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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.

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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

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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.

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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.

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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

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Bruce Harpham

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

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Last Updated on September 24, 2020

17 Ways Learn New Skills Faster and Enjoy the Process

17 Ways Learn New Skills Faster and Enjoy the Process

In the movie The Matrix, everyone was intrigued with the ability that Neo and his friends possessed to learn new skills in a matter of seconds. With the incredible rise in technology today, the rapid learning in the movie is becoming much more of a reality than you realize.

The current generation has access to more knowledge and information than any before it. Through the internet, we are able to access all sorts of knowledge to answer almost every conceivable question. To become smarter, it’s more about the ability to learn faster, rather than being a natural born genius.

Here are 17 ways to kickstart your Matrix-style learning experience in a short amount of time.

1. Deconstruct and Reverse Engineer

Break down the skill that you want to learn into little pieces and learn techniques to master an isolated portion. The small pieces will come together to make up the whole skill.

For example, when you’re learning to play the guitar, learn how to press down a chord pattern with your fingers first without even trying to strum the chord. Once you are able to change between a couple of chord patterns, then add the strumming.

2. Use the Pareto Principle

Use the Pareto Principle, which is also known as the 80 20 rule. Identify the 20% of the work that will give you 80% of the results. Find out more about the 80 20 rule here: What Is the 80 20 Rule (And How to Use It to Boost Productivity)

Take learning a new language for example. It does not take long to realize that some words pop up over and over again as you’re learning. You can do a quick search for “most commonly used French words,” for example, and begin to learn them first before adding on the rest.

3. Make Stakes

Establish some sort of punishment for not learning the skill that you are seeking. There are sites available that allow you to make a donation toward a charity you absolutely hate if you do not meet your goals. Or you can place a bet with a friend to light that fire under you.

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However, keep in mind that several studies have shown that rewards tend to be more motivating than punishment[1].

4. Record Yourself

Seeing yourself on video is a great way to learn from your mistakes and identify areas that you need to improve. This is very effective for any musicians, actors, speakers, performers, and dancers.

5. Join a Group

There are huge benefits to learning in a group. Not only are you able to learn from others but you’ll be encouraged to make progress together. Whether it’s a chess club, a mastermind group, or an online meet-up group, get connected with other like-minded individuals.

6. Time Travel

Visit the library. Although everything is moving more and more online, there are still such things called libraries.

Whether it’s a municipal library or your university library, you will be amazed at some of the books available there that are not accessible online. Specifically, look for the hidden treasures and wisdom contained in the really old books.

7. Be a Chameleon

When you want to learn new skills, imitate your biggest idol. Watch a video and learn from seeing someone else do it. Participate in mimicry and copy what you see.

Studies have shown that, apart from learning,[2]

“Mimicry is an effective tool not only to create ties and social relationships, but also for maintaining them.”

Visual learning is a great way to speed up the learning process. YouTube has thousands of videos on almost every topic available.

8. Focus

Follow one course until success! It’s easy to get distracted, to throw in the towel, or to become interested in the next great thing and ditch what you initially set out to do.

Ditch the whole idea of multitasking, as it has been shown to be detrimental and unproductive Simply focus on the one new skill at hand until you get it done.

9. Visualize

The mind has great difficulty distinguishing between what is real and what is imagined. That is why athletes practice mentally seeing their success before attempting the real thing[3].

Visualize yourself achieving your new skill and each step that you need to make to see results. This is an important skill to help when you’re learning the basics or breaking a bad habit.

Take a look at this article to learn how to do so: How to Become a Person Who Can Visualize Results

10. Find a Mentor

Success leaves clues. The best short cut to become an expert is to find an expert and not have to make the mistakes that they have made.

Finding out what NOT to do from the expert will fast-track your learning when you want to learn new skills. It is a huge win to have them personally walk you through what needs to be done. Reach out and send an email to them.

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If you need help learning how to find a mentor, check out this article.

11. Sleep on It

Practice your new skill within four hours of going to sleep.

Josh Kaufman, author of The Personal MBA, is a noted rapid learning expert. He says that any practice done within this time frame causes your brain to embed the learning more rapidly into its neural pathways. Your memory and motor-mechanics are ingrained at a quicker level.

12. Use the 20-Hour Rule

Along with that tip, Kaufman also suggests 20 as the magic number of hours to dedicate to learning the new skill.

His reasoning is that everyone will hit a wall early on in the rapid learning stage and that “pre-committing” to 20 hours is a sure-fire way to push through that wall and acquire your new skill.[4]

Check out his video to find out more:

13. Learn by Doing

It’s easy to get caught up in reading and gathering information on how to learn new skills and never actually get around to doing those skills. The best way to learn is to do.

Regardless of how unprepared you feel, make sure you are physically engaged continuously. Keep alternating between research and practice.

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14. Complete Short Sprints

Rather than to force yourself into enduring hours upon hours of dedication, work in short sprints of about 20-30 minutes, then get up and stretch or take a short walk. Your brain’s attention span works best with short breaks, so be sure to give it the little rest it needs.

One study found that, between two groups of students, the students who took two short breaks when studying actually performed better than those who didn’t take breaks[5].

15. Ditch the Distractions

Make sure the environment you are in is perfect for your rapid-learning progress. That means ditching any social media, and the temptation to check any email. As the saying goes, “Out of sight, out of mind.”

Before you sit down to learn new skills, make sure that potential distractions are far from sight.

16. Use Nootropics

Otherwise known as brain enhancers, these cognitive boosters are available in natural herbal forms and in supplements.

Many students will swear by the increased focus that nootropics will provide[6], particularly as they get set for some serious cramming. Natural herbal nootropics have been used for thousands of years in Ayurvedic traditions to improve the mind and learning.

Find out more about brain supplements in this article.

17. Celebrate

For every single small win that you experience during the learning process, be sure to celebrate. Your brain will release endorphins and serotonin as you raise your hands in victory and pump your fits. Have a piece of chocolate and give yourself a pat on the back. This positive reinforcement will help you keep pushing forward as you learn new skills.

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The Bottom Line

Learning a new skill should be exciting and fun. Whether you use online courses, real world experience, YouTube videos, or free online resources, take time to learn in the long term. Keep picturing the joy of reaching the end goal and being a better version of yourself as continual motivation.

More Tips on How to Learn New Skills

Featured photo credit: Elijah M. Henderson via unsplash.com

Reference

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