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Minimal vs. Maximal Productivity Tools

Minimal vs. Maximal Productivity Tools

If you aren’t new to productivity blogs, web productivity tools, and other things that have a productive spin or “GTD” in them, then you have certainly heard of the concept of being “minimalist”. The idea is using the absolute least amount of stuff to get something done or live life. Basically, all the extra stuff that you “don’t need” is just clogging up your productive nature and needs to be removed.

But, what if you want all the bells and whistles of productivity tools and the minimalist way feels somewhat restricted? This is where the idea of “maximal” productivity tools come in; tools that provide the user with a ton of functionality and settings that allows them to customize the tool in any way they see fit.

    The case for minimalist tools

    One of the largest complaints about complicated productivity tools is that they tend to get in your way rather than help you get things done. This is definitely the case with some tools that throw in every feature that comes to mind and don’t have a clear way to just “jump in” and start using the tool.

    For example, the web app Toodledo is an extremely powerful task management application (not to mention one of my favorites), but can be somewhat daunting to look at and use at first. This is because of Toodledo’s mass of user options, filters, search, etc. Contrast this with a “simpler” tool like Remember the Milk. It is obvious how to add tasks with RTM and the user interface is clean and easy on the eyes. This isn’t to say that RTM isn’t powerful, it definitely is with the addition of Smart Lists and Locations; it is saying that sometimes when giving a user too many options can confuse and distract them from actually using the tool to get things done.

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    Minimal productivity tools have been extremely popular in the recent years because of the want of users to have something simple that gets out of the way. Some of the tools that come to mind are Simplenote, Ta-da List, SimpleGTD, pen and paper, and Remember the Milk.

    The case for “maximalist” tools

    On the opposite side of the coin, the largest complaints about simple and minimal productivity tools is that they aren’t customizable enough and they lack needed features like tagging, saved searches, different lists styles, cross-platform support, etc. Some users feel that without these enhanced set features that the productivity tools aren’t good enough.

    When Mr. Allen, the GTD guy himself, speaks of systems and productivity tools, he steals a good quote from Albert Einstein:

    “Make everything as simple as possible, but not simpler.”

    This could of course back up the idea of minimalist tools, but it makes me think that it takes somewhat complicated tools to work with and help control complicated things like project planning, email handling, etc. As mentioned before, Toodledo is quite the task management application and it has a ton of functionality that you may never use. But, the idea of providing the user with extra features is appealing in that you can “grow into” a tool.

      Toodledo's complicated filters and Views

      For instance, I am currently using OmniFocus (even though it is pricey as hell) and there is a sweet feature that allows you to relate a location with a context. When you are out and about and check your iPhone for actions you could complete, you can check the location listing and OmniFocus uses your GPS to give you actions that can be finished in your vicinity. At first I thought this feature was nifty, but sort of overkill, that is until I found that I travel quite a bit during a day and can utilize my location to find tasks that can be completed around me. Try to do that with Ta-da List.

      Some of the more popular maximal productivity tools include OmniFocus, Evernote, Toodledo, Outlook, and OneNote.

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      Minimal vs. Maximal: Fight!

      The last thing that I want to do is take one side or the other when it comes to feature-rich tools vs. simple tools. What I can do however, is make some recommendations to those out there that don’t know exactly which camp to settle down in: minimal or maximal?

      1. The best advice that I can ever give is to love the tools you use. What does it matter if there are a million settings or ten settings if you don’t love the tool that you are using?

      2. No tools will make you more productive. Just because you can make a list of actions and relate them to a project and have the system tell you what your next actions are doesn’t mean that you will actually do them. Tools don’t make you productive; you make you productive.

      3. There is no perfect tool. Trust me, I have been down the road and it is long and arduous. There is no perfect GTD tool; never will be. So stop Googling now.

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      4. Make a list of features you need and a list of features you want in a productivity tool. Then when you are looking for a new or better tool, compare your list to the tool’s feature set. If it’s close, then you may not totally hate it.

      5. Once you find a tool that works, stick with it. If your tools are hitting the sweet spot and helping you become more productive, consider adopting them for a year so you don’t fall into the trap of changing task-managers every time you hear of a shiny new one.

      Which side of the camp do you choose when it comes to productivity tools? Do you want to keep things simple or provide yourself with a powerful set of features that are at your disposal?

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      CM Smith

      A technologist and writer who shares advice on personal productivity, creativity and how to use technology to get things done.

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      Last Updated on February 17, 2021

      50 Ways to Increase Productivity and Achieve More in Less Time

      50 Ways to Increase Productivity and Achieve More in Less Time

      If you feel like you don’t have enough time to do everything you want to do, maybe it’s time to check-in with your time management skills.

      No one is born to be very good at time management, so that’s okay if you think you’re bad in it. But everyone can learn to boost their productivity and achieve more!

      Here are 50 ways to increase productivity and add hours to your day.

      1. Set a Timer

      Estimate the time you need to tackle different tasks and set a timer for each of your tasks. How you go about this is up to you as there are many different ways. There is the Pomodoro technique where you focus on a task for 25 minutes followed by a five minute break afterwards.

      In the event that you have a task that will take much longer than that, you can consider one of the many timer-based apps. One that comes to mind is Clockify. It’s used for freelancers and entrepreneurs alike, however it’s a good way to be setting yourself a timer. It provides reports and you can serve as a project manager of sorts too. Best of all, it’s free.

      2. Eliminate All Distractions

      Distractions include the phone, email notifications and having multiple web browsers open on the desktop. Just as it’s important to be organized offline, it’s key to have things organized online as well. This free guide End Distractions And Find Your Focus is a good tool to help you. With this guide, you’ll learn how to get rid of distractions and boost productivity. Grab your free guide here.

      You can also learn more on how to get rid of all distractions in this guide: How to Focus and Maximize Your Productivity (the Definitive Guide)

      3. Listen to Music That Boosts Productivity

      Distractions should be avoided, but sometimes a bit of music in the background can help you focus.

      Of course, it doesn’t need to be heavy rock music, but a bit of Beethoven may do you some good.

      Here’s a complete guide to help you pick the right music for better productivity: How To Maximize Your Productivity With Music: A Complete Guide

      4. Find Meaning in What You Do (And Love What You Do)

      Enjoying what you do is the ultimate way to increase your productivity.

      If you aren’t sure what you love doing yet, don’t worry. Leo Babauta has some unique ways to help you: How to Find Your Passion

      5. Prioritize your tasks ahead of time.

      By listing your tasks in order of importance, you can make sure that you finish all of your most important tasks during the day.

      Learn a unique technique to Prioritize Right in 10 Minutes and Work 10X Faster.

      6. Batch Similar Tasks into a Single Batch.

      Tasks like blog writing, phone calls, email and errands can be grouped into a single batch. You will save time by completing similar tasks in one session. One way to help you with organizing all of those things is through the app Todoist. It’s an easy and simple way for you to plan out your day, set reminders, and group all of your most important tasks in a convenient spot.

      7. Complete Your Most Dreaded Tasks First Thing in the Morning.

      Whichever activity you are dreading the most is probably the one you need to complete first thing in the morning.

      Many people tend to check emails in the morning because after checking a list of emails, they feel fulfilled. But that’s just an illusion of having achieved more.

      Doing simple tasks like checking emails first in the morning is bad for you. Instead, do the difficult tasks because you have more energy in the morning to tackle them!

      8. Reward Yourself for Finishing a Big Task

      To stay motivated for whatever you do, reward yourself every now and then.

      Keep track of your small wins and milestones and celebrate them. So whenever you struggle about your progress, you see how far you’ve come!

      Find out more about this 2-Step Approach to Self-Motivation: Track Small Wins and Reward Yourself.

      9. Don’t Multitask

      Research has shown that multitasking is not productive. If you think you can multitask, think again.

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      For optimum productivity, focus on one thing at a time.

      10. Step Away from the Computer

      The Internet has become one of the number one distraction. To increase your productivity, try to do as much of your work offline as possible.

      I do this a lot when I try to brainstom new ideas and have found it to be very beneficial to simply unplug.

      11. Use Focus Tools

      Make good use of apps and technology to help you remove distractions.

      Here’re 18 Best Time Management Apps and Tools to help you stay focused. This way, you’re not distracted by the web, e-mail, or IM.

      Also, join the free Fast-Track Class – Overcoming Distraction, and you’ll learn the one simple method to work even when you’re surrounded by distractions. Join the free session now!

      12. Just Start

      Often times, starting is the hardest part. People tend to wait for the perfect time with perfect condition to start. But there’s no perfect condition.

      Once you get going, you will quickly get into a rhythm that could last for hours.

      13. Find out Your Productive Hours

      Everyone has a certain time of the day in which they are more productive than others. For me, it’s the morning.

      Find out when your prime time is for productivity and optimize your work schedule accordingly.

      14. Keep a Notebook and Pen on Hand at All Times

      This way, you can write down your thoughts, to-dos and ideas at any time. The key is to get everything out of your head and onto paper. Your subconscious mind won’t be reminding you about it every other second. Another consideration is getting the app Evernote. Not only does this save you on ink and paper, Evernote is a convenient place for you to jot down notes and thoughts and then share them with the team. In certain circumstances, this can prove useful if you’re the type of person that has a lot of ideas that you want to share.

      15. Write a Blog to Chronicle Your Own Personal Development and Achievements

      The blog keeps you accountable and always working towards self improvement and personal growth.

      When you write down all the small achievements you’ve been having, you’re also more motivated to move forward.

      And you know what, this is how I started Lifehack too! What also helped me in starting Lifehack is WordPress, which allows people to set up a website for free. WordPress has simplified a lot of the process of building a site to the point that virtually anyone can build a website now.

      16. Write out a To-Do-List Each Day

      I like to plan my day the night before. This way, I can get started on my most important tasks as soon as I wake up. The Full Life Planner is a nice tool to help you organize your days and get things that matter done. Check out the planner here and start to plan your day ahead easily!

      Make sure you don’t make any of these common to-do-list mistakes!

      17. Write Your Most Important Tasks and To-Dos on a Calendar.

      The key to good time management is knowing where to be and what to be doing there at any given time. Effective calendar management goes hand in hand with good task list management.

      Learn here How to Use a Calendar to Create Time and Space.

      18. Reflect on Your Productivity Constantly

      As you go throughout your day, repeatedly ask yourself:

      “Am I currently making the best possible use of my time?”

      This one simple question can be an excellent boost to your productivity.

      19. Get up Early Before Anyone Else

      I know it could be difficult for some to wake up early in the morning but nothing beats a quiet house!

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      Here’s How to Start Your Day at 5:00 AM and some Simple Things Early Risers Do to make waking up early easier.

      20. Get Plenty of Sleep

      When you work online, sleep can become a long lost memory. However, it’s important to get plenty of sleep so that your working hours can be as productive as possible.

      Try out this night routine which I highly recommend for productivity: The Ultimate Night Routine Guide: Sleep Better and Wake Up Productive

      21. Exercise

      Research has shown that midday exercise boosts productivity and morale in the workplace.

      Take a short walk at lunch or do some simple stretches during your break to maximize your productivity.

      Here I have some exercises recommendations for you:

      22. Outsource as Much as Possible

      If you want to achieve more in less time, learn to delegate or outsource work. Here are just a few of the companies that will help you outsource your everyday tasks:

      Also, read this guide to learn how to delegate effectively: How to Delegate Work (the Definitive Guide for Successful Leaders)

      23. Set Some Exciting Goals

      Without worthy goals, you will never be motivated to get things done.

      Set goals that are challenging and achievable. The best goal setting framework is a SMART goal. That said, there are other tools that can help you out as well. For example, The Dreamers’ Guide To Reaching Your Goal is a great guide to help you set and reach goals effectively. Grab your free guide and learn how to make your goals happen this year!

      24. Tell Other People About Your Goals

      When you tell others about your goals, you will instantly be held accountable.

      25. Listen to Podcasts

      Listen to educational podcasts or audio books while you’re driving to work, cleaning the house, exercising, or cooking dinner.

      Audio learning has the power to add hours to your day. Not to mention, your cranium is sure to thank you for it.

      Some recommendations for you: 11 Podcasts To Inspire Yourself

      26. Read David Allen’s best-selling book Getting Things Done

      This is one of the most important productivity books you will ever read. Read it, apply the tips in your daily lives and get more things done.

      Here’re more great books about productivity too: 35 Books on Productivity and Organizational Skills for an Effective Life

      27. Learn to Speed Read

      When you can read faster, you will read and learn more! Check out these 10 Ways to Increase Your Reading Speed.

      You can also make use of the app OutRead to help speed up your reading speed!

      28. Learn to Skip When You Read

      When you’re reading a book, just read the parts that you need and skip the rest. But you have to read with a purpose.

      Learn how to make it work here: How to Read 10X Faster and Retain More

      29. Focus on Result-Oriented Activities

      Pareto’s law (also known as the 80 20 rule) states that 80% of the outputs result from 20% of the inputs. This means that 20% of our actions result in 80% of the results.

      We must find the 20% that is creating the 80% of our desired outcomes and focus solely on those activities.

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      30. Take a Break

      You can’t always be working at optimum productivity. Instead, you should shoot for working in short bursts at your most productive times.

      31. Start a Polyphasic Sleep Schedule

      What is polyphasic sleep?

      Polyphasic sleep is a sleep pattern specification intended to compress sleep time to 2-5 hours daily.[1] This is achieved by spreading out sleep into short (around 20-45 minute) naps throughout the day. This allows for more waking hours with relatively high alertness.

      While you can learn more about it here, you’re recommended to take some naps during the day to recharge your energy too.

      32. Learn to Say “No”.

      We can’t do everything and therefore we must learn when to say no in order to save our sanity.

      Learn the Gentle Art of Saying No from Leo Babauta.

      33. Go on an Information Diet

      Most of the world lives on information overload. We must eliminate mindless Internet surfing.

      Stop reading three different newspapers a day and checking your RSS feeds multiple times a day. Otherwise, you’ll never get anything done.

      The key is to limit yourself only to information that you can immediately take action on. Here’re some simple tips you can try: 10 Simple Productivity Tricks To Manage Overloaded Information

      34. Organize Your Office

      The piles of paper around your desk can be a huge barrier on your productivity. Optimize your time by organizing your office, setting up a system and dumping the junk.

      Check out these 21 Tips to Organize Your Office and Get More Done and 20 Easy Home Office Organization Ideas to Boost Your Productivity.

      35. Find a Mentor

      By modeling after those who have already achieved success, you will save yourself a lot of time and energy.

      A good mentor is hard to find, so here’s a guide to help you: What to Look for in a Mentor

      36. Learn Keyboard Shortcuts

      With technology’s help, you can double your work efficiency. Even better, you learn all the shortcuts when using technology, for example keyboard shortcuts.

      When you use keyboard shortcut, you gain 64 hours every year!

      Not sure what shortcuts to lear? Check out these 22 Tricks That Can Make Anyone A Keyboard Ninja.

      Besides learning the shortcuts, you can also create keyboard shortcuts with AutoHotKey.

      37. Improve Your Typing Speed to Save Time

      Do you know you can save 21 days per year just by typing fast?

      You don’t really need to take some serious courses to type faster, try these typing games online:

      38. Work from Home and Avoid the Daily Commute

      If your job is a flexible one, consider working from home. This saves you the commute time and you’ll find yourself more energetic throughout the day as you have saved the long ride.

      Take a look at these tips to help you stay productive while working from home:

      How to Work from Home and Stay Ultra-Productive

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      39. Get Rid of Time Wasters

      Common time wasters include Instant Messenger, video games, Flickr, checking your stats 10 times a day, television and extraneous Internet surfing.

      Don’t rely on your willpower, make use of some of these useful tools to help you stay focus: 10 Online Apps for Better Focus

      40. Plan Your Meals in Advance

      Plan out all of your meals a week ahead and make your grocery list accordingly. This allows you to focus on the necessary – saving you time and money. You can also save yourself even more time through a wide variety of apps. One app that I find helpful is Mealime. It’s an app that provides you with a wide selection of recipes and also a convenient spot for your grocery list as well.

      Considering the fact that over 4 million users have this app, it goes to show that there is a good selection of meal plans that you can follow and that the app is friendly to use.

      41. Cook Your Meals in Bulk

      When you cook your meals in bulk, you will have plenty of leftovers. This can avoid having to cook everyday.

      Find out more about how to make cooking in bulk works: Once a Month Cooking: Productivity Hack or Overrated Time Suck?

      42. Protect Yourself from Unnecessary Phone Time with Caller ID

      The minutes you spend on picking up unnecessary phone calls are time wasted. You can prevent that from happening.

      Check out this detailed guide how you can deal with those unnecessary phone calls: How To Lose the Useless Items that Weigh Down Your Day – Cellphone Calls

      43. Take Shorter Showers

      This one may sound silly but it’s actually something I struggle with. I spend up to 30 minutes in the shower. Think of the time I could save simply by speeding up a bit.

      44. Save the Trips to Bank by Taking Direct Deposit

      Many employers now offer direct deposit. If yours does, then be sure and take advantage of it and save yourself from a number of trips to the bank.

      45. Auto Pay Your Bills

      How many times have you been worried about whether you missed the bills deadline?

      Auto paying your bills will save you time and eliminate late fees and increased interest rates.

      46. Shop Online

      Whenever possible, avoid going to the store. When you shop online, you can be more focus about what you’re getting.

      47. Speed up your Internet With a Broadband Connection

      Many people are aware of the slow speed of internet but aren’t doing anything about it. In fact, this is the number one Internet time-saver!

      If you must use dial-up, then you can use accelerators like Propel and SlipStream to double or even triple your speed.

      48. Keep up the Speed of Your Computer

      If you’re a Windows user, use Windows hibernation feature to avoid the slowdown of exiting and restarting Windows.

      Or maybe, consider switching to Mac as there’re plenty of Advantages You Probably Don’t Know About Switching To Mac From PC.

      49. Turn off the TV

      The average American watches more than 4 hours of television every day. Over a 65-year life, that’s 9 years glued to the tube.

      For better health and productivity, turn off the TV. Here’re 11 more reasons to tell you to stop watching TV so often.

      Turn off the TV and you are sure to get more out of life.

      50. Use a Tivo or DVR

      This can help you cut an hour-long television show down to just 40 minutes. You can save time while not missing the fun.

      So, here’s the ultimate list of techniques you should learn to boost productivity. Pick the techniques that work for you and make them your daily habits. As time goes, you’ll find yourself being a lot more productive.

      More Time Management Tips

      Featured photo credit: Pexels via pexels.com

      Reference

      [1] Medical News Today: What is biphasic and polyphasic sleep?

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