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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 January 13, 2020

50 Motivational Quotes for Work to Inspire Success

50 Motivational Quotes for Work to Inspire Success

Let’s face it – no matter how excited you are about a new project or priority in your life, there will always be days when your motivation lags. Days when – despite all the progress you’ve made in the past – it just sounds easier to sit on the couch playing video games than to buckle down and crank out the work needed to meet your goals.

In order to be successful, you must be able to motivate yourself past these humps. Whenever you feel your drive and determination lagging, turn to these motivational quotes for work to provide the extra spark of passion needed to keep you on track.

Quotes about Goal Setting

Whether you’re still in the planning phases of your business or whether you’re plotting a plan of attack to bring about your long-range vision, setting good goals is a critical part of succeeding in business.

Check out these quotes for extra inspiration on how to turn your dreams into reality:

quote-Benjamin-E.-Mays-the-tragedy-in-life-doesnt-lie-in-106113

    “The tragedy in life doesn’t lie in not reaching your goal. The tragedy lies in having no goal to reach.”– Benjamin Mays


    “By recording your dreams and goals on paper, you set in motion the process of becoming the person you most want to be. Put your future in good hands — your own.”–Mark Victor Hansen


    “Give yourself an even greater challenge than the one you are trying to master and you will develop the powers necessary to overcome the original difficulty.”–William J. Bennett – The Book of Virtues


    “The entrepreneur is essentially a visualizer and actualizer… He can visualize something, and when he visualizes it he sees exactly how to make it happen.”–Robert L. Schwartz

    Quotes about Achieving Excellence in Work

    Once you’ve got your goals together, you’ll need to put in 110% of your effort in order to transform these visions into reality. To increase your motivation to work at a consistently high level, take a look at the following words of wisdom:

    “Excellence is an art won by training and habituation. We do not act rightly because we have virtue or excellence, but we rather have those because we have acted rightly. We are what we repeatedly do. Excellence, then, is not an act but a habit.”–Aristotle


    “If you are going to achieve excellence in big things, you develop the habit in little matters. Excellence is not an exception, it is a prevailing attitude.”–Charles R. Swindoll

    Desire is the key to motivation

      “Desire is the key to motivation, but it’s determination and commitment to an unrelenting pursuit of your goal — a commitment to excellence — that will enable you to attain the success you seek.”–Mario Andretti


      “The secret of joy in work is contained in one word – excellence. To know how to do something well is to enjoy it.”–Pearl Buck


      “The quality of a person’s life is in direct proportion to their commitment to excellence, regardless of their chosen field of endeavor.”–Vince Lombardi

      Quotes about Determination and Persistence

      Since every business or other endeavor is bound to hit some rough patches, it’s often a person’s level of determination and patience that brings about either success or failure. These positive quotes give you an extra boost of encouragement:

      “Enter every activity without giving mental recognition to the possibility of defeat. Concentrate on your strengths, instead of your weaknesses… on your powers, instead of your problems.”–Paul J. Meyer


      “Knowing trees, I understand the meaning of patience. Knowing grass, I can appreciate persistence.”–Hal Borland


      “Nothing in the world can take the place of Persistence. Talent will not; nothing is more common than unsuccessful men with talent. Genius will not; unrewarded genius is almost a proverb. Education will not; the world is full of educated derelicts. Persistence and determination alone are omnipotent. The slogan ‘Press On’ has solved and always will solve the problems of the human race.”–Calvin Coolidge

      quote-Thomas-Fuller-an-invincible-determination-can-accomplish-almost-anything-92190

        “An invincible determination can accomplish almost anything and in this lies the great distinction between great men and little men.”–Thomas Fuller

        Quotes about Leadership

        Whether you use it to engage your employees, to encourage teamwork or motivate others to follow your unique way of thinking, leadership is crucial. Take your leadership cues from these renowned leaders’ famous sayings:

        “The most dangerous leadership myth is that leaders are born — that there is a genetic factor to leadership. This myth asserts that people simply either have certain charismatic qualities or not. That’s nonsense; in fact, the opposite is true. Leaders are made rather than born.” –Warren G. Bennis


        “All of the great leaders have had one characteristic in common: it was the willingness to confront unequivocally the major anxiety of their people in their time. This, and not much else, is the essence of leadership.”–John Kenneth Galbraith

        Leadership is not magnetic personality

          “Leadership is not magnetic personality — that can just as well be a glib tongue. It is not ‘making friends and influencing people’ — that is flattery. Leadership is lifting a person’s vision to high sights, the raising of a person’s performance to a higher standard, the building of a personality beyond its normal limitations.”–Peter F. Drucker


          “The task of leadership is not to put greatness into people, but to elicit it, for the greatness is there already.”–John Buchan


          “High sentiments always win in the end. The leaders who offer blood, toil, tears and sweat always get more out of their followers than those who offer safety and a good time. When it comes to the pinch, human beings are heroic.”–George Orwell

          Quotes for Success

          Think of success as a holistic process – one which results from the combination of goal-setting, excellence, patience, determination and leadership you prioritize throughout your career. These highly successful people provide you with an excellent source of motivation:

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          “Be patient with yourself. Self-growth is tender; it’s holy ground. There’s no greater investment.”–Stephen Covey


          “Believe in yourself! Have faith in your abilities! Without a humble but reasonable confidence in your own powers you cannot be successful or happy.”–Norman Vincent Peale

          Success is the ability to go from one failure to another with no loss of enthusiasm.

            “Success consists of going from failure to failure without loss of enthusiasm.”–Winston Churchill


            “Successful and unsuccessful people do not vary greatly in their abilities. They vary in their desires to reach their potential.”–John Maxwell


            “Would you like me to give you a formula for success? It’s quite simple, really. Double your rate of failure. You are thinking of failure as the enemy of success. But it isn’t at all. You can be discouraged by failure or you can learn from it, So go ahead and make mistakes. Make all you can. Because remember that’s where you will find success.”– Thomas J. Watson


            “The great successful men of the world have used their imagination.  They think ahead and create their mental picture in all its details, filling in here, adding a little there, altering this a bit and that a bit, but steadily building – steadily building.”–Robert Collier


            “It is a paradoxical but profoundly true and important principle of life that the most likely way to reach a goal is to be aiming not at that goal itself but at some more ambitious goal beyond it.”–Arnold Toynbee

            Sports Quotes for Athletes

            You don’t need to be a Michael Jordan-caliber athlete to draw inspiration from the following quotes. Even if you’re just a recreational player or someone who’s using sports as a means to get back in shape after long periods of inactivity, the following motivational sports quotes will encourage you:

            “My attitude is that if you push me towards something that you think is a weakness, then I will turn that perceived weakness into a strength.”–Michael Jordan


            “Pain is temporary. It may last a minute, or an hour, or a day, or a year, but eventually it will subside and something else will take its place. If I quit, however, it lasts forever.”–Lance Armstrong

            Strength does not come from winning. Your struggles develop your strengths.

              “Strength does not come from winning. Your struggles develop your strengths. When you go through hardships and decide not to surrender, that is strength.”–Arnold Schwarzenegger


              “I know what I have to do, and I’m going to do whatever it takes. If I do it, I’ll come out a winner, and it doesn’t matter what anyone else does.”–Florence Griffith Joyner


              “Every time you stay out late; every time you sleep in; every time you miss a workout; every time you don’t give 100% – You make it that much easier for me to beat you.”–Unknown


              “If you are hurt, whether in mind or body, don’t nurse your bruises. Get up and light-heartedly, courageously, good temperedly get ready for the next encounter. This is the only way to take life – this is also ‘playing’ the game!”–Emily Post


              “We must train from the inside out. Using our strengths to attack and nullify any weaknesses. It’s not about denying a weakness may exist but about denying its right to persist.”–Vince McConnell

              Quotes to Motivate Learning

              Committing yourself to pursuing knowledge in a single area is a tremendous endeavor – one that often seems overwhelming given the depth and breadth of information that’s available today. Keep the following motivational quotes in mind if you’re learning:

              “How far you go in life depends on your being tender with the young, compassionate with the aged, sympathetic with the striving and tolerant of the weak and the strong. Because someday in life you will have been all of these.”–George Washington Carver

              quote-William-Arthur-Ward-if-you-can-imagine-it-you-can-36189

                “If you can imagine it, you can achieve it; if you can dream it, you can become it.”–William Arthur Ward


                “It is the mark of an educated mind to be able to entertain a thought without accepting it.”– Aristotle


                “Success is not the key to happiness.Happiness is the key to success.If you love what you are doing, you will be successful.”–Albert Schweitzer


                “Wear your learning, like your watch, in a private pocket: and do not pull it out and strike it, merely to show that you have one.”–Philip Stanhope, 4th Earl of Chesterfield


                “He who asks is a fool for five minutes, but he who does not ask remains a fool forever.”–Chinese Proverb


                “Study while others are sleeping; work while others are loafing; prepare while others are playing; and dream while others are wishing.”–William Arthur Ward


                “Books can be dangerous. The best ones should be labeled ‘This could change your life’.”–Helen Exley


                “A book is like a garden carried in the pocket.”–Chinese Proverb

                All-Time Favorite Positive Quotes

                Finally, whatever your goals are in life, you can’t go wrong by taking the advice of the following famous motivational quotes:

                “Change your thoughts and you change your world.”–Norman Vincent Peale


                “Your time is limited, don’t waste it living someone else’s life. Don’t be trapped by dogma, which is living the result of other people’s thinking. Don’t let the noise of other’s opinion drowned your own inner voice. And most important, have the courage to follow your heart and intuition, they somehow already know what you truly want to become. Everything else is secondary.”–Steve Jobs


                “Nobody can go back and start a new beginning, but anyone can start today and make a new ending.”–Maria Robinson


                “Out of clutter, find Simplicity. From discord, find Harmony. In the middle of difficulty lies Opportunity.”–Albert Einstein


                “Yesterday is not ours to recover, but tomorrow is ours to win or lose.”–Lyndon Johnson

                If we did all the things we are capable of, we would literally astound ourselves.

                  “If we did all the things we are capable of, we would astound ourselves.”–Thomas Edison


                  “You miss 100% of the shots you don’t take.”–Wayne Gretzky


                  “Success is not final, failure is not fatal: it is the courage to continue that counts.”–Winston Churchill


                  “What lies behind us and what lies before us are tiny matters compared to what lies within us.”–Ralph Waldo Emerson

                  Final Thoughts

                  To use these motivational quotes effectively, find the one that speaks to you. Although all of the phrases listed above can be considered “motivational,” only you can decide which one resonates with you most directly.

                  Next, take the quote you’ve settled on and copy it onto small index cards or other pieces of paper that can be stored around your home and workspace.

                  If you’re creative, you can create inspiration boards, signs or other decorative displays featuring your favorite motivational quotes – really, though, the most important thing is that your chosen phrase be accessible in a variety of different places. This will make it easy to access and review whenever you feel your motivation slipping away.

                  More Inspiring Quotes

                  Featured photo credit: Kyle Glenn via unsplash.com

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