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Rethinking Productivity: How Personality Affects Productivity (and Why No One`s Ever Told You)

Rethinking Productivity: How Personality Affects Productivity (and Why No One`s Ever Told You)

(Editor’s Note: We’re starting a new series this week featuring new Lifehack contributor Kirsten Simmons called “Rethinking Productivity”. The hope is our readers will ask Kirsten questions about productivity, organization, and time management so that she can provide answers that will make people take a step back and “rethink” productivity. Enjoy.)

Dear Kirsten,

It’s funny that you mention Getting Things Done, because my crash with that system is what initially prompted me to write. I’ve heard so many people rave about it and read so many good reviews, and when I picked up the book it was the most confusing thing I’d ever read! I had to pull out my sketchbook to try to visualize all the steps and even now I’m not sure I got them right.

I started with the collection of outstanding stuff to do, and ended up with an inbox at least a foot high. Then I tried to sort through it all and do the two minute tasks. After three hours my head was pounding and I’d only gotten halfway through! At least a third of my “two minute” tasks ended up taking much more time, and I felt torn between trying to finish them or going back and leaving yet another item hanging in limbo. I took another stab the next day and managed to get all the way through, leaving me with hefty stacks of short and long term projects, subdivided between personal and income-producing.

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But now here’s the thing – I really want to dig into some of my long term projects now! The short ones should have the priority, but going through the materials I had collected for the long term projects simply has rekindled my desire and excitement for them.

I pushed past that and started trying to keep GTD going day-to-day. I spent at least an hour each day trying to keep everything straight and moving tasks back and forth as I completed them, went on to something else, then came back with a new idea for a completed task and reopened it again. On days where I taught workshops, my inbox piled high with tasks and I’d have to work twice as long the next day to catch up. I began to second guess myself and lose track of tasks in the system, especially when they’d been moved back and forth a few times. Finally I crashed after a 3 day workshop when my inbox was full of at least 5 hours of sorting, categorizing and networking tasks. The pile was back to the 12+ inches I’d had when I first started, and it had only been a month!

Reading back now, it feels so silly – why couldn’t I just have done the work? Clearly other people use this system to great effect, but the sight of that mile-high inbox was just so demoralizing! I tossed the entire thing into the recycling bin and felt a bit better, but my inherent problem still remains. I’m ditzy and flakey and I don’t mean to stand people up with work and play, but somehow it ends up happening anyway and I hate to disappoint people. Any ideas how I can prevent that?

Signed,

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G – (aaaah!)

    Dear G,

    Your brush with GTD sounds similar to my own, except that I believe my inbox had reached around 3 feet in height before I bailed. I distinctly remember the thing falling over in a landslide of paper, business cards and post-it notes, and my dogs rushing in to investigate and gleefully grabbing pages to rip apart. I should have scolded them, but it was such a relief to see the remains of what I should have been doing!

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    As I mentioned last time, productivity needs to fit within your own personal ecosystem. That ecosystem includes your goals, your personality, your strengths and weaknesses, your habits and your life commitments. In GTD, productivity is the be all and end all, a blunt instrument which can be effective in the right hands, but which can be overwhelming or even destructive in others. Let’s say you had a tomato and needed to cut it in two. http://www.lifehack.org/articles/communication/when-to-use-email-when-not-to.htmlWould you choose a chainsaw, a butcher’s knife, a paring knife or a butterknife?  You need to have the right tool for the job!

    You don’t mention much about your goals, habits or strengths/weaknesses in your letter, but you have provided me some hints as to your personality. Given the physical height of your inbox, your need to visualize the steps of GTD and your mention of hating to disappoint people, I’m going to guess you’re Environmental or Fantastical, and I’ll go out on a limb to say that Environmental is your primary and Fantastical your secondary. Everyone has a primary type that comes most naturally to them and picks up secondary types based on the strength of the influences around them growing up.

    • The Environmental Type is an amazing people person. They have the enviable skill of being able to feel and interpret the body language and emotion of the people around them, and they are happiest when those they love and spend time with are happy. This is a double edged sword, however, and I have seen many Environmentals neglecting themselves to the point of ruining their health in favor of supporting those around them instead. Your routinely overflowing inbox is indicative of a classic Environmental conundrum – saving anything that might have value to someone, someday. Let me guess – your email inbox is the same way, isn’t it?
    • The Fantastical Type is a visual thinker, and they bring an impressive problem solving ability to any task they undertake. They have a tendency to get lost in what they do and remain lost for hours on end, regardless of what’s going on around them. This is the author who stays up into the wee hours of the morning writing and the scientist who dives into his lab with an idea and emerges hours later having forgotten to eat, drink or do anything else on his calendar in the intervening time.

    There are two additional types, the Analytical and the Structural.

    • The Analytical Type is a brilliant big picture thinker, and is able to internalize and process information quickly. This is the person who can look at a chart or figure, understand what’s going on and how it fits into her goals, and speak intelligently about the meaning of the data and the next steps. They are also very ambitious, sometimes to the detriment of other pieces of their life when they’re in pursuit of a goal.
    • The Structural Type is the naturally gifted systems person – they can see a situation, understand the pieces, and think through the potential possible outcomes to put together a repeatable process. While I don’t know David Allen personally, the simple existence of the Getting Things Done empire tells me he’s a Structural. And systems like GTD can work great – for other Structurals. That’s why you see so many Structural systems in the productivity arena – it’s a natural response when you see others struggling to want to help, and if you have a productivity system that works for you then you’ll naturally tell others about it when you see them struggling with productivity. But when an Environmental or a Fantastical tries to use a Structural system, we see the frustration, stress and eventual abandonment that you describe, G – (aaah!). When an Analytical uses a Structural system, they can manage it but it’s not the best use of their time and abilities.

    So what’s the solution for those of us who have differing strengths than our Structural counterparts? Well, that depends on the other elements of the ecosystem – your goals, your habits and your life commitments. Why don’t you write back and tell me about the first and the third, G – (aaah!)? Then we can start to test out ideas that have a greater chance of working for you.

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    With Love,
    Kirsten

    Now it’s your turn – given these type descriptions, which one do you think you are?

    Have a productivity problem? Tell Kirsten all about it and get a solution!

    Featured photo credit: One Green Car Among Many Other Cars via Shutterstock and inline photo by Johannes Kleske via Flickr (CC BY 2.0)

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    Last Updated on October 12, 2020

    10 Best Calendar Apps to Stay on Track in 2020

    10 Best Calendar Apps to Stay on Track in 2020

    The success of our day is largely dependent on the quality of our planning. Not to miss out anything in their to-dos, some people prefer to make a list of upcoming tasks in a notebook, while others have long started using digital technology solutions.

    Calendar applications are some of the main tools that are worth using to organize our life and plan your time carefully.

    Many people have switched to specific tools; however, there are still some who do not use calendars on a daily basis. They may find some applications uncomfortable to use, non-functional, or expensive.

    In this article, we are going to check out the best calendars apps to help you stay organized.

    Before You Download

    As you are no doubt aware, there are all kinds of calendar apps available. Instead of you sifting through the hundreds of them, we’ve handpicked 10 of the best calendar apps you can get. On top of glowing reviews from each one, we’ve considered the following aspects when creating this list:

    • User Interface – How you navigate the app should be smooth and simple. The buttons on the app should be clear, obvious and easy to move through.
    • Synchronization – Whether it’s with other calendar apps or with other apps, syncing apps should be easy and enhance your overall experience with the app.
    • Additional features – Since there are so many options for calendars, many of these apps offer additional features. These features make the apps stand out from the other apps and provide unique experiences to you.

    1. Any.do Calendar

      This calendar has direct integration with Any.Do To-Do List, which gives you a unique tandem of two applications.

      Apart from its extended functionality, Cal Calendar is easy to use. The creation of events is very simple and fast.

      What is more, depending on the name of the event, the application automatically adds contacts and geolocation data to the entry description. You can even import your lists and entries from Any.do.

      Any.do Calendar is a great option for any type of user. It is very convenient and doesn’t overcomplicate the mode of display.

      Another good thing is that this tool is available for free, so you can use it without spending a dime for the software.

      Download Any.do Calendar here!

      2. Google Calendar

        Google Calendar is the official calendar for Android devices that has been tested out by many users around the globe. If you are right now trying to get away from it, consider changing your mind.

        Since this application is installed on most Android devices by default, many users think that there is nothing special in this program. They are wrong.

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        Google has been updating its calendar for quite a few years, and now it comes in Material Design with advanced event features, direct integration into other Google services (for example, supports reminders and Google Now), and comes with Exchange support.

        The program is super easy and will not cost a dime for you. It is a good thing, right?

        Download Google Calendar here.

        3. Calendar

          Calendar is a relatively new app. It works as a web app and for both iOS and Android devices. It is an intelligent app that learns your contacts, schedule and tasks. It also helps you schedule and arrange meetings according to your available time slots.

          A good thing about Calendar is that it allows you to sync up with other calendars you use such as Apple Calendar and Google Calendar. And so you can manage all the calendars you have in one place.

          Calendar also gives you analytics of your meetings, giving you a clear picture on how you can improve your time management.

          Download Calendar: Meeting & Scheduling here.

          4. Business Calendar

            Business Calendar is geared towards people who use their calendar for work purposes and business task planning. It offers different modes with wide configuration capabilities.

            The application gives a default view mode by months, and events can be marked in different colors. Display modes/ sorting can be adjusted to your needs (by month, day, year, or events).

            You can also set a multi-day viewing mode to see how things look for the next few days. Scrolling up and down moves you by month, and if you check a few days, they will be shown in a more detailed form.

            The day display mode offers hourly scheduling, and the schedule mode provides a detailed schedule for a single event.

            Business Calendar is a great tool for planning/ scheduling cases, tasks, and events. There is a support for recurring events, which can be set up in just a few clicks.

            Having purchased software, you can use it to import and export other calendars, delete, copy, or move several events at the same time.

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            Android Business Calendar application may seem somewhat chaotic, but it works fine and is easy to work with if you play with it for a while.

            A full version of the application is available for $4.99, but you can also find a free version for the app test drive.

            Download Business Calendar here.

            5. aCalendar

              aCalendar opens our collection of top 10 calendar applications available on the market today. With its appealing design, easy navigation, and great functionality, it is one of the most popular calendar apps in our list.

              Some of extra functions include color schemes for each case type (48 colors to choose from), different types of demonstrations, different widgets, moon phases, and much more.

              Taking into account it functionality, aCalendar is a reliable calendar application that has an easy-to-navigate interface with three display options. Scrolling from side to side allows you to switch between the display modes of the month, week and day.

              When scrolling down and up, you are moving through the calendar at intervals in accordance with the selected display mode.

              Apart from its time planning feature, aCalendar synchronizes photos from contact lists or social networks to remind you about birthdays, anniversaries, or any other special dates.

              The program also supports data transfer through NFC and full-screen widgets, which eases your work with any data.

              The program is available for free, but you can also get even more features if you buy the extended version of software for $4.99.

              Download aCalendar here.

              6. DigiCal Calendar

                DigiCal Calendar is very similar to Cal Calendar in the fact that the application focuses on design more than on its functionality. However, this doesn’t mean that the application doesn’t serve the purpose.

                With this calendar application, you can synchronize all your calendars and view them in different ways.

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                Along with the basic functions, this program comes with support for Google Calendar, Outlook, and includes some unique and interesting features. You can match keywords to the image or set up a dark theme.

                The app can even show you the weather forecast for three days. There are many other features that deserve the attention of people who really like to use calendar applications.

                Download DigiCal Calendar here.

                7. SolCalendar

                  SolCalendar can be called a universal application. It claims to be an all-in-one digital solution having a basic calendar functionality combined with some other advanced features, such as weather forecast for a specific day.

                  The application supports Google Calendar, as well as tasks, widgets, lunar calendar and even Foursquare.

                  Those searching for a calendar application to cover just everything in its functionality, SolCalendar is a program to consider. There are a lot of interesting things in this application; the program does an excellent job working in “all-in-one” mode.

                  Test SolCalendar – the application is available for free. You can test it out without purchasing the service.

                  Download SolCalendar here.

                  8. IRL Event Social Network

                    One of the most unique apps on this list is the IRL Event Social Network app. As you can guess from the name, the core focus of this app is social networking. Unlike other social media platforms, you can consider this platform to function similar to Meetup.com. It’s a site where you can connect with other people within your area that share a similar interest.

                    IRL is that while also providing a convenient calendar for you to schedule events and plan out your day. Though due to it being a secondary focus, you’re lacking a lot of the syncing aspects that other apps have on this list. Regardless, because of this huge social feature, it’s worth considering for those who want to make more connections.

                    Download IRL Event Social Network here.

                    9. Today Calendar

                      Today Calendar is one of the most hip and edgy calendars in our list. The solution was one of the first ones that really embraced Material Design and remains one of the few that adhere to the neat style.

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                      The calendar application offers bold colors, simple controls, and great functionality. This is not as heavy an application as many others; it will not eat all the memory of your device.

                      If you are not searching for something complicated and over-functional, Today Calendar is what you need. You can always test the application before paying for it – the program is available for free.

                      Download Today Calendar here.

                      10. Timepage

                        Timepage is an intuitive calendar app that will manage your time in a way that other calendar apps can’t. It offers the same sort of functions that you’d expect from other calendar apps: opportunities to record events, notifications and reminders, weather, and driving duration to a particular event. However, the app goes beyond those functionalities in two ways.

                        The first way is that while the app sends you notifications, it also has reminders for you for what is coming up next. That bit of extra time can allow you to prepare and make adjustments to your day if need be.

                        The second function – which is more important – is the heat map when you go to see the full view of your calendar. This heat map indicates what days you are most busy and other days where you are freer. This heat map provides a quick glance to determine broadly what days are good to add more events and other tasks.

                        Download Timepage here.

                        Our Verdict

                        Searching for the right application to manage your various calendars and plan your busy day can sometimes turn into a streak of obstacles.

                        Most of us need flexible applications that can be easily used to manage our tough schedule. The application should have all necessary time planning functions and be intuitive.

                        Stylish design and limitless compatibility also matter. It is not always easy to find such a program.

                        The above digital calendar solutions fall under the category “worth” of being used. They are modern, multifunctional, easy, and easy. Pick the one you like!

                        More Productivity Apps for Better Time Management

                        Featured photo credit: Unsplash via unsplash.com

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