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The 8 Habits of Highly Productive People

The 8 Habits of Highly Productive People

For the full original unedited article, visit Celestine’s blog, Personal Excellence.

Are you a productive person? Have you ever wondered what makes one more productive than another?

Unlike what most might think, being productive is not about one’s intellect or capability. Being productive is about practicing certain habits over others, such that you can get the most out of your days. As someone very passionate about personal productivity, I have found eight habits to be superior in boosting one’s productivity. Practice them and prepare to skyrocket your productivity!

Habit 1: Ruthlessly cut away the unimportant (and Focus on the important)

The first habit of productive people is to slice and dice everything that’s unimportant.

For everything you’re doing now, ask yourself how important this is. Does this bring you dramatically closer to your dreams? Does this create any real impact in your life in the long term? Is it the absolute best way to spend your time or can you be doing more high value tasks?

If the answer is ‘yes’ to all the questions, keep this task. If not, perhaps it’s time to ditch it. No point doing something unimportant! Say you’re handling a project that makes no difference to your business after it’s completed. It wouldn’t matter whether you take an hour, three hours, or one week to do it—it’d still make no difference at the end of the day!

Many people tend to wrongly classify regular tasks as high value tasks. A good tool to set them apart is the Time Management Matrix that classifies our daily activities into 4 different quadrants. Your most important tasks fall under Quadrant 2, which should be your quadrant of focus.

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Habit 2: Allocate breaks strategically

The second habit is to allocate breaks strategically.

I don’t think being productive requires you to work non-stop like a robot. On the contrary, it’s by doing that that you become less productive. While the number of hours spent on work increases and the amount of work accomplished seems marginally higher, the work done per unit time is lower than your average. Not only that, your work done per extra unit time actually decreases. In Economics, this is known as the Law of Diminishing Returns.

Rest is important. No matter how much you want to work, there are areas of your life that work can’t fulfill, such as love, family, health. That’s why our life wheel is made up of different segments, vs. just 1 big segment. Each segment is distinct and irreplaceable by others. By “rest”, I’m referring to taking time for any segment of your life that is outside of Business/Career/Studies. Taking time off charges your batteries so you can sprint forward when you return to work.

Watch this video tutorial on the life wheel: http://www.youtube.com/watch?v=QfDUK6c9gwk

If you’re self-employed or on a flexible work schedule, you can put this into practice easily. Even if you’re in a 9-5 job, you can still do it all the time. Whenever you feel unproductive, throw in a quick break. Walk away from the desk, get a drink from the pantry, go for a toilet break, talk to a colleague about work. You’ll be more perked up when you return.

Habit 3: Remove productivity pitstops (i.e. distractions)

The third habit is to remove productivity pitstops.

Productivity pitstops are things that limit your productivity. They can be the music you listen to when you work, your slow computer, unwanted phone calls, alerts from your inbox on incoming mail, the internet, You Tube, Facebook, Twitter, etc. These things trap you and prevent you from getting things done.

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Go about your daily routine and observe when your output slows down. What’s distracting you? How can you remove it? Experiment and try working in different places. Adjust your environment. Make tweaks here and there. The more productivity pitstops you find and remove, the more productive you’ll be.

Habit 4: Tap into your inspiration

The fourth habit is to tap into inspiration.

How do you do that? Simple – think about what inspires you in life. Is it helping others grow? Connecting with people? Being recognized for your work? Working with the poverty? Helping the unfortunate? Being #1 in your field? How can you achieve them? Find out your motivators, then use them to drive you.

My biggest inspiration is to see others achieving their highest potential and living their best lives. I love seeing everyone living to their highest being, and if there are ever anything blocking them I’ll feel all ready to rip it away, so I use this to drive me in everything I create. When I’m writing a blog entry, I’ll start by thinking what is an area people are facing blockages in, then I channel into that energy.

Habit 5: Create barriers to entry

The fifth habit of is to create barriers to entry.

A great thing about our world today is that it’s easier than ever to reach out to someone. Everyone is just a text message/phone call/email/Facebook message away. At the same time it has become a highly distracting place to live in. Every few minutes, there’s a distraction coming in, whether by way of a phone call, a text message, an e-mail, or a Facebook mass event invite.

To get real work done, I recommend you put up barriers, so it’s hard(er) to reach you. Unplug your phone, switch off your phone, close off your inbox, set a personal rule where you only reply to emails after X days. I’m not saying disappear from the face of the earth, but do that during your work hours at least, especially when you’re working on an intense project. After a while, people will get used to it and adhere to the rule in order to reach you.

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Habit 6: Optimize time pockets

The sixth habit is to optimize time pockets.

Time pockets refer to pockets of time you have in between events. You usually get time pockets when waiting for people, commuting, walking from one place to another, etc.

Look at your schedule. What are the time pockets that can be better utilized? How can you maximize them? Have some ready activities to do during these pockets, such as listening to podcasts, reading books, planning, etc. You will be amazed at how much can be done in just a short amount of time!

Habit 7: Set timelines

The seventh habit is to set timelines.

This is a fundamental productivity habit. By Parkinson’s Law, work expands so as to fill the time available for its completion. This means if you don’t set a timeline, you can take forever to complete what you’re doing. If you set a timeline of two weeks, you’ll take two weeks. If you set one week, you’ll take one  week. And interestingly enough, if you set one hour, you actually can complete it by one hour too, if you truly want to.

So, set timelines. When you set timelines, you set the intention to complete the work by this time, hence paving the way for the reality to manifest.

Habit 8: Automate everything possible

The eighth and last habit is to automate everything possible.

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Technology today has made automation possible for a lot of things we do. Even when it’s impossible to fully automate the task, we can still use the systems to get a lot of the work done for us.

Keep a record of the things you do today, and see how you can automate them. Some of the not-so-productive tasks that we do on a regular basis are:

  1. Delete, archive, sort our mail
  2. Delete spam mail
  3. Paying our bills
  4. Appointment scheduling
  5. Planning our days/weeks/months (unproductive because it’s still planning vs. acting)

Here is a partial list of things I automate:

  • Mail: I have set up e-mail filters where all site requests and reader mail automatically go into my ‘Reply later’ folder.  I also have filters where newsletters and subscriptions go into different folders depending on what they are about. That way, my only job is to read e-mails and respond where needed, not to sort.
  • Scheduling: My schedules are somewhat automated. I set recurring items for things I’ve to do daily, weekly or monthly like paying the bills, exercising (daily), training workshops, etc so I don’t have to worry about them later. It’s not exactly automatic in that I have to first create the entry, but once it’s set I don’t need to do anything about it anymore.
  • Tweeting/Facebook: I automate the tweeting and posting of my new posts. Every time a new post goes live, my twitter will have an announcement, which automatically feeds into my Facebook as well
  • Payments: My product payments are automatic. Whenever someone makes a purchase for one of my books, e-junkie (my payment vendor) will automatically generate an invoice, a download link and a confirmation email and send them to the buyer. The payment is automatically sent to Paypal.

I’m continuously looking for ways to automate my process, so I can spend more time on creating value for others rather than being stuck in busy work. By automating your to-do list as much as possible, you reserve your time for the absolute important things. If you get a deja vu feeling when doing something on your task list, that’s a cue to automate that item.

This article is also available in manifestoweb lecture and audio podcast formats.

 

More by this author

Celestine Chua

Celestine is the Founder of Personal Excellence where she shares her best advice on how to boost productivity and achieve excellence in life.

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Last Updated on March 23, 2021

Manage Your Energy so You Can Manage Your Time

Manage Your Energy so You Can Manage Your Time

One of the greatest ironies of this age is that while various gadgets like smartphones and netbooks allow you to multitask, it seems that you never manage to get things done. You are caught in the busyness trap. There’s just too much work to do in one day that sometimes you end up exhausted with half-finished tasks.

The problem lies in how to keep our energy level high to ensure that you finish at least one of your most important tasks for the day. There’s just not enough hours in a day and it’s not possible to be productive the whole time.

You need more than time management. You need energy management

1. Dispel the idea that you need to be a “morning person” to be productive

How many times have you heard (or read) this advice – wake up early so that you can do all the tasks at hand. There’s nothing wrong with that advice. It’s actually reeks of good common sense – start early, finish early. The thing is that technique alone won’t work with everyone. Especially not with people who are not morning larks.

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I should know because I was once deluded with the idea that I will be more productive if I get out of bed by 6 a.m. Like most of you Lifehackers, I’m always on the lookout for productivity hacks because I have a lot of things in my plate. I’m working full time as an editor for a news agency, while at the same time tending to my side business as a content marketing strategist. I’m also a travel blogger and oh yeah, I forgot, I also have a life.

I read a lot of productivity books and blogs looking for ways to make the most of my 24 hours. Most stories on productivity stress waking up early. So I did – and I was a major failure in that department – both in waking up early and finishing early.

2. Determine your “peak hours”

Energy management begins with looking for your most productive hours in a day. Getting attuned to your body clock won’t happen instantly but there’s a way around it.

Monitor your working habits for one week and list down the time when you managed to do the most work. Take note also of what you feel during those hours – do you feel energized or lethargic? Monitor this and you will find a pattern later on.

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My experiment with being a morning lark proved that ignoring my body clock and just doing it by disciplining myself to wake up before 8 a.m. will push me to be more productive. I thought that by writing blog posts and other reports in the morning that I would be finished by noon and use my lunch break for a quick gym session. That never happened. I was sleepy, distracted and couldn’t write jack before 10 a.m.

In fact that was one experiment that I shouldn’t have tried because I should know better. After all, I’ve been writing for a living for the last 15 years, and I have observed time and again that I write more –and better – in the afternoon and in evenings after supper. I’m a night owl. I might as well, accept it and work around it.

Just recently, I was so fired up by a certain idea that – even if I’m back home tired from work – I took out my netbook, wrote and published a 600-word blog post by 11 p.m. This is a bit extreme and one of my rare outbursts of energy, but it works for me.

3. Block those high-energy hours

Once you have a sense of that high-energy time, you can then mold your schedule so that your other less important tasks will be scheduled either before or after this designated productive time.

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Block them out in your calendar and use the high-energy hours for your high priority tasks – especially those that require more of your mental energy and focus. You also need to use these hours to any task that will bring you closer to you life’s goal.

If you are a morning person, you might want to schedule most business meetings before lunch time as it’s important to keep your mind sharp and focused. But nothing is set in stone. Sometimes you have to sacrifice those productive hours to attend to other personal stuff – like if you or your family members are sick or if you have to attend your son’s graduation.

That said, just remember to keep those productive times on your calendar. You may allow for some exemptions but stick to that schedule as much as possible.

There’s no right or wrong way of using this energy management technique because everything depends on your own personal circumstances. What you need to remember is that you have to accept what works for you – and not what other productivity gurus say you should do.

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Understanding your own body clock is the key to time management. Without it, you end up exhausted chasing a never-ending cycle of tasks and frustrations.

Featured photo credit: Collin Hardy via unsplash.com

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