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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

Life Coach, Blogger

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Last Updated on November 13, 2018

Do You Want to Know the Secret to Living a Fulfilling Life?

Do You Want to Know the Secret to Living a Fulfilling Life?

Don’t we all want to live a full, happy and satisfied life? For some of us, it need not be a long life as long as it’s been a fulfilling life of achievements, happiness and no regrets. But, how many of us actually go on to experience that entirely? It sometimes sounds more like a pipe dream–a fantasy rather than reality.

And then you’ll also get comments from some, saying that this ‘fulfilling life’ is only possible if you’re so rich that you don’t have to care about working, paying the bills or providing for your family. While there is some truth to that, I’m happy to say that financial freedom isn’t the only answer to living a fulfilling life.

Living a Fulfilling Life is Within Reach

Anyone can pursue a life of fullness, and it all starts with the willingness to learn. How many years has it been since you last attended a class in school? If you’re well into your adult years as a working professional, chances are it’s been a while. Do you remember the times where you had to wake up for early morning lectures? Or the times where you were rushing through a paper or project? And, of course there were the endless exams that you had to cram for.

As a young college student, I remember looking forward to the time when I would finally be done with school! No more homework, no more grades to worry about, no more stress! The learning was finally done and I could enter the working world.

Not so much!

Now that I’ve finally entered the working world, there are moments where I do wish to be a student again; it seemed less stressful then!

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There is simply so much out there that I still need to learn and experience. Yet I find myself pressed for time. With family commitments, my business and my own social life to juggle, I’ve had to keep on finding for new ways to learn and absorb new information efficiently. Over the years, I’ve found that by learning new skills and knowledge, I was able to find answers and solutions to my problems, which allowed me to achieve a greater sense of fulfillment.

Learning Never Ends

The truth is, learning never ends. Generally speaking, it is true that a formal education and the resulting qualifications are important in securing good jobs; jobs that allow you to excel, earn more and perhaps become more successful in our chosen career. But going to school is only one type of learning. All throughout your life, you’re learning in many ways. All these experiences shape and grow you into the person that you are today.

There are many opportunities to further your knowledge and develop the skills you need throughout life. Knowledge can be acquired and skill-sets can be developed anywhere. However, lifelong learning is about creating and maintaining a positive attitude to learning both for personal and professional development.

Many people overlook the fact that learning can take place anywhere and in many forms. Most would tend to think of learning as the years spent in a learning institute, which occurs mostly in their younger days. And once you go out into the working world, your ‘learning’ ends.

This is not how it has to be–in fact, lifelong learning is a gift that keeps on giving.

The Importance of Lifelong Learning

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Why is it important to become a lifelong learner?

A lifelong learner is motivated to learn and develop because they want to; it is a deliberate and voluntary act. Lifelong learning can enhance our understanding of the world around us, provide us with more and better opportunities, and improve our quality of life.

You’ll Remain Relevant in the Workplace

With advancements in society today, the human life expectancy continues to increase, which means more people are also retiring at a later age. So no matter what stage of life you’re in, being a lifelong learner brings its own rewards. It means we can get more personal satisfaction from our lives and jobs as we understand more about who we are and what we do.

This can lead to better results and a more rewarding working day in turn. Whether it’s for advancing your career, a personal interest or wanting to pursue new dreams, learning automatically pushes you forward towards progress and enhances your wellbeing.

You’ll Increase Your Earning Potential

From a financial point of view, a more highly skilled and knowledgeable worker is an asset to any company. This also leads to faster promotion with associated salary increases.

Someone who can offer more expertise will be of more value not just to employers but also to customers. Expertise is also, often, a key quality of an effective leader.

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And since you’ll constantly be accumulating knowledge, you’ll have an edge on those who don’t value lifelong learning and can’t bring as much to the table. Your extra knowledge will translate into transferable skills, which means you’ll always be primed to blow the competition out of the water.

Learning Gives You Options

Of course, one of the most rewarding reasons for continuous learning, is that it gives you options! Successfully changing career path in mid-life and spending time informally developing expertise is more common than ever, especially during rapidly changing market conditions.

Whatever your age, it’s never too late to start fresh in life. When you start educating yourself and exposing yourself to new knowledge and information, you widen your opportunities. This will allow you to do more than what you may currently be doing, or give you a way out if you’re not happy or fulfilled with where you’re at now.

Our economy is shifting increasingly towards short-term and part-time contracts with more flexible work-patterns. We have to adapt to changes going on in the work-world, make more of ourselves by stepping out of our comfort zones, and break the false ideas about our potential and how we believe life is going.

Gain More with Cornerstone Skills

You may be well into your career, but feel like somehow, something is still missing. Or maybe you’re not entirely happy with where you’re at in your career path and feel it’s time to reflect and perhaps do something new. Or you might be thinking of retiring soon, and thinking about next steps after retirement.

The learning never needs to stop!

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This can be your chance to go after a dream or interest that you’ve always had (but never had the opportunity, or time, to pursue). This could finally be the time for you to create the change that you know you should have made ages ago.

Why not take the first step to learn about 7 important Cornerstone Skills, which will help take your life to the next stage?

Whatever situation you’re in, having these 7 Cornerstone Skills will no doubt equip you to tackle the challenges of life much more efficiently. Don’t let age, your limitations or a comfort zone stop you from seeking greater rewards and self-improvement.

Transformation and change is in your hands–you have the power to make big things happen, and we can help teach you the skills. Don’t let life pass you by! It’s time to pursue a fulfilling and happy life.

Featured photo credit: Artem Bali via unsplash.com

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