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A Simple Productivity System To Help You Become More Productive

A Simple Productivity System To Help You Become More Productive

There are dozens of productivity systems out there. Obviously there is not ONE best way but rather different methods that are helpful in different situations. Some people will have better results with certain techniques whereas the same technique might not prove beneficial for somebody else. Over the last few years I tried all kinds of things: committing to one big, important thing a day and blocking 3-4 hours out, working in parallel, using different organizing tools, using the Pomodoro Technique, working until I reached a certain amount of hours or a certain amount of words, tracking hours, working when I felt like it, working in libraries, in my bed or outside, working alone or together.

I literally went through all kinds of techniques and possible working scenarios. Step by step I am moving closer to a handful of techniques that work best for me. Today I will share one of the systems that proved to be tremendously effective. It is a combination of the Eisenhower System and the idea to consider your cognitive resources.

Probably one of the most famous and widely used productivity techniques and management ways is to distinguish between important and urgent, important and non-urgent, non-important but urgent and neither important nor urgent. This system was thought to be used by Eisenhower and therefore called the Eisenhower System.

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The downside of this technique is, that you will sometimes get stuck with work that doesn’t require a lot of cognitive energy during your cognitive prime simply because it is urgent and important. And then at the end of the day you might get time to do something important which requires a high cognitive focus, but you depleted your cognitive energy before. Therefore I sort my work in three different categories before I apply the important/urgent classification. The three categories are:

High Cognitive Strain

In this category are things like writing, active learning, preparing for talks or designing a workshop. Usually you need a lot of cognitive resources to go about these tasks. Working on these things while not being in your cognitive prime is not smart. You make considerably more mistakes, are less creative and more prone to inefficiency. Therefore these things should be done when you are fully alert and awake.

For different people this is a different time of the day. As you can read in Mason Currey’s, Daily Rituals, different people prefer different times of the day to get this kind of work done. Sometimes you need to push through tiredness and laziness but generally there are certain times of the day when you are able to perform better.

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You should consider to commit at least a certain amount of time for these tasks, since it often takes time to get into it. I commit at least three rounds of the Pomodoro Technique (25 minutes of work, followed by a 5 minute break) for this kind of work. Use your cognitive energy wisely and block the time when you are the most alert for these tasks.

Mild Cognitive Strain

In this category belongs tasks like responding to mail, doing research, skimming texts, organizing and planning, phone calls, editing text (only formal, not actual content) and things alike. Often these tasks don’t require much cognitive resources and don’t take very long. You can fill small spaces between meetings with it or when you notice you can’t do deep work anymore.

Low Cognitive Strain

There are a bunch of tasks which belong to this category for example: looking for pictures for articles, scheduling Facebook posts, decluttering your desktop, seeding posts and the like.

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It is highly advisable to make a time constraint, as these tasks often tend to expand and require as much time as you allow them. Often you can do these things on the side while watching a TED talk, listing to music or talking to friends.

You can literally save this work for times when you don’t need to focus anymore. Filling your normal schedule with these kinds of tasks is a waste of valuable cognitive focus.

This system has a clear advantage of using your cognitive resources to its best. The downside (which sometimes can also be an upside) is that you are separating different work-steps. Therefore sometimes this system is not applicable if you want to get one big thing done as a whole (example: writing an article, editing it, uploading it, scheduling it or seeding it).

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In the end you should try out different methods and see what works best for you. Don’t buy into a system or dismiss it without testing it first.

Featured photo credit: julietvanree via flickr.com

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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