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How Not to Fall Into a Productivity Hole

How Not to Fall Into a Productivity Hole

Ugh … so I’m sitting here again, spending Sunday afternoon trying to sort out my productivity – so I believe – by looking through yet another to-do list, trying to get a grasp on the newest “magic” work management app, and overall wondering why can’t I just get my work done.

For example, it’s hard for me to imagine that a hairdresser goes to work every day wondering how to construct their to-do list in a way that would not make them mad the second they give it a glance. Or a bus driver trying to sort out their routes through a piece of project management software. That just sounds insane.

So why does productivity seem to only be the problem of people whose job is done predominantly on a computer?! I mean, is there something wrong with us? Do we really need five different tools just to handle our to-do lists?

Are we all in a productivity hole of some kind?

We maybe are, unfortunately, but let me tell you exactly what I mean here .

In short, you’re in a productivity hole if you constantly keep spending more and more time on managing your productivity itself and neglecting the things that really need to be done throughout your day – your actual job.

Sounds like you?

Don’t worry though. This is fixable.

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As always, the first step is to understand the problem, take some honest self-reflection time and find out if you’re suffering from it.

Again, the problems usually start once we devote too much of our time to managing our productivity setup (various tools and methods) and because of this we’re procrastinating on the actual work that needs to be done.

Therefore the best starting point is to go through your average day and pay attention to how you’re spending it.

In general, a healthy habit is to start the day off with some form of review – check the tasks you handled the previous day and compile the final list of things you need to do today. But this shouldn’t take you more than 10-15 minutes. After that, you should no longer focus your efforts on micro management and questioning your work.

Let’s emphasize that last part. Questioning our work is a very common problem. Here’s how it plays out. You start the day off by reviewing your plan, picking your tasks and then starting to work. However, after an hour or two you get back to the plan and start questioning whether certain tasks should really be on your list. So you do some tuning up and go back to work. After a couple of hours the story repeats itself.

This is not good. And such a habit really kills your productivity. It’s much more effective to just set the tasks of each day once, and then execute them through the rest of the day, questioning nothing.

Here’s how you can think about this to make it easier. In the morning, you’re the CEO. You make the decisions and plan things out. However, right after that, you go into a worker mode. In that mode, you have no decision making power, you can only handle the work that’s been planned out in the morning.

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Go on, give it a shot, I promise it works like gangbusters.

Simplify your productivity tool usage

We’re often tempted to constantly work on improving our productivity by introducing more and more productivity tools or apps. I mean, there’s something new being released literally every week, and it’s promised to be the magic bullet solution every single time.

So we naturally jump in, begin testing the tool, spend a week playing with it, only to abandon it the next week and start experimenting with something else.

While I am struggling with this just as much as you are, I’m finding that it’s a lot easier to deal with this problem when I remember these wise words:

“Perfect is the enemy of good.” -Voltaire

Here’s how to think about this in relation to what we’re discussing here. If some solution is working just fine for you and it makes you productive, don’t go out of your way to find a replacement.

In my case, for example, using standard paper bills for my to-do lists is king.

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Now, let’s flip this thing on its head and talk about when it is perfectly okay to introduce new solutions…

Don’t do the work you don’t need to be doing

Apart from constantly questioning yourself, going back and forth between working and planning, and experimenting with too many productivity tools, another very popular problem is doing things that you simply don’t need to be doing. Either because they can be skipped altogether or because someone else or something else can handle them much more efficiently than you.

I will give you a couple of examples in just a moment, but what’s important here is not necessarily the specific examples, but the main idea overall – the idea to search for tools and solutions that can make previously time-consuming tasks less time consuming.

So the first example is pitching clients and sending proposals to them. If you’re self-employed or work in a department of your firm that involves client outreach, you will be spending a lot of time micro managing things, going through emails, double checking if you’ve perhaps missed something, and so on.

This is not productive. What you should do instead is focus on the core of the task – the stuff that’s really important. When we’re talking pitching clients, what’s important is finding the right prospective client and offering them something that is likely to help them. Managing the pitch itself is not something that should be on your plate if you want to be productive.

A tool like Bidsketch can help you with this sort of thing and handle the management part completely. It will send your proposal out, track it, and even let you know if the client viewed it. As a result, you will be able to just focus on doing the core of your work.

Moving on to the next example – selling products or services online. Normally, doing this requires a lot of work to handle the tech stuff. If you have a custom online store built, which is how many small companies work, you have to constantly manage it and make sure that every technical detail is working correctly.

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But this is a waste of your valuable time. With a tool like Shopify, you can build a custom store in minutes and then let Shopify handle the heavy lifting, so you can focus on actually selling, rather than on managing sales.

Finally, the last example I have for you is managing your data – the files on your laptop, your desktop, or your mobile, and making sure that everything is safe and backed up. Years ago, this was done through USB pen-drives, but these days we have Dropbox, Box, SugarSync, and many more. All these tools have been built to make sure that your files are secure so you don’t need to actively back them up.

The examples are plenty, so what I want you to take out of this is the following process. It is meant to identify the productivity holes in your to-do lists and help you fix them:

  1. Look through the tasks that you’re taking care of, and pick the ones that consume the most of your time.
  2. Name the core (most important) activities as part of those tasks. For example, like I said with pitching clients, the core activity is finding the right clients and offering them the right solution.
  3. List all the side activities that are required to handle those tasks (yet are not the core ones). Again, for pitching clients for example, it’s sending the pitches, proposals, tracking responses, and so on.
  4. Try finding a tool that will optimize those non-core activities for you.

I guarantee that if you do this for just the top three of your most time-consuming tasks, you will see huge improvements in your productivity. And if you combine this with the first technique I shared here – being a CEO in the morning and a worker throughout the rest of the day – you will multiply your results for good.

What do you think about this? Are you in a productivity hole right now that you’d prefer getting out of?

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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.

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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.

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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.

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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.

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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

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