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Simplify Your Productivity Tools To Get More Done

Simplify Your Productivity Tools To Get More Done

    Anytime a new productivity app hits the App Store or the web it’s a race to see if it’s the next best thing; the last app you will ever need to become more productive, a better human being, or, hell, even cuter. Anytime a new “productivity guru” tells us how to get more work done we may as well spend a week or month to give it a try.

    I can’t tell you how much money and time I have racked up in trying new apps, paying subscriptions to things like Remember the Milk or Toodledo, or even creating precise taxonomies for tagging my tasks.

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    If you are like me in any way (and you probably are because you read Lifehack.org), I can help out by telling you now that no single application or productivity system will make you more productive. In fact, most of our so-called “systems” tend to get in our way and make us productive at creating productivity stuff. And that’s about it.

    It’s a racket

    When I first read GTD about 4 years ago my inner geek instantly saw a way to systematize my work and life. With that came an eagerness to look for everyone’s “implementation” and to try out many different ways of setting up my own system. I bought a labeler, filing cabinet, inbox, paper planner thingy, some decent pens, index cards (way too many index cards), and preceded to Get Things Done.

    Or so I thought.

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    What happened for a good portion of 2 to 3 years was my endless tweaking of a system and search for something better that didn’t really support my work. The system ran me and actually made me scared to use it. It felt like a bottomless pit of empty projects and tasks that I would never look at or review because of their unimportance.

    All of this brought me to my original point: productivity apps and systems don’t make the man, the man makes the productivity system.

    Cutting the fat

    So, instead of being buried in a sea of productivity tools and ideas that were not supporting me, for the last year and a half I have been trimming down my system to the most essential and useful.

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    I first went on a paper productivity kick. It was like a detox for a productivity pr0n junky. Keeping projects and action lists with paper allows one to not be confined to a certain set of labels, buttons, and tags. It allows you to just write things down and helps to stay out of your way. Another nice thing about paper productivity is that it isn’t really filled with features and because of that doesn’t move you to “feature-tweak” it. You can read more about the benefits of paper productivity here.

    While using paper I identified some things that I truly didn’t like that I knew I would need a digital system for like:

    • due date sorting
    • sorting in general
    • easier manipulation of lists and changing tasks without rewriting everything
    • ability to easily send something by email
    • a place to store notes directly linked to tasks

    So, I then found myself a set of tools that met these requirements and allowed me to practice the Getting Things Done system at the minimum. I cut the fat of my productivity system and finally put myself in control of it.

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    The practical part

    If you are like me and have been swimming in a sea of productivity pr0n for too long and want to own your productivity system rather than allow it to own you, here are a few simple steps:

    1. Go on a productivity tool detox. Quick searching for the “15 Best Productivity Tools on ‘X’ Operating System”, stay away from the multitude of apps that promise that they will help you get more done and try something simple like paper for a while. You will find out what you truly need in a system.
    2. While using the simplest tools possible actually get some work done with them. Allow the productivity tool to support you and start to learn how to trust it in your everyday work life.
    3. Make a list of things that you absolutely need – not want – in a productivity tool and try to find the easiest implementation of it. Try really hard not to go on a quest for the greatest productivity system ever made. It doesn’t exist.
    4. Get settled in with your new set of tools and stick to them. Once you feel that your system supports your work, make a pact to not change your tools for 90 days. After that you can reevaluate and tweak things as needed. Then stick to them for another 90 days. Rinse and repeat.

    And that’s it. It’s important for an information worker to have a set of tools that truly supports her work. But what is just as important is that worker have a set of tools that she sticks with, that she knows and trusts, and that don’t get in her way. Have you settled into a system that supports your work and allows you to get things done? If so, tell us about it in the comments below.

    More by this author

    CM Smith

    A technologist and writer who shares advice on personal productivity, creativity and how to use technology to get things done.

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    Last Updated on April 6, 2020

    15 Best Productivity Hacks for Procrastinators

    15 Best Productivity Hacks for Procrastinators

    Let me guess.

    You should be doing something else rather than reading this article. But due to some unknown force of nature, you decided to procrastinate by reading an article about how to hack procrastination. You deserve a pat on the back.

    Fortunately, procrastination is not a disease. It’s just a mindset that can be changed, however, here are some productivity tips you need to start getting work done:

    First, you need to acknowledge that procrastinating is an unhealthy habit. Not only you’re prioritizing unimportant things, basically, nothing gets done. Still unsure if you’re a procrastinator? Check out this article: Types of Procrastination (And How To Fix Procrastination And Start Doing)

    Second, your commitment to change is very important. You should be physically, emotionally, and mentally determined to change this habit. If not, then you’ll just succumb to the tempting lure of doing other things rather than your tasks or chores.

    Here are sthe best productivity hacks to improve productivity and keep yourself from procrastinating at work:

    1. Give (10+2)*5 a Try

    Let’s start with a classic but very effective hack called (10+2)*5 created by Merlin Mann,[1] author of 43Folders.com. Don’t worry. This is not a complicated Mathematical formula you need to solve.

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    The (10+2)*5 simply means 10 minutes work + 2 minutes break multiplied by 5, completing 1 hour. It is crucial to stick with the time limits and not skipping work and break schedules. The point of this is for you to create a jam-packed routine of work and break schedules. The result? You will eventually skip your break schedules.

    2. Use Red and Blue More Often

    Clean your desk and remove things that might distract you. According to a Science Daily study[2] about which colors improve brain performance, red was found out to increase attention to details while blue sparks creativity. Surrounding your workplace with these colors not only benefits your brain, it’s also pleasing to the eye.

    3. Create a Break Agenda

    List all the things you want to do on your break, be it surfing the web, checking your emails, snack time, taking selfies, Facebook/Twitter—everything.

    Like the (10+2)*5 hack, squeeze these in between work time but the difference is you schedule these activities for ONLY 20 minutes. Eventually, you’ll take your break minutes wisely. You’re finishing tasks while sidetracking to doing the things you enjoy.

    4. Set a Timetable for Your Tasks

    Like any other habits, procrastinating is a tough wall to break. Replace this habit with another habit. When you’re assigned a task, set a timetable for each step. Let’s say you have a big research task. Here’s a sample timetable:

    9:00 – 9:10 am – Set up all your tools, browser tabs, emails, coffee, etc..
    9:10 – 10:00 am – Internet research
    10:00 – 10:45 am – Look through existing files
    10:45 – 11:00 am – Break time!
    11:00 – 12:00 pm – Outline the research report

    Deadlines are the best hack for getting things done. Setting a specific time to finish a task creates time pressure even if the deadline has passed.

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    5. Take It Outside!

    Do yourself a favor and don’t ruin the comfy vibe of your home. If you need to work on a stressful project, do it in a library or coffee shop. You’ll never finish it anyway. Your cozy sofa and toasty bed will just lure you into napping yourself to doom.

    6. Become Productively Lazy

    Instead of finding all sorts of ways to unproductively procrastinate, use your habit to look for shortcuts and new ways to finish your tasks. Staple multiple papers at a time or master the 3-second t-shirt folding technique. A strong drive combined with laziness sometimes bring out the productive and creative side you never knew you have!

    7. Assign a ‘Task Deputy’

    It could be your colleague, your supervisor, or your significant other, anyone who has the unforgiving guts to reprimand you when you procrastinate. You could go the extra mile by paying up unfinished tasks or times you open your Facebook or watch a funny cat video on YouTube. Let’s see how five bucks every time you procrastinate will change you.

    8. Consider a Gadget-Free Desk

    According to a study by Kleiner Perkins Caufield and Byers, average users check on their phones 150 times per day and having your phone just an elbow away just creates sizzle to this habit.[3]

    Removing mobile devices and gadgets allows you to focus on your work without the constant interruption from notifications, calls, and text messages. It eliminates the very distracting ambiance and the urge to unlock your phone just because.

    9. Prepping the Night

    Before hitting the sack to oblivion, prepare everything you’ll need the next day. This will probably take you 15 minutes tops, saving you more time for coffee in the morning.

    Spin class at am? Pack up your gym clothes, shoes, socks, etc. or better, create a checklist so you don’t miss anything. You can also prep your food into containers and just grab one before leaving.

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    10. Do a 7-Minute Workout in the Morning

    Exercising is proven to increase productivity and stimulate release of endorphin or “Happy Hormones”.

    Take a jog outdoors and get warmed up for the day. Don’t feel like running outside? Hop on a treadmilli. It’s a great investment and there are a lot of ways you can use a treadmill like endurance running and metabolism training. On a budget? Here’s a 7 minute, no-equipment needed workout you can do at home:

    11. Set-up Mini Tasks

    If you’re given a big project, break it down into mini tasks. Create a checklist and start with the easy ones until you finish. Got an article to write? Just start with the title and the first sentence. Or perhaps you have a visual presentation to make?

    Spend 15 minutes on your outline, take five minutes coffee break, then finish the first two slides. Accomplishing something, no matter how tiny, still gives you that sense of fulfillment.

    12. Create an Inspirational Board or Reminder

    I found these mini desk chalkboards from Etsy you can use to write motivating quotes.

    Or you know what? Simply write “Do it now!” and stare at it for 10 seconds every time you feel like dropping by on Reddit.

    13. Redecorate Your Room

    Redecorating my room motivates me to maintain that ‘new’ look for some time until I get use to it and eventually stop. So I redecorate again and again, it became a monthly habit really. Here are some DIY ideas you can do to any room without spending much.

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    14. Ready Your Nibbles

    You know that trip to the pantry? It’s just seconds away but it took you several minutes just to get your fruit snacks in the fridge. Before starting a task, prepare your nibbles on your desk to avoid zoning out and losing yourself on the way to the pantry.

    Bonus productivity hacks you can do at home:

    15. Schedule Your Chores

    Write down your chores in a weekly basis with matching day and time when you should be doing these.

    For the artsy folks, you can create fun chore charts like these or simply stick the list somewhere visibly annoying e.g. mirrors, doors, TV. The trick is listing as many chores as you can for the week and including unfinished chores the following week. Who likes seeing a long list of chores first thing in the morning?

    More Tips to Overcome Procrastination

    Featured photo credit: Glenn Carstens-Peters via unsplash.com

    Reference

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