours the last 18 months with Omnifocus on my phone and computer.
  • Outsourcing – When I outsourced before, it was an ordeal: Either I spent all day answering emails and phone calls, or I received a finished product that was nowhere near what I had asked for. I invested some time in creating training materials for contractors, such as videos, style guides, and templates that ensured outsourcing was MUCH easier to get done right.

Automation, when implemented properly, can provide an immediate boost to productivity and finally help you reclaim some of the mental energy you’ve been spending on routine tasks.

Recording and Revising Key Work Habits

One of my favorite books of 2012 was The Power of Habit by Charles Duhigg. In it, Duhigg talks about everything from how habits work to the amazing things people have been able to accomplish by changing small keystone habits.

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After reading the book, I became significantly more aware of the things I would do every day that took a bite out of my productive hours, such as when I was most likely to read movie reviews or surf Facebook, why I would go downstairs two or three extra times in the afternoon, and the many things that would hold me up in the morning and cause me to start work late. While I haven’t fixed everything, simply being aware of those small issues was a huge first step.

It begins with observation: spend two or three weeks just making notes of what you do. Keep a journal on your computer or buy a notebook and jot down quick notes. Nothing is too small. Write down when you eat, when you take breaks, when you look at websites you shouldn’t, etc. (RescueTime can help here too). After a couple weeks, you’ll have a much keener idea of what things are getting in the way of your productivity. Then, look at those habits and identify the cue, the routine and the reward. The cue is the trigger: the act, thought, or moment that makes you want to follow that habit.

In my case, I noticed that whenever I finished a work task I would immediately surf a website that had nothing to do with work—a sort of mental cleanse. The cue was finishing work, the routine was visiting IGN and the reward was that I didn’t have to think about work for 5 (going on 15) minutes. To change this habit, I started getting up and doing some stretches whenever I finished a task. The cue was the same—I wanted to do something different after writing 5 articles—but the routine changed, and not only did it improve productivity, it got me out of that chair.

Look for similar moments in your day and ways you can change those habits to boost productivity.

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Setting Aside Review/Thinking Time Once a Month

Tell me if this sounds familiar: Every day, for at least a few minutes, I would get distracted by some “big picture” task. Finances, scheduling, email, clients—whatever it was, I would stop writing and start taking notes and thinking about my next steps. I like to be organized—very organized—but as a freelancer, organization only gets you so far. You also have to be flexible, so those planning exercises would pop up every day of the week. I was probably spending 1-2 hours a day looking at my calendar and to do lists; not actually doing anything, but certainly thinking about it a lot.

I decided to set aside two hours every Friday and one day every month on which I would think about those bigger, overarching goals, and the rest of the time, I just worked. Whether I had a clue about what I was doing or not, I just worked. Not only did this cut down on the amount of time spent tweaking my schedule, it improved productivity by cutting out distractions and forcing me to just get things done.

Productivity Is Getting Out of Your Own Way

It’s not easy to be productive all the time. There are moments when you just want to be lazy and do nothing for a few minutes, and that’s perfectly normal. The most productive people are the ones who have a system in place that allows for those lazy moments and jumpstarts them back into high gear the moment they are ready.

As I get more done in less time, automate time consuming tasks, and change my habits more in 2013, I expect to become not only more productive, but happier in what I do. While not every tip in this post is right for everyone, I guarantee that implementing even just a couple will help you get more done.

What strategies have you used in your life to get more done? How do you boost productivity without setting unrealistic expectations? Sound off in the comments below.

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Last Updated on November 15, 2018

Success In Reaching Goals Is Determined By Mindset

Success In Reaching Goals Is Determined By Mindset

What do you think it takes to achieve your goals? Hard work? Lots of actions? While these are paramount to becoming successful in reaching our goals, neither of these are possible without a positive mindset.

As humans, we naturally tend to lean towards a negative outlook when it comes to our hopes and dreams. We are prone to believing that we have limitations either from within ourselves or from external forces keeping us from truly getting to where we want to be in life. Our tendency to think that we’ll “believe it when we see it” suggests that our mindsets are focused on our goals not really being attainable until they’ve been achieved. The problem with this is that this common mindset fuels our limiting beliefs and shows a lack of faith in ourselves.

The Success Mindset

Success in achieving our goals comes down to a ‘success mindset’. Successful mindsets are those focused on victory, based on positive mental attitudes, empowering inclinations and good habits. Acquiring a success mindset is the sure-fire way to dramatically increase your chance to achieve your goals.

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The idea that achieving our goals comes down to our habits and actions is actually a typical type of mindset that misses a crucial point; that our mindset is, in fact, the determiner of our energy and what actions we take. A negative mindset will tend to create negative actions and similarly if we have a mindset that will only set into action once we see ‘proof’ that our goals are achievable, then the road will be much longer and arduous. This is why, instead of thinking “I’ll believe it when I see it”, a success mindset will think “I’ll see it when I believe it.”

The Placebo Effect and What It Shows Us About The Power of Mindset

The placebo effect is a perfect example of how mindset really can be powerful. In scientific trials, a group of participants were told they received medication that will heal an ailment but were actually given a sugar pill that does nothing (the placebo). Yet after the trial the participants believed it’s had a positive effect – sometimes even cured their ailment even though nothing has changed. This is the power of mindset.

How do we apply this to our goals? Well, when we set goals and dreams how often do we really believe they’ll come to fruition? Have absolute faith that they can be achieved? Have a complete unwavering expectation? Most of us don’t because we hold on to negative mindsets and limiting beliefs about ourselves that stop us from fully believing we are capable or that it’s at all possible. We tend to listen to the opinions of others despite them misaligning with our own or bow to societal pressures that make us believe we should think and act a certain way. There are many reasons why we possess these types of mindsets but a success mindset can be achieved.

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How To Create a Success Mindset

People with success mindsets have a particular way of perceiving things. They have positive outlooks and are able to put faith fully in their ability to succeed. With that in mind, here are a few ways that can turn a negative mindset into a successful one.

1. A Success Mindset Comes From a Growth Mindset

How does a mindset even manifest itself? It comes from the way you talk to yourself in the privacy of your own head. Realising this will go a long way towards noticing how you speak to yourself and others around you. If it’s mainly negative language you use when you talk about your goals and aspirations then this is an example of a fixed mindset.

A negative mindset brings with it a huge number of limiting beliefs. It creates a fixed mindset – one that can’t see beyond it’s own limitations. A growth mindset sees these limitations and looks beyond them – it finds ways to overcome obstacles and believes that this will result in success. When you think of your goal, a fixed mindset may think “what if I fail?” A growth mindset would look at the same goal and think “failures happen but that doesn’t mean I won’t be successful.”

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There’s a lot of power in changing your perspective.

2. Look For The Successes

It’s really important to get your mind focused on positive aspects of your goal. Finding inspiration through others can be really uplifting and keep you on track with developing your success mindset; reinforcing your belief that your dreams can be achieved. Find people that you can talk with about how they achieved their goals and seek out and surround yourself with positive people. This is crucial if you’re learning to develop a positive mindset.

3. Eliminate Negativity

You can come up against a lot of negativity sometimes either through other people or within yourself. Understanding that other people’s negative opinions are created through their own fears and limiting beliefs will go a long way in sustaining your success mindset. But for a lot of us, negative chatter can come from within and these usually manifest as negative words such as can’t, won’t, shouldn’t. Sometimes, when we think of how we’re going to achieve our goals, statements in our minds come out as negative absolutes: ‘It never works out for me’ or ‘I always fail.’

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When you notice these coming up you need to turn them around with ‘It always works out for me!’ and ‘I never fail!’ The trick is to believe it no matter what’s happened in the past. Remember that every new day is a clean slate and for you to adjust your mindset.

4. Create a Vision

Envisioning your end goal and seeing it in your mind is an important trait of a success mindset. Allowing ourselves to imagine our success creates a powerful excitement that shouldn’t be underestimated. When our brain becomes excited at the thought of achieving our goals, we become more committed, work harder towards achieving it and more likely to do whatever it takes to make it happen.

If this involves creating a vision board that you can look at to remind yourself every day then go for it. Small techniques like this go a long way in sustaining your success mindset and shouldn’t be dismissed.

An Inspirational Story…

For centuries experts said that running a mile in under 4 minutes was humanly impossible. On the 6th May 1954, Rodger Bannister did just that. As part of his training, Bannister relentlessly visualised the achievement, believing he could accomplish what everyone said wasn’t possible…and he did it.

What’s more amazing is that, as soon as Bannister achieved the 4-minute mile, more and more people also achieved it. How was this possible after so many years of no one achieving it? Because in people’s minds it was suddenly possible – once people knew that it was achievable it created a mindset of success and now, after over fifty years since Bannister did the ‘impossible’, his record has been lowered by 17 seconds – the power of the success mindset!

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