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Fundamental Theory of Productivity: Less is More

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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.

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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 November 25, 2021

20 Essential Apps And Websites For Digital Nomads

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20 Essential Apps And Websites For Digital Nomads

Living a life of perpetual travel is pretty exciting – new destinations, new cultures and new incredible people to meet and hang out with! However, working on the road can get pretty hectic at times. As a digital nomad I have found myself in rather awkward situations a lot – from missed deadlines due to incorrect time zone conversion to a nearly missed plane when I forgot to print out my booking and confused the time (I did catch that plane though!).

Being your own boss is equally awesome and hellish. Juggling numerous tasks at once and getting things done super-fast with a terrible wi-fi connection requirea killer organizational skills and zen-like concentration. Try using the next 20 websites and apps to make your life as a digital nomad easier, less stressful and even more exciting!

1. Trello

Trello is your go-to website to stay organized and work super-efficiently on the road. It’s a free service that allows you to create numerous boards for your ongoing projects and plans. Tired of having numerous notes scattered around different apps and lengthy email threads with your clients or team? Just drag and drop them all to Trello, where you can easily collaborate, quickly exchange ideas and notes in the form of cards, leave comments and track the overall progress of the project. You can create numerous boards and organize them the way you like, upload files to each, set deadlines and notifications, plus easily share everything with one click.

My Trello contains two sets of boards – personal and business. I use the first to keep all my travel plans neat and make sure I won’t confuse the flight time or overstay my visa; the second to keep a visual account of my personal goals and various arrangements. The business board is where I have a list of ongoing projects composed into simple to-dos with their current statuses –  along with all the comments from my clients and a separate column for follow-ups.

Trello is an incredible free alternative to similar project management softwares I used before and it can be used for tackling any job – from house renovation to multi-stage marketing campaign! Also available as an app for iOS and Android devices to get updates on the go.

2. f.lux

As a digital nomad you often find yourself working late at night or early morning to keep up with your clients’ time zones. Love checking your email or reading a few articles from your iPad before going to bed? (I do!). Even if you don’t feel it yet, your eyes are seriously suffering from those habits and you can end up having troubles with sleeping as the blue light from your devices negatively impacts your sleeping patterns. Use f.lux – a handy software that will automatically adjust the color of your computer’s display to the time of day – warm at night and like sunlight during the day. F.lux allowed me to be more productive in the mornings and made it easier to slow down my activity in the evenings. As a digital nomad it is essential to stay refreshed as your income depends solely on your productivity. Besides, haven’t we escaped the cubicle to have a better work/life balance and more rest in the first place?

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3. Focus@Will

As we often find ourselves working at various places around the globe – from a crowded bus station to a jam-packed bar (the only place that has decent wi-fi in the area) – concentrating on your work gets extremely difficult. That’s where Focus@Will comes to rescue. The service offers a wide selection of white noise and simple tunes selected according to a neuroscience-based approach. It seems to work pretty great as I stayed way more concentrated on my work compared to the times when I just blasted my favorite tunes and murmured along. A 30-day free trial has a limited selection of tracks and will stop playing them in an hour (although it could be restarted immediately). The paid service will cost you around $10 for three months. Also available as a free app for iOS and Android devices.

4. Shopify

Let’s admit it, being a digital nomad and working solo gets challenging at times. There are days when you feel like a Renaissance man trying to tackle all things at once and getting expertise in numerous areas. That’s especially true when you are just about to launch your business website, blog or an online store. If you are a creative, you have only basic knowledge (if any) in CSS, HTML or integrated payment systems, so you spend endless hours figuring out how things work instead of doing what you are really good at and earning money.

Try Shopify – a service providing custom no-hassle ecommerce solutions. They offer everything from secure hosting and mobile-optimized websites to secure check-outs with some 70 payment getaways to choose from and assistance with running your online marketing campaign. The rates are incredibly affordable and start from just $29 per month for unlimited access to all their services and features or opt for a 14 day free trial to test them out first!

5. Rescue Time

Proper time management is another great struggle all digital workers face. How many times you have found yourself spending over 12 hours a day in front of your screen and not having all things done? Yeah, it happens to me quite in a while, so I’ve started using Rescue Time – to stay on top of my productivity while still having a normal work/life balance. Install it on your computer and all devices to have an accurate picture of how much time you spend doing certain activities or browsing certain sites (khm..cat videos on YouTube). At the end of each week you’ll receive an email with a fair statement on your (un)productivity.

Rescue Time enables you to give more accurate deadlines to your clients; create accurate hourly invoices as you know exactly how much time you’ve spent doing a certain task and adjusting your rates accordingly and eliminate random activity during your working hours. You can use Light Rescue Time version for free or opt for the premium plan at $6 per month.

6. Every Time Zone

As you probably work with people based anywhere from New Zealand to the West Coast keeping an eye on the deadline or updating them on your progress at 9 am each day may get tricky. Just as sending follow-ups, project proposals and invoices at the right time of the day. Every Time Zone is another great solution for keeping proper track of the time – your client’s time. Add all time zones you need, add your time in the marker at the top and see where this lands in everyone else’s day. No more crazy maths with figuring out when do you need to ring up Joe on Skype if he asked to do that at 11 am EST.

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7. XE Currency

How many currencies do you have in your wallet? My guess is more than two. As a digital nomad and perpetual traveler you have to keep track on the conversion rates and different currencies all the time. To make sure you are charging an equally fair price in USD/EU/GBP or any other currency out there use XE Currency. Get live conversion rates instantly or add up a list of your preferred and sync ahead of time to have instant offline access from any device. XE Currency is available as a web service, iOS, Android, Windows Phone apps and more.

8. Trail Wallet

My second essential money app for digital nomads is Trail Wallet (currently iOS only). It’s a beautifully crafted and easy-to-use app for tracking your expenses across multiple countries and currencies. You can organize your spendings by country or my month, set max daily budgets and add each dollar you’ve spent on the go. At the end of the month the app will tell you if you gone over your budget or where exactly did the cash flow. It’s perfect for analyzing the cost of living and working at different cities and countries, thus finding the optimal home-base for you when you get tired of being on the road and need to settle down for a while.

9. Xero

And to keep better track of your business-related expenses try Xero. Arguably, the best online bookkeeping and accounting service out there for all the non-accountants. It’s perfect for sending invoices, keeping track of the cash-flow and setting payment notifications on credit cards and recruiting payments. It neatly categorizes all your bank transactions and reconciles them with the transactions you have made in Xero to keep things even more simple. Available for numerous iOS and Android devices, so you can always have access to your data at no time.

10. Tripit

Tripit is one of the best travel planners out there! It’s free, fast and most importantly – works off-line. Just say no more to papers and lost emails. Forward all your booking confirmations – hotels, flights, car rental etc and let the app do all the magic for you by turning it into an easy-to-follow itinerary. You can set up notifications and get access to your data from any device without internet connection. Tripit reduced my frustration of arriving to the wrong terminal or roaming around the new city with my baggage as I haven’t written down the hotel address correctly. It’s a great app I seriously recommend using it to basically anyone who travels.

11. 1Password

Sharing sensitive data, especially passwords with your clients or team and keeping track of them can get challenging. That’s why I’ve started using 1Password – a super secure password-sharing service that allows you to create special vaults with a set of passwords to tools and services only accessible to the people you’ve shared it with. Available for numerous devices, the service gives you peace of mind when sharing anything sensitive via unprotected networks. Speaking of which…

12. Private Internet Access

Keep all your data and computer protected by opting for Private Internet Access. Often we need to make those last minute payments or credit card purchases and the only internet available is a suspicious unprotected network your device somehow found. By using an anonymous encrypted VPN and a private IP you can be 100% sure none of your payment data will be fished or passwords stolen.

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13. Workfrom

Find the best coffee shops and cafes in your area with this service. Workfrom has a great pool of venues in major US cities – New York, Portland, San Francisco, Seattle – and more destinations worldwide to be added soon! The service is free to join and you’ll get access to numerous cool spots with unbiased opinions of wi-fi connection and cappuccino quality from digital nomads just like you. Reviews also include price range, meals available, general atmosphere and noise range, along with some pro-tips on where to find sockets and which table is the most secluded. I have discovered some of my all time favorites this way like Mr Bean in Amsterdam.

14. Spotted by Locals

Another awesome service to discover good meals and thrilling events at your current base. Spotted by Locals is not that typical city guide with boring touristy routes, but an amazing resources with awesome recommendations from the locals on things to do and places to check out. After all, you’ve chosen a location independent lifestyle to explore the world more, not just spend hours tapping on the keywords in a different environment.

Currently, the website has numerous recommendations for all major European cities – Paris, Madrid, Vienna, Warsaw and many more, plus it gradually expands into North America with Boston, LA, Toronto and Montreal guides recently added. You can browse around the free categorized selection of activities at the website or pay$ 2.99 for a PDF guide with all tips and places neatly listed on the map. Or opt for iOS or Android app ($3.99 each) to gain offline access to one of the city guides along with a detailed map.

15. Jawbone UP

Now when you know where to go and what to see, here’s a handy app that will help you get unstuck from your laptop. Jawbone UP will gently nag you when it’s time to get up and unwind a bit. Install the app and connect it to all your hardware, than let the Up Activity Tracker (a lovely bracelet) analyze your sleeping and activity patterns to help you creating a better lifestyle. The app will monitor and analyze all your actions and suggest you a healthier schedule, help you sleep better and keep up with the exercise routine (which gets erratic when you are on the move). Why do we need more time if we don’t spend it wise, right? The app is free for iOS and Android, however you’ll have to pay 129$ for the bracelet tracker or 49.99$ for the clip.

16. SugarSync

Some like DropBox, others opt for Google Drive, yet my go-to cloud storage service is SugarSync. It’s simpler, more powerful and has a really slick design. After you install it, you just need to right-click the file/folder to instantly back them up at the cloud. Besides, any further change you make to that data will be automatically synchronized. Large files get uploaded extra fast and you can get 250 GB storage space for just $99.99 per year. Also you can access, share and edit all your files via free iOS or Android app supported on numerous devices. Now, I’ve finally stopped worrying what should I do if my laptop gets broken/stolen.

17. Contactually

If you don’t like to get broke and return home, you have to invest a fair share of your time in building ongoing relationships with your clients, vendors or customers depending on what do you do for a living. To avoid this whole thing becoming a huge pain try using Contactually – a simple, yet powerful service that will tell you when and whom you should keep in touch with and how you could maximize your ROI by connecting with the right people at the right time. It will send you notifications when you’ve fallen out of touch with certain contacts (which can mean missed opportunities in the perspective) and prompt when you should reconnect with the most important contacts from your network by providing helpful context clues like social updates and recent conversations to make the whole thing look more genuine. The service boasts that their users get up to 40% more referrals after using their service (backed by case studies) which is kind of essential for you if you’d like to live the nomadic life and work for yourself!

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18. Schedule Once

If you are working on multiple projects with multiple clients at a time – Schedule Once is your kick-ass service to schedule online meetings and conferences. Create a sleek pre-set calendar when you are available and send people a unique link that allows them to select a suitable time for both of you to connect. The service is fantastic for anyone offering consulting services or coaching sessions and costs just 5$ per month!

19. Spaxtel

Sometimes the internet gets so crappy that calling by Skype is impossible. Or you have a very-very important conversation scheduled and you don’t want any possible glitches to interrupt you. That’s when it’s worth using Spaxtel – a cool service that enables you to make land-line quality phone calls via callback. You don’t need to install any software or have internet access. The rates depends on the quality of call you choose (the lowest discount is pretty great) and the countries from/to you are calling. So far, the price proved to be nearly Skype-affordable for a better overall quality of connection.

20. Earth Class Mail

Snail mail isn’t that popular these days, but you still get some important stuff via it. Say bills and some paychecks. If you don’t want to bug your parents or friends’ to deal with your mail while you are out, try using Earth Mail Class – an affordable mail forwarding service that scans and forwards your mail to the e-mail address of your choice, deposits your checks (for a fee), saves PDFs of your postal mail online and offers in-person pickup and package signing.

Featured photo credit: Avi Richards via unsplash.com

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