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Productivity Made Simple: How to Keep Your Projects from Killing You

Productivity Made Simple: How to Keep Your Projects from Killing You

    Some projects can be a real pain in the you know what. Not all of them, of course. But there are some that just keep us awake at night. There can be many reasons of such a situation. Sometimes the tasks that need to be done are simply difficult to perform. Other times it’s the amount of time required that frightens us.

    But sometimes the most frightening thing of them all is that we don’t know what’s going on in a project, and can’t seem to find a way to plan everything out and get a clear picture of what needs to be done.

    In the previous parts of the series we were discussing what to do once everything is perfectly laid out. Once we’re clear about the exact tasks that need to be done, and once we even know when we want to take care of them. But there’s one part missing, and that’s of course the part of planning your projects and selecting your priorities.

    Most projects we decide to execute should be defined and planned according to five main steps. These are:

    1. Setting goals and rules.
    2. Defining your vision for the end result.
    3. Brainstorming.
    4. Organizing.
    5. Selecting next tasks.

    Of course, not every project requires such an elaborate sequence of steps. Some projects are really simple, and defining things like goals or visions would be a complete overkill.

    If you just want to get your car fixed then you don’t need any smart rules to be able to get it done … you probably know what needs to be done without any additional help.

    However, GTD was designed to be able to handle any kind of project, no matter how big or small.

    The steps mentioned above are doing just that. They can be applied to anything. And after you go through all of them you can be sure that your project will be clear and understandable. This, in the end, will improve your chance of executing the project successfully.

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    To explain this whole thing we’ll have to leave our simple examples and take on something a bit more complicated… So imagine that you’re buying a new apartment for you and your family.

    1. Setting goals and rules.

    This is the part where you answer the questions of why and what for.

    For our example the question is: Why do you want a new apartment?

    Some possible answers: you want to live closer to your workplace, you want your kids to live closer to school, you want to have more space for yourself and your family, you want to live in the city center because all the interesting things are happening there, you want a more modern environment, and so on.

    The reasons behind every project are of course different. Furthermore, personal projects are entirely different in nature from business-centered projects. But they still have a lot in common. If, for example, instead of buying a new apartment you’re starting a business then the question remains – why do you want to start a business?

    So no matter what you’re thinking of doing you always need to start with your goals and rules. Goals we have covered (it’s the why). Rules are even easier to grasp.

    Going back to our example; some rules: what is your budget? where do you want to live (what neighborhood)? do you want to get one room for everybody? do you need a garage? and so on.

    Once you have all these things lined up you can go to the next step.

    2. Defining your vision for the end result.

    This is where you’re answering the question of what.

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    Create a complete vision of what you want to get as the end result of the project. The more details the better.

    Your vision reflects the goals and rules you’ve set in the previous step. The goals are the main guidelines on what should and shouldn’t be done inside a given project. So now, you’re using these goals to come up with your vision for the final result of the project.

    A possible vision for our project:

    I want a 4 bedroom apartment in the city center. At least X square meters of space. Large kitchen. It must have a garage. The price should be less than X. Modern furniture.

    This sounds like a good vision. Of course there’s a lot more things we could include here, but for now it’ll do.

    The next step is to take this vision and do some brainstorming around it.

    3. Brainstorming.

    Brainstorming is probably the most creative activity for any project. You’ve been doing it many times, I’m sure. However, brainstorming has very little point when done prior to executing the two previous steps.

    A brainstorming session always has to be created around a strongly defined main idea, so we have some guidance and know where we’re going with it. And this is exactly what defining goals and vision gives us.

    The brainstorming session itself is a very simple thing to do. Essentially, it’s the answer to the question of how.

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    Some people like to set some restrictions, for example, time constraints. This is good if we’re working on a given project at work, and more than one person is doing the brainstorming. But if it’s just you then you can spend as much time as you want. Of course, within reason.

    Start by taking your goals and visions and placing them in a visible place. Then simply let your creative mind loose and write down every idea that comes to mind about the things you might do in the project. And I mean EVERY.

    This is not the time to assess the ideas and erase the bad ones. Not now. This is the time to write everything down, no matter how stupid it sounds at first.

    Our example: call the real estate agency, go to IKEA, hire a contractor, ask around and find out if it’s a good neighborhood or not, choose paint colors, get a full-size Elvis sculpture, get an internet connection, get a bank loan, hire a van, check all the installations (electricity, etc.), and so on. The list for such an example can go on and on, so we’ll just stop here.

    Once you reach a point when you can’t think of anything else it’s probably a good moment to stop brainstorming and go to the next step.

    4. Organizing.

    Yes, this is where you get to select the good ideas and remove the bad ones. Brainstorming should give you a lot of both.

    Why brainstorming and organizing at the same time is not the best choice? Because these activities are opposing to one another. On one hand you have to be creative and invent stuff, but on the other you have to get back to the ground and be reasonable while assessing it. Doing this at the same time simply doesn’t work. That’s why organizing is a separate step.

    The process is simple. Just look at your brainstorming list and remove everything that doesn’t have much to do with your goals and visions, or is simply stupid (like the Elvis sculpture … or is it?).

    Once you spend some time on looking through all those things your brain will automatically start to arrange things according to their priorities and what needs to be done first. You should use this state of mind and quickly shift to the final step.

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    5. Selecting next tasks.

    This is where our old friend – the Next Tasks List – comes back into play.

    At this point selecting the next task for your project should be easy. After the phase of organizing all ideas you should have a nice set of actionable things that are in tune with your goals and visions. Things that are absolutely crucial for implementing the project. Now, simply select your next task for the project.

    Everything you have at this point goes into your Projects List. And the next possible task goes to your Next Tasks List. From that point on you can go back to your usual work (GTD style). This is where everything ties together.

    What’s next?

    Basically, that’s it. All you have to do now is use the system to help you get more organized and execute your projects more effectively. Both in personal life and in business.

    Just to recap, and point you towards the specific parts in this series.

    I admit, there’s a lot to do if you want to have GTD fully implemented in your daily life. But would you rather be running around like a chicken with its head cut off because you don’t have a clue what to do next? Probably not.

    One final encouragement for you: if you think you don’t have time for playing around with such methodologies then suspend your disbelief for a moment and have a little trust because after you implement GTD you will find time for everything.

    Feel free to share how GTD is working for you. I’m curious to know. I, for example, have been using it since 2009 and it truly works like a charm.

    (Photo credit: Productivity or Motivation via Shutterstock)

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    Karol Krol

    Blogger, published author, and founder of a site that's all about delivering online business advice

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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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