Advertising
Advertising

Fundamental Theory of Productivity: Less is More

Fundamental Theory of Productivity: Less is More

The art and science of productivity improves your results and your life. One of the basic theories of productivity can be summed up as “less is more.” Let’s explore the various ways you can grow your productivity through less. After all, we cannot increase the hours in the day but we can increase our focus and our creativity.

1. When you write down fewer priorities, you’ll achieve more

One of my favorite insights from Tim Ferriss’s book The 4-Hour Workweek is about the impact of setting fewer priorities. As Ferriss writes:

“Don’t ever arrive at the office or in front of your computer without a clear list of priorities… I don’t recommend using Outlook or computerized to-do lists, because it is possible to add an infinite number of items… There should never be more than two mission-critical items to complete each day. Never.”

I have found this recommendation valuable and absolutely worth implementing. Besides, writing a to-do list with one hundred items due on a single day will simply discourage you.

2. When you limit yourself to 7-10 annual goals, you will be more likely to achieve your goals

Entrepreneur and author Micheal Hyatt advocates setting approximately seven to ten annual goals that cover your entire life (career, health, intellectual, financial and so forth). Setting challenging goals is a vital to living a life you are proud of, rather than simply checking off tasks. In my experience, 7-10 goals is the “Goldilocks zone” for major annual goals.

3. When you avoid work emails at home, you will be happier and more productive

A study published in the Academy of Management Journal found that professionals often become angry when they receive emails and text messages from their company after usual working hours. When you think about it, that makes a lot of sense. After all, there is often little you can do to solve a work problem in the evening when you are away from your files and ability to seek input from others. If you keep answering work email and obsessing over problems, you will find it more difficult to relax and rest.

Advertising

4. When you insist on meetings with written agendas, you will waste less time.

Following a written agenda is a key habit for effective meetings. Even better, insisting that all meetings have agendas will reduce the number of meetings you attend. You may face a difficult adjustment at first. You will gain back hours of productive time each month. If you receive resistance to a written agenda, simply tell the person “Before attending meetings, I always seek to prepare so that I can make the most of the time.”

5. When you avoid email and social media first thing in the morning, you will be more productive

As Henry Ward Beecher said, “The first hour is the rudder of the day.” It matters how you start the day. Many successful people follow a defined morning routine and take the time to exercise or read a book. Starting the day with email puts you into a reactive frame of mind. That approach means you are neglecting your goals and priorities.

6. When you limit work hours, your focus will improve

In the public accounting industry, there is a “busy season” at the start of the year as thousands of professionals work on audits. The deadline pressure of the season means a great deal of stress. Unfortunately, some people in the sector become neglect the rest of their lives. Even worse, when you assume you will be in the office for twelve hours, you think nothing of wasting an hour or two in the morning.

7. When you take naps, you will manage your stress levels

Carving out twenty to thirty minutes during a busy work day is one way to improve your productivity. Vincent Walsh, professor of human brain research at University College London, commented that naps improve creativity. Simply continuing to grind away on a tough work problem is not always the right strategy. Of course, not every company has an enlightened policy on afternoon naps so use your judgement.

8. When you take all of your vacation days, you will be happier and more productive.

Did you know that New Zealand law requires staff have 30 vacation days per year? That high commitment to vacation is doing nothing to hurt New Zealand’s economy according to a recent OECD findings reported in USA Today. Taking time away from the office allows you to expand your interests, build new experiences and get much needed rest.

Stuck for ideas for how to use your vacation? Get some new ideas from the following resources

Advertising

35 Most Exotic Destinations For Your Next Vacation

8 Reasons Why Taking A Vacation Makes You Better At Work

9. When you reduce email notifications, you will focus more

Notifications – beeps, buzzing devices and sounds – were once a fun idea. However, the time has come to reduce notifications to improve your productivity. If your work or focus is broken to check email every few minutes, it will take you time to refocus on your work. That’s why you should take the time to disable notifications (e.g. disable email notifications on the iPhone and Android phones) or reduce the frequency (e.g. check email every hour instead of every 5 minutes).

10. When you block your calendar, you will receive fewer distractions

In many large organizations, it is a common practice to have a shared calendar. This type of system makes it easy to schedule meetings because the meeting organizer can find a time when everyone needed for the meeting is free. Unfortunately, some people start to view their daily office calendar in a reactive way: a place to store meeting requests. Instead, make sure you block (i.e. schedule “a meeting with yourself”) at least 2 hours per day to permit you to focus on your high priority activities.

For example, the Manager Tools podcast recommends avoiding meetings on Monday mornings.

11. When you reduce television consumption, you have more time to apply yourself to satisfying activities.

According to research firm Nielsen, the average American watches over 3 hours of television per day.  What if you reduced your intake by one hour? That would give you time to apply yourself to other activities. For example, you could finally start learning how to code, attend a night class one day a week or simply get to bed earlier. This idea is especially valuable if you tend to watch television (or video) for hours on end, regardless of the program.

Advertising

12. When you cut back on watching the news, you will be happier and less anxious.

Psychology Today magazine recently reported that viewing TV news and current affairs programs can make people more anxious. Over the past 20 years, there has been an increase in sensational negative news coverage. According to the research: “Not only are negatively balanced news broadcasts likely to make you sadder and more anxious, they are also likely to exacerbate your own personal worries and anxieties.”

13. When you avoid making major decisions when tired, you will make fewer mistakes.

Your energy level impacts your ability to make good decisions. For example, it is often difficult to keep your temper under control after a stressful day at the office. In fact, economists have reported that you are more likely to make impulse purchases (e.g. junk food) when you are tired.

Armed with this information, you can decide to “sleep on it” whenever you are prompted to make a significant decision late in the day.

14. When you go to bed earlier, you will be better rested and effective

If you are used to going through your days feeling tired and worn out, simply going to bed an hour earlier will improve your productivity. Getting more rest will improve your ability to stay focused and help you make better decisions, including on the road. National Highway Traffic Safety Administration reports that over 200,000 American car crashes are caused by sleepy drivers.

15. When you eliminate clutter in your workspace, you will waste less time

Clutter is a common problem for many of us. When your workspace is filled with clutter – old magazines, receipts for expense claims, piles of old Post-It notes – your productivity suffers. Specifically, you will spend time multiple times per day looking for important materials. According to the Daily Mail, searching for lost items takes up at least 10 minutes per day (that’s equivalent to spending over $1100 per year looking for items if your annual salary is $70,000).

16. When you reduce unproductive commuting time, you can achieve more

Commuting to and from the office takes up a great deal of time that could be put to productive use. The average American spends 50 minutes per day commuting, an activity that many consider tiresome or frustrating. Fortunately, you can transform commuting time into education time! If you drive a car to work, listen to podcasts or buy a subscription to Audible (a service that has 100,000 audio books). In addition, you can also look into commuting by train or subway, you can read, study or even get a head start on your work.

Advertising

17. When you streamline your morning routine, you will become a morning master

Your approach to your morning makes a significant impact on your productivity. If you are disorganized and sleep in, a mad scramble to make out the door in time will be your daily reality. Instead, you can follow the morning ritual of successful people who get up early so they can read, exercise and take care of other important activities.

To streamline your morning, look for recurring tasks that you can optimize. For example, consider placing your keys and cell phone in the exact same place each night so you can easily locate them as you depart. During the winter, place all your cold weather clothes (hat, gloves, boots etc) so you they can dry out and be ready for another day.

18. When you set a timer on your work, your foucs will improve

In most professional work environments, individuals have a high degree of autonomy in how they organize their days. Generally, this freedom is a blessing. It is also easy to fall into bad habits – reading articles on the Web, watching silly videos or simply day dreaming. Instead, set a timer for 25 minutes to improve productivity. Once you master the routine of working according to a schedule, you can gradually increase the duration of your focus periods.

19. When you reduce the icons on your computer desktop, you will be more productive

Your computer desktop is not an effective filing system. For the best results, I recommend a maximum of one column of icons for your most frequently used applications. I suggest including your main productivity applications (e.g. Microsoft Word and Excel) and web browsers (e.g. Firefox and Chrome). The rest of your desktop will then be free and clear.

Once you have your computer desktop tidy, look for an inspiring wallpaper image that will put you in a good mood. Explore these seven websites for wallpaper images to get your imagination started.

20. When you moderate your alcohol consumption, your health will improve

On cruise ships and other vacation destinations, complimentary beer, wine and other drinks are served to guests. While enjoyable, downing too much alcohol hurts your productivity. Heavy drinking causes health problems which takes time away from other pursuits. Not sure if your drinking habits are excessive? Make an appointment with your doctor to ask his or her advice.

Featured photo credit: Pocket Watch Classic/Tentes via pixabay.com

More by this author

Bruce Harpham

Bruce Harpham is a Project Management Professional and Founder and CEO of Project Management Hacks.

Young Woman Reading Book 15 Inspiring Books Every Leader Should Not Miss 20 Life Hacks Put To The Test 20 Popular Life Hacks From the Internet Debunked (or Verified) The 15 Healthiest Companies In America That Everyone Longs To Work For 7 Reasons Why People Who Draw Mind Maps Are More Hireable No One Told You the Book List for Improving Leadership Skills? I Will

Trending in Productivity

1 10 Steps For Success: Applying The Power Of Your Subconscious Mind 2 How to Lead a Team More Effectively and Be a True Leader at Work 3 How to Live up to Your Full Potential and Succeed in Life 4 How to Flow Your Way to a More Productive Life 5 How to Overcome Limiting Beliefs That Hold You Back from Success

Read Next

Advertising
Advertising

Last Updated on December 7, 2018

10 Steps For Success: Applying The Power Of Your Subconscious Mind

10 Steps For Success: Applying The Power Of Your Subconscious Mind

How big is the gap between you and your success?

What is the difference between successful people and unsuccessful people?

It is as simple as this: successful people think and talk about what they are creating, and unsuccessful people focus on and talk about what they’re lacking.

So how do you bridge that gap between wanting success and having your success? Let’s make an important distinction. You see, there is a big difference between “Wanting” and “Having” something.

Wanting: means lacking or absent. Deficient in some part, thing or aspect.

Advertising

Having: means to possess, to hold, to get, to receive, to experience.

You can have one OR the other, but not both at the same time with any particular object of your desire. You either have it or you don’t.

When it comes to your subconscious, if you’re focusing on the “wanting”, i.e. the not having, guess what, you will build stronger neural networks in your brain around the “wanting.” However, through the power of your subconscious mind, you can focus on the “having” as if it has already happened. Research has shown that your brain doesn’t know the difference between what you’re visualizing inside your mind versus what is happening out there in your reality.

This is a regular practice of elite athletes. They spend as much timing creating the internal mental imagery of their success playing out as they do actually physically practicing. This helps create both the neural pathways in their brain and the muscle memory to consistently deliver on that success.

Here are 10 “brain hack” steps for success that you can take to create your version of a happy life. Make these steps a regular habit, and you will be astonished at the results.

Advertising

Step 1: Decide exactly what you want to create and have

This is usually the biggest problem that people have. They don’t know what they want and then they’re surprised when they don’t get it.

Step 2: Write down your goal clearly in every technicolor detail

A goal that is not written down is merely a wish. When you write it down in full detail, you signal to your subconscious mind that you really want to accomplish this particular goal.

Step 3: Write your goal in simple, present tense words

…that a three year old can understand on a three-by-five index card and carry it with you. Read it each morning after you awake and just before you go to sleep.

Step 4: Backwards planning

See your goal achieved and identify all the steps required that it took to bring it to life. Making a list of all these steps intensifies your desire and deepens your belief that the attainment of the goal is already happening.

Step 5: Resolve to take at least one step every day from one of the items on your list

Do something every day, even if it is just one baby step, that moves you toward your goal so you can maintain your momentum.

Advertising

Step 6: Visualize your goal repeatedly

See it in your mind’s eye as though it were already a reality. The more clear and vivid your mental picture of your goal, the faster it will come into your life.

Step 7: Feel the feeling of success as if your goal were realized at this very moment

Feel the emotion of happiness, satisfaction, and pleasure that you would have once you have achieved your goal. Visualize and feel this success for at least 20 seconds at a time.

Step 8: “Fake it till you make it!”

Confidently behave as if your subconscious mind was already bringing your goal into reality. Accept that you are moving toward your goal and it is moving toward you.

Step 9: Relax your mind

Take time to breathe, pray or mediate each day. Disengage the stress response and engage the relaxation response. A quiet state of mind allows your brain to access newly formed neural pathways.

Step 10: Release your goal to your subconscious mind

When you turn your goal over to the power of the universe and just get out of the way, you will always know the right actions to take at the right time.

Advertising

Starting today, try tapping into the incredible power of your subconscious mind.Start with just one goal or idea, and practice it continually until you succeed in achieving that goal. Make it a game and have fun with it! The more lightly you hold it, the easier it will be to achieve. By doing so, you will move from the “positive thinking” of the hopeful person to the “positive knowing” of the totally successful person.

Hit reply and let me know what you’re creating!

To your success!

Featured photo credit: use-your-brain-markgraf via mrg.bz

Read Next