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When a Paper Planner Can Be Your Best Productivity Tool

When a Paper Planner Can Be Your Best Productivity Tool

There are a lot of elegant tools for your OS and online that help you keep track of all your commitments, projects, tasks, goals, checklists, etc. Each of them have their own set of awesome features as well as their weaknesses.

I remember around a year ago when I was lost in the sea of productivity applications (if you have been there yourself, I totally feel for you). This mostly happened because I would find an app that I would like a lot and then find one or two things that it just couldn’t handle in my workflow. Because of that I played around with a ton of productivity applications and wasted a lot of my time procrastinating on projects.

Here is what I found

There is no perfect productivity, todo list, or Getting Things Done application for everyone.

Sorry.

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But wait, before you leave and go Google something like “best GTD app -lifehack.org”, I have to tell you that there is one tool that led me to find a productivity application that worked perfect for me.

My travels through the sea of endless list making apps led me back to where I started my journey with productivity and Getting Things Done: pen and paper.

Why it works

    There are a lot of things that paper doesn’t have that digital tools do including ubiquitous search, automated repeats, nesting of tasks, quickly changing lists and due dates, reminders, etc. But it does have one thing over digital tools that makes it one of the best ways to start being productive; unlimited flexibility.

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    If I want to take a note about a certain task in a digital tool, I have to invoke some sort of option in the system to say that I want to make that note. I type the note, and if the system is good, it will save it automatically. Otherwise I have to tell it to save the note about the task.

    With paper and pen, I locate the task and write something near it. Or, hell, even on top of it if I want.

    Paper planners work because they are flexible and with that flexibility eventually comes an awareness of how you work your productivity system, not how it works you.

    There is nothing to learn really (that is if you aren’t implementing GTD or some other productivity system) and you can start with the tool immediately.

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    This doesn’t have to be permanent

    I was so against using paper after using digital tools for a number of years. But what it came down to was that I needed to re-learn how to create and use a system. Paper is awesome for this because it helps you identify precisely what you need (as well as the things you don’t need at all) and helps you concentrate more on organizing and checking things off of your todo lists rather than figure out the exact taxonomy for your project on saving the world.

    When you fiddle with your tools you aren’t saving the world, you are fiddling.

    As you gain a better understanding of what your tools need to do to facilitate your workflow, you can start to see which digital systems can match that feature specification.

    Transitioning from paper to digital

    Now that you have figured out what you need in a tool and what you don’t at all need in your productivity system, you can start your search for a digital tool and transition to it. That is if you want to.

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    I have met a lot of people that are just as, if not more productive with a paper and pen than I am with OmniFocus on my two Macs, iPhone, and iPad. I believe that it has a lot to do with them being very intimate and close with their system, where as a digital tool can feel somewhat sterile and binary.

    The easiest way to transition is to start dumping your paper planner’s contents straight into your new tool and set it up relatively close to what already have. If you use a bunch of different lists for each area that you do your work in (contexts) and also a list of all your projects and reference materials, make sure that your desired digital tool can handle it.

    Slow down to speed up

    Paper may not be the most powerful productivity tool you can get your hands on, but it sure will show you exactly what you need and don’t need in a productivity system to make it work for you.

    I spent a good 3 months working with a paper planner through college and a full time job at the same time. It was annoying to have to rewrite things every once in a while, but it made me realize exactly what I needed in a productivity tool and helped me stop spinning my wheels trying to find the perfect digital tool.

    Sometimes we have to use the most basic tools, understand how are productivity system is supposed to work, and then make it work with a decent digital tool that fits our needs.

    If you are roaming around in the digital todo list and productivity tool jungle, give yourself a break, grab a crappy notebook and start getting some work done.

    More by this author

    6 Unexpected Ways Journaling Every Day Will Make Your Life Better Why Getting Things Done is the Best Productivity System For You How to Beat Procrastination: 29 Ways to Beat It Once and for All To Automate or not to Automate Your Personal Productivity System Top 10 Productivity Tools to Help You Achieve 10x More in Less Time

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    Last Updated on October 15, 2018

    How to Calm Down When You Are Overwhelmed: 7 Quick Ways to Try

    How to Calm Down When You Are Overwhelmed: 7 Quick Ways to Try

    Do you sometimes feel that you add items to your to-do list faster than you tick them off? Do you spend most of your day worrying about your lack of time?

    The truth is, no matter how much we love our job, or how productive we believe we are under stress, there comes a moment when the pressure rises above boiling point. The sheer number of urgent tasks multiplies in a geometric progression. New possibilities no longer sound inspiring, they sound overwhelming and equal more work.

    If that’s where you are right now – keep reading! If not, it doesn’t mean you should wait until you get there to learn how to cope with a demanding work schedule and how to calm yourself down quickly when you feel overwhelmed.

    Here are 7 quick and easy tips on how to calm down when you are overwhelmed:

    1. Let go of a few activities

    Yes, it’s that easy! Take a look at your to-do list and ask yourself, “If I don’t do it today, will it matter a month from now?”

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    Not every urgent task is important. Just like not every important, high pay-off task is urgent. The best way to keep yourself from getting overwhelmed and to manage your time is to know the difference between the two and learn to simplify your life by getting your to-do list down to three big tasks.

    2. Take deep breaths to calm down

    This advice sounds so simple it’s often overlooked. But it works better (and faster) than any other relaxation technique out there.

    There is a direct connection between our emotional state and breathing. An anxious, frustrated or overwhelmed person breathes as if they have just finished running a marathon. A calm person breathes differently. Their breathing is deep, slow and steady. So when you have a panic attack, the best way to bring your heart rate down and to regain your cool is to change your breathing.

    Try this now:

    Take a slow, long deep breath in, filling your lungs with air and expanding your diaphragm. Hold your breath for four counts and then slowly release the air through your mouth. Repeat four times and notice frustration and the feeling of being overwhelmed dissolve with each long exhale of these calming breaths.

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    3. Make “Just one thing” your mantra

    When we feel overwhelmed by the amount of tasks on our to-do list, it’s easy to enter the ‘deer in the headlights’ state. You see deadlines approaching directly towards you, and you know that something has to be done about them, but you just don’t know where to start.

    The best way to get your mind out of an ‘inactivity trance’ is to create momentum. This is what makes the “Just one thing” mantra so powerful. It helps to change our expectation that everything has to be completed right now, “or else.”

    Next time you feel overwhelmed make grabbing a cup of coffee your “Just one thing.” You can do it, right? Then come back, pick one of the smallest tasks on your to-do list and tell yourself you’ll do just that one task. This is your next “Just one thing” that you will concentrate on until it’s complete. After that you can move on to the next task and so on.

    It’s not “One thing at a time.” Saying this implies that there is a huge line of other tasks waiting to get done and that’s not the message you want to keep repeating to yourself. Learn how to focus here and stop getting overwhelmed.

    4. Reduce the multi-tasking and multi-thinking

    It’s been proven that multi-tasking is very inefficient, to the point of dumbing us down (more than smoking marijuana does). The same is true for multi-thinking, when your mind frantically jumps from one thought to another, trying to focus on and analyze several things all at once.

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    Fortunately, there is help. A few minutes of meditation or brainwave music is all it takes to start feeling more relaxed, more creative and less overwhelmed.

    5. Get moving

    Any exercise you engage in – be it walking or dancing to your favorite beat – helps to release endorphins, the ‘feel-good’ hormones, through your body and to clear your mind.

    Staying active also increases your productivity, enhances your ability to combat stress and anxiety. It also helps you to release the tension, boosting your mood and changing the thoughts that induce the sense of being overwhelmed.

    The best part is you don’t have to spend hours in the gym to get the mind-soothing benefits of exercise. Even as little as 15 minutes of dancing or jogging can go a long way towards making you feel better and staying calmer.

    6. Change your surroundings

    We all need and deserve to take vacations from work woes and family responsibilities. Unfortunately, spending two weeks lazing on a beach, toes in the sand and a Mojito in hand, is not always an option. However, this doesn’t mean that we can’t take short ‘vacations’ from work stress and the technology buzz.

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    Go outside for a few minutes and enjoy the sunshine. Stop at a park instead of driving straight home from work. Sometimes changing your surroundings and ‘spicing up your routine’ is all it takes to change your perspective on things and find creative solutions to seemingly complex and overwhelming problems.

    7. Get some pet therapy

    Studies have shown what most of us already guessed – our pets can be a great help during stressful moments. Simple actions such as petting or playing with your dog or cat can lower high blood pressure, boost your immune system and boost your mood.

    Besides, pets can make the best conversation partners to share your frustrations with. They listen, they love you unconditionally and they never talk back or say, “I told you so.”

    Final thoughts

    Don’t wait for stress to hit you to start practicing these quick ways to calm down when you are overwhelmed. The best way to enjoy a worry-free life is not to push yourself to the limit of being overwhelmed and frustrated.

    Featured photo credit: Dardan via unsplash.com

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