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Get Productive! 15 Ideas that Really Work!

Get Productive! 15 Ideas that Really Work!

Can I tell you a little secret?

Working smart isn’t about doing more in less time. It’s about doing less in more time.

Confused?

Let me explain: Being truly productive — maybe “effective” is a better word — is not about rushing mindlessly through your to do list. It’s about first being prudent with task selection and then doing the tasks that make the biggest difference.

The Most Important Thing

If there’s one thing I’d want you to take away from this post, then it’s this: Use the Eisenhower matrix to identify what tasks are important and what tasks are urgent and then act on them in this order:

  • Quadrant 1 – Urgent and Important tasks – these are critical to your day and must be dealt with immediately. Think dealing with a heart attack or child in hospital.
  • Quadrant 2 – Not Urgent and Important tasks – You want to spend most of your time in this quadrant. Think regular exercise or good parenting. If you exercise regularly you’re less likely to end up with a heart attack.
  • Quadrant 3 – Urgent but not Important tasks – Unfortunately we waste a lot of time in this quadrant. Think ‘urgent’ emails or constantly responding to SMS messages. These appear urgent but are just interruptions and hijack your day.
  • Quadrant 4 – Not Urgent and Not Important – These are downtime and recreational activities. You need to decompress but try and schedule these towards the end of the day.

Once you’ve decided on which tasks fall into which quadrant you can use one of the productivity tricks below to work through your targeted to do list.

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1. The Pomodoro technique.

Essentially this is breaking your tasks down into 25 minute increments and attacking your work with intense focus for those time slices. After each 25 minute slice you take a 3-5 minute break. And every four pomodoro’s you take a 15-3- minute break. That’s it. The idea here is that frequent breaks can improve mental agility.

2. The Getting Things Done (GTD) approach.

This approach categorises tasks in two ways. By projects (which we’re all familiar with) and by contexts which is a set of conditions necessary to execute on the tasks. Imagine this: You need to make an appointment to see the doctor, call the plumber to fix the bathroom and call back your accountant. These tasks would probably fall into the health, home maintenance and finance projects respectively. But they would all be executed from one context – your phone. One of the benefits of the GTD method is that it allows you to club tasks by context and keep several projects moving forward using the ‘context handle’.

3. Process your email in batches.

Email is one of those quadrant 4 tasks that can really hijack your day. Don’t check your email too often. That’s a recipe for disaster when it comes to productivity. Train your stakeholders to expect replies from you at 10am, 12pm and 3pm (using an out off office message and/or a message in your email signature) and then stick to these times. You’ll be amazed at how many ‘urgent’ tasks ‘resolve themselves’!

4. Reserve your creative work for the morning.

If your day involves work that’s creative or requires critical thinking, schedule this for your mornings. For most people mornings are their ‘prime time’. This is when you’re likely to get the best breakthroughs and maximum output on creative pursuits. Save the admin tasks for later in the day.

5. Plan your day the night before using time boxing.

Planning your tasks the night before gives you emotional distance from the overwhelm that inevitably creeps into your busy work day. Plan your tasks on your calendar using time boxing and stick to the plan. Only make exceptions for emergencies!

6. Learn the art of saying “no”.

Know what makes Apple so successful? They know how to say ‘no’. They say no to hundreds of possible design features that they could cram into their devices and distill it down to the bare essentials. They are masters of elimination. The end result? Simplicity in form and functionality. This is the approach you need to take to your to do list. Distill it down to the bare essentials and then go to town on those tasks first.

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7. Use a timer (I like Vitamin R for the Mac).

Here’s another very powerful secret. Time yourself while you’re working. Set yourself aggressive time lines too. Think it’ll take you an hour to write that article. Try and do it in 45 mins. You’ll find that it’ll sharpen your focus if nothing else.

8. Consume audio content while running or exercising.

Use audiobooks whenever possible. Check out the Amazon matchmaker offering which allows you to swap between reading the ebook and and listening to audiobook version while still keeping your bookmarks intact. It’s an awesome product and often offers the complimentary audiobooks to go with your existing ebook at prices as low as $1.99.

9. Develop rhythms of focus and rest.

In keeping with the Pomodoro technique make sure you figure out a rhythm of focus and rest. I tend to keep the longer work sessions and shorter rest sessions towards the beginning of the day. As the day wears on I tend to shorten the work sessions and take longer breaks. Work out the rhythm that’s right for you and then go for it.

10. Do a productivity audit on yourself.

Having experimented with excel, handwritten notes, and a few other methodologies, I’ve found the best way to track your time is to get rescuetime.com setup on your computer. It automatically tracks your activities while you’re online. And if you decide to upgrade to the professional version (currently around $10 a month) you can even track your activities offline.

You only need to track your activities for a month to do a productivity audit on yourself. That’s enough to get an understanding of how you’re spending your time and compare it to how you think you’re spending your time.

Trust me you’ll be surprised.

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11. Don’t multitask, Uni task.

Let’s bust one of the biggest prevailing myths around productivity. Multitasking does not work. Several studies have demonstrated the myth of multitasking.

Mult-tasking causes more distractions, dulls your focus and increases stress levels. Its costs far outweigh its benefits.

12. Use your mornings as a springboard for success.

Know the secret of the highest achievers? They use their mornings to get a jump on their day. By the time they’ve reached their afternoon they’ve completed their most important tasks. They even get a workout done, read or listen to inspiring material (often while working out) before they start their day. This increases their energy levels and sets them up for success.

The first few hours of the day sets the tone. What do you do to get yourself into gear when you wake up?

13. Identify your prime time and eliminate distractions during those hours.

Get very clear over all the times when you’re most productive. Most people hit their stride at about 10 am. When’s your prime time?

Also, eliminate distractions to take full advantage of your prime-time hours. For example, if you find that your prime time is at 10 am then make sure you don’t change your email and avoid meetings around that time.

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Block out that time in your calendar and use it to become laser focused.

14. Develop rituals that you associate with high performance.

Have you seen Rafael Nadal arrange his drink bottles obsessively in between sets at wimbledon? That’s an example of a high performance ritual.

Rituals are great because that don’t involve a lot of thinking, and automatically get you into the design for high-performance work. I find this is one of the best ways to achieve ‘flow’.

15. Stop procrastination dead in its tracks once and for all!

One of the biggest drains on your productivity is procrastination. Procrastination affects your productivity in two ways. Firstly, you lose time when you are procrastinating. Secondly, and more importantly, delaying tasks often comes with a cost. For example, if you don’t exercise regularly you’re more likely to end up with a heart disease or stroke. Or if you let important tasks  build up you’re going to spend a lot more time putting out fires that you would never have had in the first place if you had completed the tasks ahead of time.

Want to overcome procrastination? Use this mindfulness approach to become aware of your patterns around procrastination so you can overcome them.

What You Achieve is More Important that How Much You Achieve

At the end of the day it’s not how many tasks you get through but how many strategically important moves you’ve made in your day. It’s about identifying the most important items on your to do list and then applying these tools to get them done first. Applying excellent productivity tools blindly to your to do list is like using a blunt instrument to cut through steel. You’re wasting your time.

How do you prioritise your tasks and what’s your favorite productivity hack?

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Last Updated on September 20, 2018

8 Ways to Train Your Brain to Learn Faster and Remember More

8 Ways to Train Your Brain to Learn Faster and Remember More

You go to the gym to train your muscles. You run outside or go for hikes to train your endurance. Or, maybe you do neither of those, but still wish you exercised more.

Well, here is how to train one of the most important parts of your body: your brain.

When you train your brain, you will:

  • Avoid embarrassing situations. You remember his face, but what was his name?
  • Be a faster learner in all sorts of different skills. No problem for you to pick up a new language or new management skill.
  • Avoid diseases that hit as you get older. Alzheimer’s will not be affecting you.

So how to train your brain and improve your cognitive skills?

1. Work your memory

Twyla Tharp, a NYC-based renowned choreographer has come up with the following memory workout:

When she watches one of her performances, she tries to remember the first twelve to fourteen corrections she wants to discuss with her cast without writing them down.

If you think this is anything less than a feat, then think again. In her book The Creative Habit she says that most people cannot remember more than three.

The practice of both remembering events or things and then discussing them with others has actually been supported by brain fitness studies.

Memory activities that engage all levels of brain operation—receiving, remembering and thinking—help to improve the function of the brain.

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Now, you may not have dancers to correct, but you may be required to give feedback on a presentation, or your friends may ask you what interesting things you saw at the museum. These are great opportunities to practically train your brain by flexing your memory muscles.

What is the simplest way to help yourself remember what you see? Repetition.

For example, say you just met someone new:

“Hi, my name is George”

Don’t just respond with, “Nice to meet you”. Instead, say, “Nice to meet you George.”

Got it? Good.

2. Do something different repeatedly

By actually doing something new over and over again, your brain wires new pathways that help you do this new thing better and faster.

Think back to when you were three years old. You surely were strong enough to hold a knife and a fork just fine. Yet, when you were eating all by yourself, you were creating a mess.

It was not a matter of strength, you see. It was a matter of cultivating more and better neural pathways that would help you eat by yourself just like an adult does.

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And guess what? With enough repetition you made that happen!

But how does this apply to your life right now?

Say you are a procrastinator. The more you don’t procrastinate, the more you teach your brain not to wait for the last minute to make things happen.

Now, you might be thinking “Duh, if only not procrastinating could be that easy!”

Well, it can be. By doing something really small, that you wouldn’t normally do, but is in the direction of getting that task done, you will start creating those new precious neural pathways.

So if you have been postponing organizing your desk, just take one paper and put in its right place. Or, you can go even smaller. Look at one piece of paper and decide where to put it: Trash? Right cabinet? Another room? Give it to someone?

You don’t actually need to clean up that paper; you only need to decide what you need to do with it.

That’s how small you can start. And yet, those neural pathways are still being built. Gradually, you will transform yourself from a procrastinator to an in-the-moment action taker.

3. Learn something new

It might sound obvious, but the more you use your brain, the better its going to perform for you.

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For example, learning a new instrument improves your skill of translating something you see (sheet music) to something you actually do (playing the instrument).

Learning a new language exposes your brain to a different way of thinking, a different way of expressing yourself.

You can even literally take it a step further, and learn how to dance. Studies indicate that learning to dance helps seniors avoid Alzheimer’s. Not bad, huh?

4. Follow a brain training program

The Internet world can help you improve your brain function while lazily sitting on your couch. A clinically proven program like BrainHQ can help you improve your memory, or think faster, by just following their brain training exercises.

5. Work your body

You knew this one was coming didn’t you? Yes indeed, exercise does not just work your body; it also improves the fitness of your brain.

Even briefly exercising for 20 minutes facilitates information processing and memory functions. But it’s not just that–exercise actually helps your brain create those new neural connections faster. You will learn faster, your alertness level will increase, and you get all that by moving your body.

Now, if you are not already a regular exerciser, and already feel guilty that you are not helping your brain by exercising more, try a brain training exercise program like Exercise Bliss.

Remember, just like we discussed in #2, by training your brain to do something new repeatedly, you are actually changing yourself permanently.

6. Spend time with your loved ones

If you want optimal cognitive abilities, then you’ve got to have meaningful relationships in your life.  Talking with others and engaging with your loved ones helps you think more clearly, and it can also lift your mood.

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If you are an extrovert, this holds even more weight for you. At a class at Stanford University, I learned that extroverts actually use talking to other people as a way to understand and process their own thoughts.

I remember that the teacher told us that after a personality test said she was an extrovert, she was surprised. She had always thought of herself as an introvert. But then, she realized how much talking to others helped her frame her own thoughts, so she accepted her new-found status as an extrovert.

7. Avoid crossword puzzles

Many of us, when we think of brain fitness, think of crossword puzzles. And it’s true–crossword puzzles do improve our fluency, yet studies show they are not enough by themselves.

Are they fun? Yes. Do they sharpen your brain? Not really.

Of course, if you are doing this for fun, then by all means go ahead. If you are doing it for brain fitness, then you might want to choose another activity

8. Eat right – and make sure dark chocolate is included

Foods like fish, fruits, and vegetables help your brain perform optimally. Yet, you might not know that dark chocolate gives your brain a good boost as well.

When you eat chocolate, your brain produces dopamine. And dopamine helps you learn faster and remember better. Not to mention, chocolate contains flavonols, antioxidants, which also improve your brain functions.

So next time you have something difficult to do, make sure you grab a bite or two of dark chocolate!

The bottom line

Now that you know how to train your brain, it’s actually time to start doing.

Don’t just consume this content and then go on with your life as if nothing has changed. Put this knowledge into action and become smarter than ever!

Featured photo credit: Unsplash via unsplash.com

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