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7 Unexpected Ways To Maximize Your Productivity

7 Unexpected Ways To Maximize Your Productivity

You have a digital notebook and you use the best task management system. You know how to make a schedule. You’re awesome at tracking details. You respond to emails quickly. But you’re still looking for ways to amp it up, because you know you can do even better.

1. Sleep more, not less.

Too little sleep, poor sleep, interrupted sleep, and/or health problems which interfere with sleep all add up to one negative: fatigue. And fatigue has a big, bad effect on your productivity. One study, completed in 2010, estimated the annual cost of fatigue-related productivity loss at almost $2000 per employee. Chronic sleep deprivation has some pretty severe results, such as increased anxiety, poor memory, and, ultimately, impaired cognitive function.

In other words, without adequate sleep, your brain just won’t work as well. So even if you have a great plan, a well-ordered to-do list, and all the tools you need, without enough sleep, you are apt to be sluggish and unfocused. All the tricks in the book won’t help maximize productivity if your brain—the ultimate productivity machine—really needs a nap.

2. Do less, not more.

Productivity is not about doing more in less time. What good is doing more if what you’re doing is not the real work that is needed? In fact, trying to do more is often where we waste time. Science has proven that multitasking is not something the human brain is wired to do.

The more you pile on your plate (or calendar, or notebook, or to-do list, or task manager), the more time you have to spend deciding what you’ll do next. And making decisions not only eats up valuable time, it depletes your ever-important reserve of willpower.

One simple solution will solve both of these productivity killers: try to do less.

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Limit the number of open projects you are involved in at any one time. I realize that’s not always possible: sometimes your project list depends on your boss or your significant other more than it does on you.

If you find yourself overloaded, though, an appeal can work: “I’d love to tackle this project; would you be okay if I first complete XYZ project, so I’ll have the time and attention I need to devote to this new idea?”

Severely limit what you allow yourself to put on your daily and weekly to-do lists. At the beginning of the week, choose the top few things you want to accomplish. At the beginning of each day, decide on three tasks you will complete that will move you toward hitting this week’s desired accomplishments.

3. Become less available.

Being the one who is always dependable comes with a certain benefit: people look up to you. They respect you. They know you’ll get the job done.

It also comes with a certain problem: people will ask more of you if they know they can depend on you.

It’s good to help friends, and it’s something you should do. But it isn’t something you should do all the time. Choosing to be less immediately available sets up an automatic filter.

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Don’t be the person with his phone glued to his hand at all times. Don’t be the gal who answers every text, call, or email in five minutes or less. People can wait, and if it’s important that you be the one involved, they will wait for your response.

4. Limit meetings.

Meetings are notorious black holes, eating up productivity in return for, well, nothing. A vacuum. While you might find plenty of good advice for how to get more out of meetings—keep meetings short, keep them focused, meet objectives, and so on—here’s one simple but extremely effective approach: limit meetings altogether.

If you’re the boss, simply quit putting them on the schedule or making yourself available for every meeting request that comes across your desk (see #3, above, Become less available). If you don’t have that authority, start making appeals. Before you just give in and show up, chalking another afternoon lost to the voracious productivity-eating machine that is a meeting, get in touch with the organizer and ask these questions:

  • What’s on the agenda for this meeting?
  • What are your objectives for this meeting?
  • Why do you want me to be there?
  • What do you expect me to contribute?
  • Is there some way I can contribute without being present at the meeting?

If the meeting organizer is also your supervisor or coworker, appeal on the basis of lost productivity. Ask something like this: “Would you rather I make some insanely awesome progress on this project we’re doing, or go sit in this meeting for 2 hours and accomplish nothing?”

5. Measure your production.

We often don’t know how to measure productivity on the projects we are involved in. Maybe it’s an ongoing project, or something big and complex, or something creative and intangible. In any case, it can be hard to pin down what production looks like.

The problem is, however, that if you don’t really know what production looks like, you can’t tell if you’re being productive.

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Solve this problem of fuzzy productivity by hammering out a way to measure the production with each project you have going. This might be something like a timeline, with milestones for certain achievements in the project as you go: you measure your progress by seeing how closely you can stay aligned with the projected timeline.

Or it might be something like a quota, either daily or weekly, of the key tasks or deliverables that need to be done.

Or it might be something entirely different: words written, calls made, money pledged, emails answered, applications sent.

Figure out exactly what production means for each project, and then you can maximize that productivity. Keep track of your production every time you work on the project. Just the knowledge of exactly what you should be doing to be productive is helpful for focusing your brain.

Keeping track of how much you can achieve becomes a game you play with yourself, one that spurs you to perform better each time you do the work.

6. Forget big goals; focus on small gains.

Big goals are good, but tracking progress on big goals can be depressing. We need to see progress in order to be motivated to keep making progress. Otherwise, we get discouraged and start to question everything.

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Unfortunately, we often buy into the idea of having big goals without understanding how to approach them. Every big goal is achieved by a series of small, incremental gains. This is old news: eat the elephant one bite at a time, take that journey one step at a time. Even though we know and understand this concept, we don’t know how to apply it.

The key is to set a big goal, then forget about it for a while. Instead, figure out what small gains you need to make weekly, even daily, and focus on those. Ignore the big goal, for a while, and just focus on getting to those small gains. Every now and then, look up at the big goal again and see how far those small gains have carried you toward reaching it.

7. Build healthy habits.

Your brain is the essential ingredient in any effort at a productive life. And your brain is part of your body. If you don’t take care of your body, you aren’t taking good care of your brain.

Healthy habits include getting adequate and good sleep, exercising, and eating food that fuels you instead of weighing you down. They also include balancing your time between focused work and downtime, solitude and social activities, physical and mental effort.

Focus on building or reinforcing one healthy habit every week, and cycle through the habits you want to establish. The stronger these healthy habits are in your life, the more productive you will be by default.

Featured photo credit: Zach Dischner via flickr.com

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Last Updated on November 18, 2019

How to Prioritize Right in 10 Minutes and Work 10X Faster

How to Prioritize Right in 10 Minutes and Work 10X Faster

Everyone of my team members has a bucketload of tasks that they need to deal with every working day. On top of that, most of their tasks are either creativity tasks or problem solving tasks.

Despite having loads of tasks to handle, our team is able to stay creative and work towards our goals consistently.

How do we manage that?

I’m going to reveal to you how I helped my team get more things done in less time through the power of correct prioritization. A few minutes spent reading this article could literally save you thousands of hours over the long term. So, let’s get started with my method on how to prioritize:

The Scales Method – a productivity method I created several years ago.

How to Prioritize with the Scales Method

    One of our new editors came to me the other day and told me how she was struggling to keep up with the many tasks she needed to handle and the deadlines she constantly needed to stick to.

    At the end of each day, she felt like she had done a lot of things but often failed to come up with creative ideas and to get articles successfully published. From what she told me, it was obvious that she felt overwhelmed and was growing increasingly frustrated about failing to achieve her targets despite putting in extra hours most days.

    After she listened to my advice – and I introduced her to the Scales Method – she immediately experienced a dramatic rise in productivity, which looked like this:

    • She could produce three times more creative ideas for blog articles
    • She could publish all her articles on time
    • And she could finish all her work on time every day (no more overtime!)

    Curious to find out how she did it? Read on for the step-by-step guide:

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    1. Set Aside 10 Minutes for Planning

    When it comes to tackling productivity issues, it makes sense to plan before taking action. However, don’t become so involved in planning that you become trapped in it and never move beyond first base.

    My recommendation is to give yourself a specific time period for planning – but keep it short. Ideally, 10 or 15 minutes. This should be adequate to think about your plan.

    Use this time to:

    • Look at the big picture.
    • Think about the current goal and target that you need/want to achieve.
    • Lay out all the tasks you need to do.

    2. Align Your Tasks with Your Goal

    This is the core component that makes the Scales Method effective.

    It works like this:

    Take a look at all the tasks you’re doing, and review the importance of each of them. Specifically, measure a task’s importance by its cost and benefit.

    By cost, I am referring to the effort needed per task (including time, money and other resources). The benefit is how closely the task can contribute to your goal.

      To make this easier for you, I’ve listed below four combinations that will enable you to quickly and easily determine the priority of each of your tasks:

      Low Cost + High Benefit

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      Do these tasks first because they’re the simple ones to complete, yet help you get closer to your goal.

      Approving artwork created for a sales brochure would likely fit this category. You could easily decide on whether you liked the artwork/layout, but your decision to approve would trigger the production of the leaflet and the subsequent sales benefits of sending it out to potential customers.

      High Cost + High Benefit

      Break the high cost task down into smaller ones. In other words, break the big task into mini ones that take less than an hour to complete. And then re-evaluate these small tasks and set their correct priority level.

      Imagine if you were asked to write a product launch plan for a new diary-free protein powder supplement. Instead of trying to write the plan in one sitting – aim to write the different sections at different times (e.g., spend 30 minutes writing the introduction, one hour writing the body text, and 30 minutes writing the conclusion).

      Low Cost + Low Benefit

      This combination should be your lowest priority. Either give yourself 10-15 minutes to handle this task, or put these kind of tasks in between valuable tasks as a useful break.

      These are probably necessary tasks (e.g., routine tasks like checking emails) but they don’t contribute much towards reaching your desired goal. Keep them way down your priority list.

      High Cost + Low Benefit

      Review if these tasks are really necessary. Think of ways to reduce the cost if you decide that the completion of the task is required.

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      For instance, can any tools or systems help to speed up doing the task? In this category, you’re likely to find things like checking and updating sales contacts spreadsheets. This can be a fiddly and time-consuming thing to do without making mistakes. However, there are plenty of apps out there they can make this process instant and seamless.

      Now, coming back to the editor who I referred to earlier, let’s take a look at her typical daily task list:

        After listening to my advice, she broke down the High cost+ High benefit task into smaller ones. Her tasks then looked like this (in order of priority):

          And for the task about promoting articles to different platforms, after reviewing its benefits, we decided to focus on the most effective platform only – thereby significantly lowering the associated time cost.

          Bonus Tip: Tackling Tasks with Deadlines

          Once you’ve evaluated your tasks, you’ll know the importance of each of them. This will immediately give you a crystal-clear picture on which tasks would help you to achieve more (in terms of achieving your goals). Sometimes, however, you won’t be able to decide every task’s priority because there’ll be deadlines set by external parties such as managers and agencies.

          What to do in these cases?

          Well, I suggest that after considering the importance and values of your current tasks, align the list with the deadlines and adjust the priorities accordingly.

          For example, let’s dip into the editor’s world again.

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          Some of the articles she edited needed to be published by specific dates. The Scales Method allows for this, and in this case, her amended task list would look something like this:

            Hopefully, you can now see how easy it is to evaluate the importance of tasks and how to order them in lists of priority.

            The Scales Method Is Different from Anything Else You’ve Tried

            By adopting the Scales Method, you’ll begin to correctly prioritize your work, and most importantly – boost your productivity by up to 10 times!

            And unlike other methods that don’t really explain how to decide the importance of a task, my method will help you break down each of your tasks into two parts: cost and benefits. My method will also help you to take follow-up action based on different cost and benefits combinations.

            Start right now by spending 10 minutes to evaluate your common daily tasks and how they align with your goal(s). Once you have this information, it’ll be super-easy to put your tasks into a priority list. All that remains, is that you kick off your next working day by following your new list.

            Trust me, once you begin using the Scales Method – you’ll never want to go back to your old ways of working.

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            Featured photo credit: Vector Stock via vectorstock.com

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