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Last Updated on July 24, 2018

To Automate or not to Automate Your Personal Productivity System

To Automate or not to Automate Your Personal Productivity System

We are all about doing things faster and better around here at Lifehack. And part of doing things faster and better is having a solid personal productivity system that you use on a daily basis.

This system can be just about anything that helps you get through your mountain of projects or tasks, and helps you get closer to your goals in life. Whether it’s paper or pixels, it doesn’t really matter. But, since you are reading Lifehack I have to assume that pixels and technological devices are an important part of your workflow.

“Personal Productivity System” defined

A personal productivity system (at least the definition that this article will use) is a set of workflows and tools that allow an individual to optimally get their work done.

Workflows can be how you import and handle your photos from your camera, how you write and create blog posts, how you deploy compiled code to a server, etc.

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Tools are the things like planners, todo managers, calendars, development environments, applications, etc.

When automation is bad

You may be thinking that the more that we automate our systems, the more we will get done. This is mostly the case, but there is one very big “gotcha” when it comes to automation of anything.

Automation is a bad thing for your personal productivity system when you don’t inherently understand the process of something.

Let’s take paying your bills for example. This may seem very obvious, but if you can’t stick to a monthly budget and have trouble finding the money to make payments on time, then automating your bill payment every month is completely useless and can be dangerous for your personal finances.

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Another example is using a productivity tool to “tell you” what tasks are important and what to do next. If you haven’t taken a step back and figured out just how your productivity systems should work together, this type of automation will likely keep you from getting things done.

You can only automate something in your personal productivity system that have managed for a while. If you try to automate things that aren’t managed well already, you will probably feel a bit out of control and have a greater sense of overwhelm.

Another thing to remember is that some things should always be done by yourself, like responding to important emails and communicating with others. Automating these things can show your coworkers and colleagues that you don’t care enough to communicate yourself.

When automation is good

On the other hand, automation is a great thing for your personal productivity system when you understand the process of something and can then automatically get the steps done. When you know how to manage something effectively and understand the step-by-step process of a portion of your system, it’s probably a great time to automate it.

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I have several workflows that I have introduced in the last year that takes some of the “mindless” work from me so I can be more creative and not have to worry about the details of something.

On my Mac I use a combination of Automator workflows, TextExpander snippets, and now Keyboard Maestro shortcuts to do things like automatically touch-up photos imported from my iPhone 4S or open all the apps and websites needed for a weekly meeting to the forefront of my desktop by typing a few keys. Once you open yourself up to automating a few of your processes, you start to see other pieces of your system that can benefit from automation.

Once again; none of this works unless you understand your processes and know what tools you can use to get them done automatically.

The three steps to determine if something is “ripe” for automation

If your workflow passes these three steps, then automate away, baby:

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  1. You can do this process in your sleep and it doesn’t require your full, if any form of attention. It can (and has been) managed in some form prior to automating it.
  2. The process is time consuming.
  3. The process doesn’t require “human finesse” (ie. communicating and responding to something personally)

Automating your personal productivity systems can be a great for you in the long run if you are careful and mindful of what you are doing. You first need to understand the processes that you are trying to automate before automating them though. Don’t get stuck in thinking that anything and everything should be automated in your life, because it probably shouldn’t.

Pick and choose these processes wisely and you’ll find the ones that take up most of your time to be the best ones to automate. What have you automated in your personal productivity system?

Featured photo credit: Pexels via pexels.com

More by this author

CM Smith

A technologist and writer who shares advice on personal productivity, creativity and how to use technology to get things done.

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Published on April 16, 2019

How Self Care Can Help You Live Your Best Life

How Self Care Can Help You Live Your Best Life

When was the last time you did something for yourself?

Whether it was deciding to treat yourself with a little something or travel for some R&R, how often do you practice self-care?

Well, as good as above sounds, there’s a common misconception that many of us have about self-care: that it’s only about indulgence and enjoyment.

However, self-care goes far beyond indulgence. It’s actually about respecting your mind and body, understanding its limits, and being able to take care of every part of yourself, in a holistic way.

And, you really don’t have to go to extreme measures or do anything specific–like meditating or following a plant based diet–in order to practice self-care. You just have to make sure that what you’re doing is in your best interests.

So how can you make that happen?

Below are a few proven methods that will help you become a better version of you. Follow through with these regularly and you’ll be well on your way to living your very best life.

Listen to Yourself

The bulk of self-care is knowing yourself.

This means knowing your body’s limitations, and being in tune with your feelings, emotions and thoughts. So it’s important, then, to know who you are and what you want to do in life, in order to truly say that you know yourself. 

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What is your purpose?

Have you ever thought about this question?

Your purpose doesn’t have to remain the same throughout your life. What you found a purpose in at age 19 would likely be different at age 49.

In your current situation, think about the different roles that you have – as a working professional, a spouse, a partner, a parent, etc.

Do you feel like you are fulfilling your purpose through any of these roles?

All you have to do is ensure that what you’re chasing is meaningful to you; this will bring focus and motivation as you strive to achieve your goals.

If you have your purpose defined, then that’s awesome! You know what drives you and why.

But, if you don’t feel like you have a purpose nailed down, it’s good to start by asking why.

For example, why are you working in your particular job or industry? If the reason is vague or unclear, then your motivational energy will be the same. In which case, you may find yourself not having a direction for where you’re headed in life.

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If you’d like to learn more about finding your purpose, then I recommend you check out this article:

How to Get Motivated and Be Happy Every Day When You Wake Up

Seek Out Continuous Education

Now, this may seem less common when you think of self-care, but lifelong learning is incredibly useful and an important component of taking care of yourself.

It’s Super Practical

Lifelong learning is extremely practical these days and does not require as much effort as it may have in the past. Long gone are the days when you could only find information on something by visiting a library. In this day of the internet, anything you can imagine is at your fingertips.

You don’t need to physically go to a learning institution to learn. You can watch Youtube videos to learn new skills, take online courses to earn a degree, and scroll through an endless amount of articles, books and journals from reputable news and informative sites.

When you’re constantly pushing yourself to learn and take up new things, your mental health also improves. Research shows that an active and engaged mind is responsible for diminishing age-related memory loss and improves overall cognitive abilities.

Your Confidence Will Skyrocket

You’ll also have improved self worth as it teaches you to step outside of your comfort zone, which will undoubtedly improve your confidence.

You’ll also connect better with others by expanding your knowledge base. Learning exposes you to a multitude of new ideas and perspectives that you may have otherwise never considered. This also increases your adaptability. Whether it’s at work or just wanting to adapt to society, your peers, and loved ones, life long learning prepares you to take on new challenges.

You’ll Be More Desired in the Job Market

Another obvious reason for continuous education, is that your employability will also increase.

With the ever changing economy, and huge influences from technology, social media, science etc., job descriptions today are moving targets. Assignments and roles change so quickly in response to changing business demands, it becomes a Herculean task to keep a job description database current.

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In years past, stability was a characteristic of the world of work. Procedures, information, jobs, and organizations were established and provided continuity. Education was completed in the first 14 to 22 years of one’s life, followed by a long career occasionally punctuated by short-term job training.

Today, however, jobs, companies, and technology are disappearing and being created simultaneously. To remain current and maintain a competitive advantage in the human capital marketplace, an individual is challenged to continually learn.

People return to school at every age to enrich their skills and knowledge for their current positions. Some even prepare themselves for new jobs or career changes, moving them forward into new opportunities and technology.

We can be assured that we will be challenged to continue to learn new tasks and information throughout our lives. Successful careers belong to flexible, curious learners who are prepared for opportunities because they know themselves and where they make their best contribution. As Peter Drucker, the father of modern management stated,

“Knowledge is choice.”

Lifelong learning also increases social awareness and perspective. To genuinely understand and empathize with others, increase social awareness, and foster strong interpersonal relationships, it’s important to seek out new perspectives. Enhancing the skills that positively impact emotional intelligence can bring even greater happiness and success, both personally and at work; and, this is all part of self-care.

Improve Your Habits (Both at Work and at Home)

Now, the last piece of advice I want to introduce to your self-care regimen, is to improve your habits.

Habits define who you are, and are built up over time. You are what you eat is a great example of this. If you make it a habit to eat foods that nourish your body, rather than make your body feel bad, then you will be much healthier overall.

Good Habits Allow You to Reach Your Goals

Since habits dictate your days and nights, such as waking up every morning to get to work before a certain time, or brushing your teeth before bedtime every night, they play a major role in whether we do or do not reach our goals.

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When you form habits that allow you to progress towards your goals, you’re automatically living a purposeful day, everyday.

Habits Make Your Time a Priority

How do you spend your free time? Do you opt to lounge on the couch watching Netflix passively, or do you engage in activities that support your purpose in life?

It’s natural to waste a lot of time during the day, but fostering good habits will make you set a pattern for how you spend your time and give you the choice of what you choose to spend your time on. By improving your habits, you’ll find that you can be a LOT more productive. When you create good habits, you become more efficient with your time and a lot less is wasted.

This in essence creates an overall positive influence on your life, allowing you to treat your mind and body well, which is why improving your habits are so important to self-care.

Your Well Being Comes First

We live in such a fast-paced society, where we are often so caught up in our work, families, maintaining our social lives, our studies and everything in between. It’s an understatement to say that life can get a little overwhelming at times.

If you’ve ever watched the safety video onboard a plane, you’ll know that they always ask for a parent or adult to put on the safety mask first, before tending to the child. This may sound selfish, but the fact is that if you truly want to ensure the child’s safety, then your safety needs to come first so that you can protect and care for the child without complications from your end.

The same goes for self-care. We need to ensure that our well being is priority, so that we can be the best for the people around us.

Listening to yourself, practicing lifelong learning and improving your habits are steps that you can take to ensure you’re constantly in the best state of mind, alongside the indulgence and rest that you reward yourself with.

Featured photo credit: Photo by Raychan on Unsplash via unsplash.com

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