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The Only 2 Tricks You Need for Maximum Productivity

The Only 2 Tricks You Need for Maximum Productivity

    For the past 10 years I’ve been a student of productivity. In high school I managed to make the honor roll while running a small business. In college I became a master of acing tests without actually learning the material (the trick is to figure out what the professor will ask and then memorize the necessary information). When I started my second business in the heart of the recession I knew that I had to be a productivity ninja if I wanted a fighting chance.

    I tried everything. I experimented with virtually every legal stimulant, used computer programs to prevent distractions, tried to check my email only once a day, followed GTD to a T… the list goes on.

    Through it all, I learned that there are only two tricks you need to achieve maximum productivity.

    But first it’s important to understand that if you’re not feeling great you’re not going to be able to hit maximum productivity. Take good care of yourself. It’s the foundation for everything.

    With that in mind, here are the only two tricks you’ll ever need to reach maximum productivity:

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    Plot your day

    Most of us go to work and start working. Our time is spent either reacting to work as it comes in (emails, calls, assignments from the boss, etc) or working on things that are due soon.

    Working this way is very haphazard. It forces your focus to flicker, and it doesn’t guarantee that you’re dedicating time to the really important things, especially the important stuff that isn’t due soon.

    Instead of diving right in, the first thing I do when I get to my desk is I open up a word document, look at my to-dos and emails, and then figure out how to fit everything in.  I literally write out my schedule for the day. My schedule for today looks like this:

    10:00 – 10:10: Plotting the day

    10:10 – 11:10: Blogging (edit and post Necessary Suffering, write LifeHack article on productivity)

    11:10 – 12:10: Work on new white paper

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    12:10 – 12:30: Email

    12:30 – 1:00: Grocery (spinach, garbanzos, canned tomato, onion)

    1:00 – 1:45: Lunch with Will from Ingenuity Prep

    1:45 – 2:00 Prep for call about guest lecture at Georgetown

    2:00 – 3:45 Call with Jay about guest lecture

    3:45 – 4:00 Prep for call about upcoming speech at BSU

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    3:00 – 4:00 Call with team at BSU

    4:00 – 5:00 CRM

    5:00 – 6:00 Email

    Writing a schedule for the day keeps you focused and productive, and it ensures that all the important things are getting your attention. Spend ten minutes in the morning plotting your day and then stick to it.

    Carve out time each week to reflect and calibrate.

    If you really want to be productive throughout the day, one of the most important things to understand is how your daily work fits into the bigger picture of your work and life.

    Most of us are so busy that we don’t bother reflecting. That’s a mistake. Nothing is more important than reflecting on your work and your life – how else would you know that you’re on the right track?

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    Find a few hours each week to reflect. I use Fridays from 3-5. No real work gets done at this time anyways.

    The questions I ask myself:

    • What went well this week? How can I carry that into next week?
    • What went poorly this week? How can I prevent that next week?
    • Did this week fit into my bigger vision? If not, how can I change that next week?
    • What are the 3-5 most critical things for me to be working on next week?

    All that is left for you to do is make sure you are improving a little bit each week and that your work ties into your bigger vision. An easy way to do this is to schedule time each day for the tasks that you have predetermined to be the most important.

    We all want to achieve maximum productivity and efficiency. Doing so requires blending our day-to-day with the big picture and using our time thoughtfully. Starting your day by plotting how you’ll use your time, and spending an hour or two each week calibrating and reflecting, will enable you to hit maximum productivity.

    (Photo credit: Stitched panoramas via Shutterstock)

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    Last Updated on April 6, 2020

    15 Best Productivity Hacks for Procrastinators

    15 Best Productivity Hacks for Procrastinators

    Let me guess.

    You should be doing something else rather than reading this article. But due to some unknown force of nature, you decided to procrastinate by reading an article about how to hack procrastination. You deserve a pat on the back.

    Fortunately, procrastination is not a disease. It’s just a mindset that can be changed, however, here are some productivity tips you need to start getting work done:

    First, you need to acknowledge that procrastinating is an unhealthy habit. Not only you’re prioritizing unimportant things, basically, nothing gets done. Still unsure if you’re a procrastinator? Check out this article: Types of Procrastination (And How To Fix Procrastination And Start Doing)

    Second, your commitment to change is very important. You should be physically, emotionally, and mentally determined to change this habit. If not, then you’ll just succumb to the tempting lure of doing other things rather than your tasks or chores.

    Here are sthe best productivity hacks to improve productivity and keep yourself from procrastinating at work:

    1. Give (10+2)*5 a Try

    Let’s start with a classic but very effective hack called (10+2)*5 created by Merlin Mann,[1] author of 43Folders.com. Don’t worry. This is not a complicated Mathematical formula you need to solve.

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    The (10+2)*5 simply means 10 minutes work + 2 minutes break multiplied by 5, completing 1 hour. It is crucial to stick with the time limits and not skipping work and break schedules. The point of this is for you to create a jam-packed routine of work and break schedules. The result? You will eventually skip your break schedules.

    2. Use Red and Blue More Often

    Clean your desk and remove things that might distract you. According to a Science Daily study[2] about which colors improve brain performance, red was found out to increase attention to details while blue sparks creativity. Surrounding your workplace with these colors not only benefits your brain, it’s also pleasing to the eye.

    3. Create a Break Agenda

    List all the things you want to do on your break, be it surfing the web, checking your emails, snack time, taking selfies, Facebook/Twitter—everything.

    Like the (10+2)*5 hack, squeeze these in between work time but the difference is you schedule these activities for ONLY 20 minutes. Eventually, you’ll take your break minutes wisely. You’re finishing tasks while sidetracking to doing the things you enjoy.

    4. Set a Timetable for Your Tasks

    Like any other habits, procrastinating is a tough wall to break. Replace this habit with another habit. When you’re assigned a task, set a timetable for each step. Let’s say you have a big research task. Here’s a sample timetable:

    9:00 – 9:10 am – Set up all your tools, browser tabs, emails, coffee, etc..
    9:10 – 10:00 am – Internet research
    10:00 – 10:45 am – Look through existing files
    10:45 – 11:00 am – Break time!
    11:00 – 12:00 pm – Outline the research report

    Deadlines are the best hack for getting things done. Setting a specific time to finish a task creates time pressure even if the deadline has passed.

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    5. Take It Outside!

    Do yourself a favor and don’t ruin the comfy vibe of your home. If you need to work on a stressful project, do it in a library or coffee shop. You’ll never finish it anyway. Your cozy sofa and toasty bed will just lure you into napping yourself to doom.

    6. Become Productively Lazy

    Instead of finding all sorts of ways to unproductively procrastinate, use your habit to look for shortcuts and new ways to finish your tasks. Staple multiple papers at a time or master the 3-second t-shirt folding technique. A strong drive combined with laziness sometimes bring out the productive and creative side you never knew you have!

    7. Assign a ‘Task Deputy’

    It could be your colleague, your supervisor, or your significant other, anyone who has the unforgiving guts to reprimand you when you procrastinate. You could go the extra mile by paying up unfinished tasks or times you open your Facebook or watch a funny cat video on YouTube. Let’s see how five bucks every time you procrastinate will change you.

    8. Consider a Gadget-Free Desk

    According to a study by Kleiner Perkins Caufield and Byers, average users check on their phones 150 times per day and having your phone just an elbow away just creates sizzle to this habit.[3]

    Removing mobile devices and gadgets allows you to focus on your work without the constant interruption from notifications, calls, and text messages. It eliminates the very distracting ambiance and the urge to unlock your phone just because.

    9. Prepping the Night

    Before hitting the sack to oblivion, prepare everything you’ll need the next day. This will probably take you 15 minutes tops, saving you more time for coffee in the morning.

    Spin class at am? Pack up your gym clothes, shoes, socks, etc. or better, create a checklist so you don’t miss anything. You can also prep your food into containers and just grab one before leaving.

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    10. Do a 7-Minute Workout in the Morning

    Exercising is proven to increase productivity and stimulate release of endorphin or “Happy Hormones”.

    Take a jog outdoors and get warmed up for the day. Don’t feel like running outside? Hop on a treadmilli. It’s a great investment and there are a lot of ways you can use a treadmill like endurance running and metabolism training. On a budget? Here’s a 7 minute, no-equipment needed workout you can do at home:

    11. Set-up Mini Tasks

    If you’re given a big project, break it down into mini tasks. Create a checklist and start with the easy ones until you finish. Got an article to write? Just start with the title and the first sentence. Or perhaps you have a visual presentation to make?

    Spend 15 minutes on your outline, take five minutes coffee break, then finish the first two slides. Accomplishing something, no matter how tiny, still gives you that sense of fulfillment.

    12. Create an Inspirational Board or Reminder

    I found these mini desk chalkboards from Etsy you can use to write motivating quotes.

    Or you know what? Simply write “Do it now!” and stare at it for 10 seconds every time you feel like dropping by on Reddit.

    13. Redecorate Your Room

    Redecorating my room motivates me to maintain that ‘new’ look for some time until I get use to it and eventually stop. So I redecorate again and again, it became a monthly habit really. Here are some DIY ideas you can do to any room without spending much.

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    14. Ready Your Nibbles

    You know that trip to the pantry? It’s just seconds away but it took you several minutes just to get your fruit snacks in the fridge. Before starting a task, prepare your nibbles on your desk to avoid zoning out and losing yourself on the way to the pantry.

    Bonus productivity hacks you can do at home:

    15. Schedule Your Chores

    Write down your chores in a weekly basis with matching day and time when you should be doing these.

    For the artsy folks, you can create fun chore charts like these or simply stick the list somewhere visibly annoying e.g. mirrors, doors, TV. The trick is listing as many chores as you can for the week and including unfinished chores the following week. Who likes seeing a long list of chores first thing in the morning?

    More Tips to Overcome Procrastination

    Featured photo credit: Glenn Carstens-Peters via unsplash.com

    Reference

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