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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 December 10, 2019

How to Stay Motivated and Reach Your Big Goals in Life

How to Stay Motivated and Reach Your Big Goals in Life

It is hardly a secret that the key to successfully accomplishing one goal after another is staying motivated. There are, of course, tasks which successful people may not like at all, yet they find motivation to complete them because they recognize how each particular task serves a greater goal.

So how to stay motivated most of the time? Here are 5 simple yet effective ways on how to stay motivated and get what you want:

1. Find Your Good Reasons

Anything you do, no matter how simple, has a number of good reasons behind it.

You may not be able to find good reasons to do some tasks at first but, if you take just a few moments to analyze them, you will easily spot something good. We also have many tasks which don’t need any reasoning at all – we’ve been doing them for so long that they feel natural.

If you’re ever stuck with some tasks you hate and there seems to be no motivation to complete it whatsoever, here’s what you need to do: find your good reasons.

Even when you set goals, there needs to be reasons behind these goals. They may not be obvious, but stay at it until you see some, as this will bring your motivation back and will help you finish the task.

Some ideas for what a good reason can be:

  • A material reward – quite often, you will get paid for doing something you normally don’t like doing at all.
  • Personal gain – you will learn something new or will perhaps improve yourself in a certain way.
  • A feeling of accomplishment – at least you’ll be able to walk away feeling great about finding the motivation and courage to complete such a tedious task.
  • A step closer to your bigger goal – even the biggest accomplishments in history have started small and relied on simple and far less pleasant tasks than you might be working on. Every task you complete brings you closer to the ultimate goal, and acknowledging this always feels good.

2. Make It Fun

When it comes to motivation, attitude is everything. Different people may have completely opposite feelings towards the same task: some will hate it, others will love it.

Why do you think this happens? It’s simple: some of us find ways to make any task interesting and fun to do!

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Take sports for example. Visiting your local gym daily for a half-an-hour workout session sounds rather boring to some. Yet many others love the idea!

They like exercising not only because they recognize the good reasons behind it, but simply because it’s fun! At certain time of their daily schedule, they find going to gym to be the best thing to do, simply because nothing else will fit their time and lifestyle so perfectly.

Depending on how you look at it, you can have fun doing just about anything! Just look for ways of having fun, and you’ll find them!

A simple approach is to start working on any task by asking yourself a few questions:

  • How can I enjoy this task?
  • What can I do to make this task fun for myself and possibly for others?
  • How can I make this work the best part of my day?

As long as you learn to have the definite expectation of any task being potentially enjoyable, you will start to feel motivated.

Some of you will probably think of a thing or two which are valid exceptions from this statement, like something you always hate doing no matter how hard you try making it fun. You’re probably right, and that’s why I don’t claim everything to be fun.

However, most tasks have a great potential of being enjoyable, and so looking for ways to have fun while working is definitely a good habit to acquire.

3. Change Your Approach And Don’t Give Up

When something doesn’t feel right, it’s always a good time to take a moment and look for a different approach for the task.

You may be doing everything correctly and most efficiently, but such approach isn’t necessarily the most motivating one. Quite often, you can find a number of obvious tweaks to your current approach which will both change your experience and open up new possibilities.

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That’s why saying “one way or another” is so common — if you really want to accomplish your goal, there is always a way; and most likely, there’s more than one way.

If a certain approach doesn’t work for you, find another one, and keep trying until you find the one which will both keep you motivated and get you the desired results.

Some people think that trying a different approach means giving up. They take pride in being really stubborn and refusing to try any other options on their way towards the goal.

My opinion on this is that the power of focus is great, but you should be focusing on your goal, and not limiting your options by focusing on just one way to accomplish it it.

4. Recognize Your Progress

Everything you may be working on can be easily split into smaller parts and stages. For most goals, it is quite natural to split the process of accomplishing them into smaller tasks and milestones. There are a few reasons behind doing this, and one of them is tracking your progress.

We track our progress automatically with most activities. But to stay motivated, you need to recognize your progress, not merely track it.

Here’s how tracking and recognizing your progress is different:

Tracking is merely taking a note of having reached a certain stage in your process. Recognizing is taking time to look at a bigger picture and realize where exactly you are, and how much more you have left to do.

For example, if you’re going to read a book, always start by going through the contents table. Getting familiar with chapter titles and memorizing their total number will make it easier for you to recognize your progress as you read. Confirming how many pages your book has before starting it is also a good idea.

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You see, reading any book you will be automatically looking at page numbers and chapter titles, but without knowing the total number of pages, this information will have little meaning.

Somehow, it is human nature to always want things to happen in short term or even at once. Even though we split complex tasks into simpler actions, we don’t quite feel the satisfaction until all is done and the task is fully complete.

For many scenarios though, the task is so vast that such approach will drain all the motivation out of you long before you have a chance to reach your goal. That’s why it is important to always take small steps and recognize the positive different and progress made. This is how your motivation can sustain in long term.

5. Reward Yourself

This is a trick everyone likes: rewarding yourself is always pleasant. This is also one of the easiest and at the same time most powerful ways to stay motivated!

Feeling down about doing something? Dread the idea of working on some task? Hate the whole idea of working? You’re not alone.

Right from the beginning, agree on some deliverables which will justify yourself getting rewarded. As soon as you get one of the agreed results, take time to reward yourself in some way.

For some tasks, just taking a break and relaxing for a few minutes will do.

For others, you may want to get a fresh cup of coffee and even treat yourself a dessert.

For even bigger and more demanding tasks, reward yourself by doing something even more enjoyable, like going to a cinema or taking a trip to some place nice, or even buying yourself something.

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Your progress may not seem to others like anything worth celebrating but, take time and do it anyway! It is your task and your reward, so any ways to stay motivated are good.

The more you reward yourself for the honestly made progress, the more motivated you will feel about reaching new milestones, thus finally accomplishing your goal.

Mix and Match

Now that you have these five ways of staying motivated, it is a good moment to give you the key to them all: mix and match!

Pick one of the techniques and apply it to your situation. If it doesn’t work, or if you simply want to get more motivated, try another technique right way. Mix different approaches and match them to your task for the best results.

Just think about it: Finding good reasons to work on your task is bound to helping you feel better; and identifying ways to make it fun will help you enjoy the task even more.

Or, if you plan a few points for easier tracking of your progress and on top of that, agree on rewarding yourself as you go; this will make you feel most motivated about anything you have to work through.

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Featured photo credit: Lucas Lenzi via unsplash.com

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