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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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    Published on April 16, 2019

    How Self Care Can Help You Live Your Best Life

    How Self Care Can Help You Live Your Best Life

    When was the last time you did something for yourself?

    Whether it was deciding to treat yourself with a little something or travel for some R&R, how often do you practice self-care?

    Well, as good as above sounds, there’s a common misconception that many of us have about self-care: that it’s only about indulgence and enjoyment.

    However, self-care goes far beyond indulgence. It’s actually about respecting your mind and body, understanding its limits, and being able to take care of every part of yourself, in a holistic way.

    And, you really don’t have to go to extreme measures or do anything specific–like meditating or following a plant based diet–in order to practice self-care. You just have to make sure that what you’re doing is in your best interests.

    So how can you make that happen?

    Below are a few proven methods that will help you become a better version of you. Follow through with these regularly and you’ll be well on your way to living your very best life.

    Listen to Yourself

    The bulk of self-care is knowing yourself.

    This means knowing your body’s limitations, and being in tune with your feelings, emotions and thoughts. So it’s important, then, to know who you are and what you want to do in life, in order to truly say that you know yourself. 

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    What is your purpose?

    Have you ever thought about this question?

    Your purpose doesn’t have to remain the same throughout your life. What you found a purpose in at age 19 would likely be different at age 49.

    In your current situation, think about the different roles that you have – as a working professional, a spouse, a partner, a parent, etc.

    Do you feel like you are fulfilling your purpose through any of these roles?

    All you have to do is ensure that what you’re chasing is meaningful to you; this will bring focus and motivation as you strive to achieve your goals.

    If you have your purpose defined, then that’s awesome! You know what drives you and why.

    But, if you don’t feel like you have a purpose nailed down, it’s good to start by asking why.

    For example, why are you working in your particular job or industry? If the reason is vague or unclear, then your motivational energy will be the same. In which case, you may find yourself not having a direction for where you’re headed in life.

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    If you’d like to learn more about finding your purpose, then I recommend you check out this article:

    How to Get Motivated and Be Happy Every Day When You Wake Up

    Seek Out Continuous Education

    Now, this may seem less common when you think of self-care, but lifelong learning is incredibly useful and an important component of taking care of yourself.

    It’s Super Practical

    Lifelong learning is extremely practical these days and does not require as much effort as it may have in the past. Long gone are the days when you could only find information on something by visiting a library. In this day of the internet, anything you can imagine is at your fingertips.

    You don’t need to physically go to a learning institution to learn. You can watch Youtube videos to learn new skills, take online courses to earn a degree, and scroll through an endless amount of articles, books and journals from reputable news and informative sites.

    When you’re constantly pushing yourself to learn and take up new things, your mental health also improves. Research shows that an active and engaged mind is responsible for diminishing age-related memory loss and improves overall cognitive abilities.

    Your Confidence Will Skyrocket

    You’ll also have improved self worth as it teaches you to step outside of your comfort zone, which will undoubtedly improve your confidence.

    You’ll also connect better with others by expanding your knowledge base. Learning exposes you to a multitude of new ideas and perspectives that you may have otherwise never considered. This also increases your adaptability. Whether it’s at work or just wanting to adapt to society, your peers, and loved ones, life long learning prepares you to take on new challenges.

    You’ll Be More Desired in the Job Market

    Another obvious reason for continuous education, is that your employability will also increase.

    With the ever changing economy, and huge influences from technology, social media, science etc., job descriptions today are moving targets. Assignments and roles change so quickly in response to changing business demands, it becomes a Herculean task to keep a job description database current.

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    In years past, stability was a characteristic of the world of work. Procedures, information, jobs, and organizations were established and provided continuity. Education was completed in the first 14 to 22 years of one’s life, followed by a long career occasionally punctuated by short-term job training.

    Today, however, jobs, companies, and technology are disappearing and being created simultaneously. To remain current and maintain a competitive advantage in the human capital marketplace, an individual is challenged to continually learn.

    People return to school at every age to enrich their skills and knowledge for their current positions. Some even prepare themselves for new jobs or career changes, moving them forward into new opportunities and technology.

    We can be assured that we will be challenged to continue to learn new tasks and information throughout our lives. Successful careers belong to flexible, curious learners who are prepared for opportunities because they know themselves and where they make their best contribution. As Peter Drucker, the father of modern management stated,

    “Knowledge is choice.”

    Lifelong learning also increases social awareness and perspective. To genuinely understand and empathize with others, increase social awareness, and foster strong interpersonal relationships, it’s important to seek out new perspectives. Enhancing the skills that positively impact emotional intelligence can bring even greater happiness and success, both personally and at work; and, this is all part of self-care.

    Improve Your Habits (Both at Work and at Home)

    Now, the last piece of advice I want to introduce to your self-care regimen, is to improve your habits.

    Habits define who you are, and are built up over time. You are what you eat is a great example of this. If you make it a habit to eat foods that nourish your body, rather than make your body feel bad, then you will be much healthier overall.

    Good Habits Allow You to Reach Your Goals

    Since habits dictate your days and nights, such as waking up every morning to get to work before a certain time, or brushing your teeth before bedtime every night, they play a major role in whether we do or do not reach our goals.

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    When you form habits that allow you to progress towards your goals, you’re automatically living a purposeful day, everyday.

    Habits Make Your Time a Priority

    How do you spend your free time? Do you opt to lounge on the couch watching Netflix passively, or do you engage in activities that support your purpose in life?

    It’s natural to waste a lot of time during the day, but fostering good habits will make you set a pattern for how you spend your time and give you the choice of what you choose to spend your time on. By improving your habits, you’ll find that you can be a LOT more productive. When you create good habits, you become more efficient with your time and a lot less is wasted.

    This in essence creates an overall positive influence on your life, allowing you to treat your mind and body well, which is why improving your habits are so important to self-care.

    Your Well Being Comes First

    We live in such a fast-paced society, where we are often so caught up in our work, families, maintaining our social lives, our studies and everything in between. It’s an understatement to say that life can get a little overwhelming at times.

    If you’ve ever watched the safety video onboard a plane, you’ll know that they always ask for a parent or adult to put on the safety mask first, before tending to the child. This may sound selfish, but the fact is that if you truly want to ensure the child’s safety, then your safety needs to come first so that you can protect and care for the child without complications from your end.

    The same goes for self-care. We need to ensure that our well being is priority, so that we can be the best for the people around us.

    Listening to yourself, practicing lifelong learning and improving your habits are steps that you can take to ensure you’re constantly in the best state of mind, alongside the indulgence and rest that you reward yourself with.

    Featured photo credit: Photo by Raychan on Unsplash via unsplash.com

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