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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 November 19, 2019

7 Signs That You’re Way Too Busy

7 Signs That You’re Way Too Busy

“Busy” used to be a fair description of the typical schedule. More and more, though, “busy” simply doesn’t cut it.

“Busy” has been replaced with “too busy”, “far too busy”, or “absolutely buried.” It’s true that being productive often means being busy…but it’s only true up to a point.

As you likely know from personal experience, you can become so busy that you reach a tipping point…a point where your life tips over and falls apart because you can no longer withstand the weight of your commitments.

Once you’ve reached that point, it becomes fairly obvious that you’ve over-committed yourself.

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The trick, though, is to recognize the signs of “too busy” before you reach that tipping point. A little self-assessment and some proactive schedule-thinning can prevent you from having that meltdown.

To help you in that self-assessment, here are 7 signs that you’re way too busy:

1. You Can’t Remember the Last Time You Took a Day Off

Occasional periods of rest are not unproductive, they are essential to productivity. Extended periods of non-stop activity result in fatigue, and fatigue results in lower-quality output. As Sydney J. Harris once said,

“The time to relax is when you don’t have time for it.”

2. Those Closest to You Have Stopped Asking for Your Time

Why? They simply know that you have no time to give them. Your loved ones will be persistent for a long time, but once you reach the point where they’ve stopped asking, you’ve reached a dangerous level of busy.

3. Activities like Eating Are Always Done in Tandem with Other Tasks

If you constantly find yourself using meal times, car rides, etc. as times to catch up on emails, phone calls, or calendar readjustments, it’s time to lighten the load.

It’s one thing to use your time efficiently. It’s a whole different ballgame, though, when you have so little time that you can’t even focus on feeding yourself.

4. You’re Consistently More Tired When You Get up in the Morning Than You Are When You Go to Bed

One of the surest signs of an overloaded schedule is morning fatigue. This is a good indication that you’ve not rested well during the night, which is a good sign that you’ve got way too much on your mind.

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If you’ve got so much to do that you can’t even shut your mind down when you’re laying in bed, you’re too busy.

5. The Most Exercise You Get Is Sprinting from One Commitment to the Next

It’s proven that exercise promotes healthy lives. If you don’t care about that, that’s one thing. If you’d like to exercise, though, but you just don’t have time for it, you’re too busy.

If the closest thing you get to exercise is running from your office to your car because you’re late for your ninth appointment of the day, it’s time to slow down.

Try these 5 Ways to Find Time for Exercise.

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6. You Dread Getting up in the Morning

If your days are so crammed full that you literally dread even starting them, you’re too busy. A new day should hold at least a small level of refreshment and excitement. Scale back until you find that place again.

7. “Survival Mode” Is Your Only Mode

If you can’t remember what it feels like to be ahead of schedule, or at least “caught up”, you’re too busy.

So, How To Get out of Busyness?

Take a look at these articles to help you get unstuck:

Featured photo credit: Khara Woods via unsplash.com

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