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The Importance of a Central Project List

The Importance of a Central Project List

I can’t escape the fact that having a real centralized project list for the things I’m doing is helping. I want to believe that I have tons of excess capacity in my brain. I want to think that I remember everything I’ve got on the go. But I don’t. And maybe you don’t, either.

I’ve recently started using the Mac program iGTD as a central repository. It does a great job of sorting out contexts and projects such that I can sort things by project or context and get whatever done that I can. I’m sure you can recommend the PC or LINUX equivalent in the comments section, right? But to me, it’s not about the software. It’s about the way one uses the product to create a workflow. Here’s what I’ve been experimenting with:

30 Minutes in the Morning

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I wish I could use less time to do this, but I find that if I give the first 30 minutes of my morning towards wiping out my inbox and either turning the mail into projects or acting immediately, it goes a long way on improving my day. So that’s what I do.

  • Open email
  • Process mail into a project –> add to iGTD or
  • Act on mail immediately: respond in a way that closes the loop with the other person.
  • Close email and try to forget for an hour.
  • Try to nail some action on a project, hopefully in order of deadline.

Nothing magical here, but getting into the rhythm of it is where the power comes in. I’m starting to come to my iGTD project list to look for what needs doing. And when I identify that something’s not there, I put it on to add it to my active queue.

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Perform Project “Blasts”

Instead of focusing on any one project, I scroll through my project list and try working on closing out the ones due next, and/or the ones I think I can complete in short order. I try to do a mix of these and a few swipes at tasks on REALLY BIG projects. Because I’ve got this set up as projects with tasks underneath, it’s as easy as working on Next Actions. This requires discipline. I find that if I don’t break a project into tasks, then I don’t dig in as quickly to take a next action on something.

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Daily Review

I do a weekly review, but I also do a daily endcap to see if I’ve moved the ball forward on enough of my projects. Because my particular work is almost always scattershot, I look to see that what I’ve done has had any impact on a daily basis. Thus, I can try and influence my next day more.

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Your Thoughts and Improvements

This is the system I’m using to manage my workload right now. How are YOU working? What are you doing differently? Have you tried a program that you like more than iGTD? Talk about it. We’d love to hear.

Chris Brogan blogs at [chrisbrogan.com]

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Last Updated on May 24, 2019

How to Be Productive at Home and Make Every Day a Productive Day

How to Be Productive at Home and Make Every Day a Productive Day

If you’ve ever wondered how to be productive at home or how you could possibly have a more productive day, look no further.

Below you’ll find six easy tips that will help you make the most out of your time:

1. Create a Good Morning Routine

One of the best ways to start your day is to get up early and eat a healthy breakfast.

CEOs and other successful people have similar morning routines, which include exercising and quickly scanning their inboxes to find the most urgent tasks.[1]

You can also try writing first thing in the morning to warm up your brain[2] (750 words will help with that). But no matter what you choose to do, remember to create good morning habits so that you can have a more productive day.

If you aren’t sure how to make morning routine work for you, this guide will help you:

The Ultimate Morning Routine to Make You Happy And Productive All Day

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2. Prioritize

Sometimes we can’t have a productive day because we just don’t know where to start. When that’s the case, the most simple solution is to list everything you need to get accomplished, then prioritize these tasks based on importance and urgency.

Week Plan is a simple web app that will help you prioritize your week using the Covey time management grid. Here’s an example of it:[3]

    If you get the most pressing and important items done first, you will be able to be more productive while keeping stress levels down.

    Lifehack’s CEO, Leon, also has great advice on how to prioritize. Take a look at this article to learn more about it:

    How to Prioritize Right in 10 Minutes and Work 10X Faster

    3. Focus on One Thing at a Time

    One of the biggest killers of productivity is distractions. Whether it be noise or thoughts or games, distractions are a barrier to any productive day. That’s why it’s important to know where and when you work best.

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    Need a little background noise to keep you on track? Try working in a coffee shop.

    Can’t stand to hear even the ticking of a clock while writing? Go to a library and put in your headphones.

    Don’t be afraid to utilize technology to make the best of your time. Sites like [email protected] and Simply Noise can help keep you focused and productive all day long.

    And here’s some great apps to help you focus: 10 Online Apps for Better Focus

    4. Take Breaks

    Focusing, however, can drain a lot of energy and too much of it at once can quickly turn your productive day unproductive.

    To reduce mental fatigue while staying on task, try using the Pomodoro Technique. It requires working on a task for 25 minutes, then taking a short break before another 25 minute session.

    After four “pomodoro sessions,” be sure to take a longer break to rest and reflect.

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    I like to work in 25 and 5 minute increments, but you should find out what works best for you.

    5. Manage Your Time Effectively

    A learning strategies consultant once told me that there is no such thing as free time, only unstructured time.

    How do you know when exactly you have free time?

    By using the RescueTime app, you can see when you have free time, when you are productive, and when you actually waste time.

    With this data, you can better plan out your day and keep yourself on track.

    Moreover, you can increase the quality of low-intensity time. For example, reading the news while exercising or listening to meeting notes while cooking. Many of the mundane tasks we routinely accomplish can be paired with other tasks that lead to an overall more productive day.

    A bonus tip, even your real free time can be used productively, find out how:

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    20 Productive Ways to Use Your Free Time

    6. Celebrate and Reflect

    No matter how you execute a productive day, make sure to take time and celebrate what you’ve accomplished. It’s important to reward yourself so that you can continue doing great work. Plus, a reward system is an incredible motivator.

    Additionally, you should reflect on your day in order to find out what worked and what didn’t. Reflection not only increases future productivity, but also gives your brain time to decompress and de-stress.

    Try these 10 questions for daily self reflection.

    More Articles About Daily Productivity

    Featured photo credit: Unsplash via unsplash.com

    Reference

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