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Last Updated on December 24, 2018

The Importance of Scheduling Downtime

The Importance of Scheduling Downtime

You probably read this blog because you want to get more done each day. But do you want to become more productive so that you can maintain a better work-life balance, or so that you can fill up your newly freed hours with more work? Sometimes the importance of downtime gets relegated to the sidelines, and we forget that optimal productivity cannot occur without it.

You need to rest mind for it to work well on a long-term basis. Believe it or not, some of us need to schedule these rest periods and even lay down rules for what can and cannot be done during those times. I’m a classic case – if I didn’t follow my own advice, I’d work almost every minute I’m awake.

Making the Time

If you’re not naturally inclined to slowing down and taking a break, the best thing you can do is schedule downtime. I know, downtime just sounds like something that shouldn’t be scheduled, like it ruins the whole idea of relaxing. But if you’re the type who is always tempted to keep working until it’s late at night, it may be the only way.

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How much downtime you need to schedule is a personal matter that depends on a several factors, such as how much time you need on a physical and mental level to unwind so that you’re optimally productive the next day. It’s tempting to schedule less time than you need (for some, it might be tempting to allocate yourself more time than you should, but self-discipline is another topic altogether!). Don’t succumb to that temptation – think about how much you need as opposed to how much you can get by with, and mark that time as downtime in black and white.

Use alarms and reminders. People who forget to take downtime usually do so because they get carried away with work, often not noticing the passage of time for hours. In that case, there’s little chance you’ll look at the clock and remember that it’s time to go; you’ll need to be prodded. If you’re using a computer program like iCal to make your downtime appointments, make use of the reminder and reminder alarm features.

Keep It Strictly Downtime

Set rules for your downtime. You have a goal: to relax and recover from your workday so that you can hit optimum productivity the next day. Since it is so tempting for people like us to ditch the downtime and meander off onto other things, it’s important to set rules that keep us within certain boundaries.

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Do you need a computer during your downtime? So surfing or gaming is a hobby of yours when you’re not working, so you shouldn’t rule out the use of computers, but you should restrict what you can and cannot use a computer for.

Are there certain things you should do with your downtime? Perhaps you feel as though you don’t get outside enough, so require that one scheduled downtime session per week involve exercise or, at the least, sitting in the backyard. Maybe you need to spend more time with your kids, so give yourself the requirement that you spend a certain amount of time each week playing with them (if you’re not already doing this, this article is even more important for you).

I know, it can be hard to follow rules that you set for yourself. Self-discipline plays a big part here, and you need to remember that downtime isn’t wasting time. It’s truly important to your continued productivity and happiness.

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Optimizing Your Downtime

Proponents of GTD and various other productivity systems have a great tool for optimizing your actions based on observation of the past week and planning for the coming week in the weekly review. If you don’t already use the weekly review I highly recommend that you take the time to check it out and implement it, since it is the wheel that keeps many productivity systems turning.

The weekly review should adopt a new component – the weekly downtime review. It’s a good chance to review your past week’s downtime, and to schedule downtime for the next week.

Why would you review your downtime? Measuring your effectiveness at tackling your task list makes sense, but perhaps this seems too clinical. It’s important, though, to gauge how effective your downtime is and how successful you’ve been at making your downtime appointments.

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How much downtime did you take in the last week? How does that compare to the amount you scheduled? Did you get carried away and take a little too much downtime, affecting your productivity levels, or did you fail to take enough? Adjust your plans accordingly. If your plans were fine but your follow-through wasn’t, it’s time to crack open a book on self-discipline.

Downtime is important. The first hurdle one must overcome is often to realize that relaxing isn’t a total waste of time, even if the lack of action makes it feel that way.

Featured photo credit: Lili Kovac via unsplash.com

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Joel Falconer

Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

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Last Updated on December 10, 2019

How to Stay Motivated and Reach Your Big Goals in Life

How to Stay Motivated and Reach Your Big Goals in Life

It is hardly a secret that the key to successfully accomplishing one goal after another is staying motivated. There are, of course, tasks which successful people may not like at all, yet they find motivation to complete them because they recognize how each particular task serves a greater goal.

So how to stay motivated most of the time? Here are 5 simple yet effective ways on how to stay motivated and get what you want:

1. Find Your Good Reasons

Anything you do, no matter how simple, has a number of good reasons behind it.

You may not be able to find good reasons to do some tasks at first but, if you take just a few moments to analyze them, you will easily spot something good. We also have many tasks which don’t need any reasoning at all – we’ve been doing them for so long that they feel natural.

If you’re ever stuck with some tasks you hate and there seems to be no motivation to complete it whatsoever, here’s what you need to do: find your good reasons.

Even when you set goals, there needs to be reasons behind these goals. They may not be obvious, but stay at it until you see some, as this will bring your motivation back and will help you finish the task.

Some ideas for what a good reason can be:

  • A material reward – quite often, you will get paid for doing something you normally don’t like doing at all.
  • Personal gain – you will learn something new or will perhaps improve yourself in a certain way.
  • A feeling of accomplishment – at least you’ll be able to walk away feeling great about finding the motivation and courage to complete such a tedious task.
  • A step closer to your bigger goal – even the biggest accomplishments in history have started small and relied on simple and far less pleasant tasks than you might be working on. Every task you complete brings you closer to the ultimate goal, and acknowledging this always feels good.

2. Make It Fun

When it comes to motivation, attitude is everything. Different people may have completely opposite feelings towards the same task: some will hate it, others will love it.

Why do you think this happens? It’s simple: some of us find ways to make any task interesting and fun to do!

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Take sports for example. Visiting your local gym daily for a half-an-hour workout session sounds rather boring to some. Yet many others love the idea!

They like exercising not only because they recognize the good reasons behind it, but simply because it’s fun! At certain time of their daily schedule, they find going to gym to be the best thing to do, simply because nothing else will fit their time and lifestyle so perfectly.

Depending on how you look at it, you can have fun doing just about anything! Just look for ways of having fun, and you’ll find them!

A simple approach is to start working on any task by asking yourself a few questions:

  • How can I enjoy this task?
  • What can I do to make this task fun for myself and possibly for others?
  • How can I make this work the best part of my day?

As long as you learn to have the definite expectation of any task being potentially enjoyable, you will start to feel motivated.

Some of you will probably think of a thing or two which are valid exceptions from this statement, like something you always hate doing no matter how hard you try making it fun. You’re probably right, and that’s why I don’t claim everything to be fun.

However, most tasks have a great potential of being enjoyable, and so looking for ways to have fun while working is definitely a good habit to acquire.

3. Change Your Approach And Don’t Give Up

When something doesn’t feel right, it’s always a good time to take a moment and look for a different approach for the task.

You may be doing everything correctly and most efficiently, but such approach isn’t necessarily the most motivating one. Quite often, you can find a number of obvious tweaks to your current approach which will both change your experience and open up new possibilities.

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That’s why saying “one way or another” is so common — if you really want to accomplish your goal, there is always a way; and most likely, there’s more than one way.

If a certain approach doesn’t work for you, find another one, and keep trying until you find the one which will both keep you motivated and get you the desired results.

Some people think that trying a different approach means giving up. They take pride in being really stubborn and refusing to try any other options on their way towards the goal.

My opinion on this is that the power of focus is great, but you should be focusing on your goal, and not limiting your options by focusing on just one way to accomplish it it.

4. Recognize Your Progress

Everything you may be working on can be easily split into smaller parts and stages. For most goals, it is quite natural to split the process of accomplishing them into smaller tasks and milestones. There are a few reasons behind doing this, and one of them is tracking your progress.

We track our progress automatically with most activities. But to stay motivated, you need to recognize your progress, not merely track it.

Here’s how tracking and recognizing your progress is different:

Tracking is merely taking a note of having reached a certain stage in your process. Recognizing is taking time to look at a bigger picture and realize where exactly you are, and how much more you have left to do.

For example, if you’re going to read a book, always start by going through the contents table. Getting familiar with chapter titles and memorizing their total number will make it easier for you to recognize your progress as you read. Confirming how many pages your book has before starting it is also a good idea.

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You see, reading any book you will be automatically looking at page numbers and chapter titles, but without knowing the total number of pages, this information will have little meaning.

Somehow, it is human nature to always want things to happen in short term or even at once. Even though we split complex tasks into simpler actions, we don’t quite feel the satisfaction until all is done and the task is fully complete.

For many scenarios though, the task is so vast that such approach will drain all the motivation out of you long before you have a chance to reach your goal. That’s why it is important to always take small steps and recognize the positive different and progress made. This is how your motivation can sustain in long term.

5. Reward Yourself

This is a trick everyone likes: rewarding yourself is always pleasant. This is also one of the easiest and at the same time most powerful ways to stay motivated!

Feeling down about doing something? Dread the idea of working on some task? Hate the whole idea of working? You’re not alone.

Right from the beginning, agree on some deliverables which will justify yourself getting rewarded. As soon as you get one of the agreed results, take time to reward yourself in some way.

For some tasks, just taking a break and relaxing for a few minutes will do.

For others, you may want to get a fresh cup of coffee and even treat yourself a dessert.

For even bigger and more demanding tasks, reward yourself by doing something even more enjoyable, like going to a cinema or taking a trip to some place nice, or even buying yourself something.

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Your progress may not seem to others like anything worth celebrating but, take time and do it anyway! It is your task and your reward, so any ways to stay motivated are good.

The more you reward yourself for the honestly made progress, the more motivated you will feel about reaching new milestones, thus finally accomplishing your goal.

Mix and Match

Now that you have these five ways of staying motivated, it is a good moment to give you the key to them all: mix and match!

Pick one of the techniques and apply it to your situation. If it doesn’t work, or if you simply want to get more motivated, try another technique right way. Mix different approaches and match them to your task for the best results.

Just think about it: Finding good reasons to work on your task is bound to helping you feel better; and identifying ways to make it fun will help you enjoy the task even more.

Or, if you plan a few points for easier tracking of your progress and on top of that, agree on rewarding yourself as you go; this will make you feel most motivated about anything you have to work through.

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Featured photo credit: Lucas Lenzi via unsplash.com

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