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Where are the aids for increasing GENUINE personal productivity?

Where are the aids for increasing GENUINE personal productivity?

Too much of today’s personal productivity is stuck in repeating the past
To-do list

A genuine increase in productivity means getting the same, or greater, output with less effort and a smaller use of resources. Yet most personal productivity software still relies on various ways to categorize old-fashioned to-do lists.

That focuses on getting more done by improved organization; it’s working harder for longer (mostly by virtue of avoiding distractions and procrastination), not doing things better or with less effort and input. It’s not increasing genuine productivity. I suspect that, in reality, it’s sometimes even a substitute for doing much at all; spending time instead categorizing and rearranging lists of what is there to be done.

Where is the software that would help people find better ways to do things? To free up time for what matters be eliminating the unnecessary and trivial? The software that would ask tough, meaningful questions about every to-do item, such as:

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  • Do you need to do it now — or ever?
  • Is this something that you could — and should — delegate to someone else?
  • Is there a way to get the same result with less effort and input?
  • Is there a way to get a better outcome? Have you considered fresh options? What ideas could you find to improve, simplify, or — best of all — eliminate this activity?
  • Are you jumping to conclusions about what to do? Should you allow circumstances to unfold further, so you can see better what needs to be done (if anything)?
  • How can you develop your creativity, so that you can either find better ways to achieve the same, or greater, results, or find ways to stop doing things?

These are all questions it’s easy to forget in the rush to “get things done” — especially when someone is breathing down your neck and time seems to be slipping away. Software that both reminded and challenged you each time you tried to add something to your to-do list might be a boon to anyone caught up in the rat race.

Not doing things may be more productive

The Tao Te Ching suggested, more than 2200 years ago, that by doing nothing, everything would be done. What I suspect the author meant was that, if you think about things long enough and carefully enough, a great deal of your present activity can be removed altogether; if you’re patient, still more will resolve itself without any input from you; and whatever is left, you can do in half the time and with a quarter of the effort. Everything that matters gets done. The rest is irrelevant.

By following that advice, you can eliminate so much clutter — plus those actions only done because you’ve always done them that way — that you will fly through what is left. That’s true focus, not the false kind that comes from putting items into an ordered list and starting from the top. You may be working on item 1, but all the others are still there, preying on your mind and tempting you into swerving aside to deal with them too.

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What about something that actually limited your to-do list to no more than, say, six items? Something that would force you to prioritize and drop something, before you could add any more? It’s easy to build up a to-do list of almost infinite length, then feel stressed by all the things still waiting to be done.

Realistically, the chances of getting to item 27 on your list — now or ever — are so small as not to be worth considering. Software could not only help you to set sensible priorities, it could recall just how long something had sat at number 3 or 4 and tell you either to do it now — make it number 1 and get it done — or stop kidding yourself and forget it.

It could also remember how long something had been on the to-do list in any position and kick it off automatically after, say, 5 days. If you haven’t even started on it by then, you aren’t going to today. Push it into a back list of “to do sometime;” and remove altogether if it stays on there for more than two weeks.

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The real keys to increasing productivity are creativity and discipline

I know this sounds brutal, but sometimes it takes “tough love” to bring home the key point: a to-do list should only contain what you are definitely going to do within the next day or so. Everything else should go somewhere else, or it will simply clog up your list and convince you that you’re so weighed down with unfinished tasks that you don’t have time to do anything — except, of course, continually polish and re-categorize your natty software to-do list!

Productivity should be about creativity — finding new and better ways to do what me must with less effort — and discipline — to ignore anything that isn’t truly important.

For example, if your to-do list and calendar are full of meetings, you can probably double or triple your productivity instantly by taking these simple steps:

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  • Cut out all the time wasted in meetings you’re only attending as an observer. If you haven’t got anything on the agenda that is vital to you, don’t go.
  • Refuse to stay in any meeting for more than one hour. What can’t be accomplished in that time probably doesn’t need to be done.
  • If you are in charge, eliminate all the time wasted by people “updating” the group. If anyone needs to know, ask for a summary beforehand by e-mail. In a meeting, it’s wasted time.
  • Only hold meetings at all if there is genuinely no other way. About a third of meetings take place because people are too lazy to handle what needs to be done more efficiently. The other two-thirds take place to allow people to spread the blame and protect their butts.

Until you stop focusing on the mundane — organizing lists — and start considering genuine productivity — improving the ways you do essential things and dropping all the rest — you’ll stay stuck at about the place you’re in today.

Until now, nearly all software advances linked to personal productivity have been based on automating what people once did by hand. That process has reached the point of diminishing returns. The real innovations will only come when we start using software to let us do what was either impossible, or unimagined, before we had it.

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Last Updated on July 8, 2020

How to Prevent Decision Fatigue From Clouding Your Judgement

How to Prevent Decision Fatigue From Clouding Your Judgement

What is decision fatigue? Let me explain this with an example:

When determining a court ruling, there are many factors that contribute to their final verdict. You probably assume that the judge’s decision is influenced solely by the nature of the crime committed or the particular laws that were broken. While this is completely valid, there is an even greater influential factor that dictates the judge’s decision: the time of day.

In 2012, a research team from Columbia University[1] examined 1,112 court rulings set in place by a Parole Board Judge over a 10 month period. The judge would have to determine whether the individuals in question would be released from prison on parole, or a change in the parole terms.

While the facts of the case often take precedence in decision making, the judges mental state had an alarming influence on their verdict.

As the day goes on, the chance of a favorable ruling drops:

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    Image source: Proceedings of the National Academy of Sciences

    Does the time of day, or the judges level of hunger really contribute that greatly to their decision making? Yes, it does.

    The research went on to show that at the start of the day the likelihood of the judging giving out a favorable ruling was somewhere around 65%.

    But as the morning dragged on, the judge became fatigued and drained from making decision after decision. As more time went on, the odds of receiving a favorable ruling decreased steadily until it was whittled down to zero.

    However, right after their lunch break, the judge would return to the courtroom feeling refreshed and recharged. Energized by their second wind, their leniency skyrockets back up to a whopping 65%. And again, as the day drags on to its finish, the favorable rulings slowly diminish along with the judge’s spirits.

    This is no coincidence. According to the carefully recorded research, this was true for all 1,112 cases. The severity of the crime didn’t matter. Whether it was rape, murder, theft, or embezzlement, the criminal was more likely to get a favorable ruling either early in the morning, or after the judges lunch break.

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    Are You Suffering from Decision Fatigue Too?

    We all suffer from decision fatigue without even realizing it.

    Perhaps you aren’t a judge with the fate of an individual’s life at your disposal, but the daily decisions you make for yourself could hinder you if you’re not in the right head-space.

    Regardless of how energetic you feel (as I imagine it is somehow caffeine induced anyway), you will still experience decision fatigue. Just like every other muscle, your brain gets tired after periods of overuse, pumping out one decision after the next. It needs a chance to rest in order to function at a productive rate.

    The Detrimental Consequences of Decision Fatigue

    When you are in a position such as a Judge, you can’t afford to let your mental state dictate your decision making; but it still does. According to George Lowenstein, an American educator and economy expert, decision fatigue is to blame for poor decision making among members of high office. The disastrous level of failure among these individuals to control their impulses could be directly related to their day to day stresses at work and their private life.

    When you’re just too tired to think, you stop caring. And once you get careless, that’s when you need to worry. Decision fatigue can contribute to a number of issues such as impulse shopping (guilty), poor decision making at work, and poor decision making with after work relationships. You know what I’m talking about. Don’t dip your pen in the company ink.

    How to Make Decision Effectively

    Either alter the time of decision making to when your mind is the most fresh, or limit the number of decisions to be made. Try utilizing the following hacks for more effective decision making.

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    1. Make Your Most Important Decisions within the First 3 Hours

    You want to make decisions at your peak performance, so either first thing in the morning, or right after a break.

    Research has actually shown that you are the most productive for the first 3 hours[2] of your day. Utilize this time! Don’t waste it on trivial decisions such as what to wear, or mindlessly scrolling through social media.

    Instead, use this time to tweak your game plan. What do you want to accomplish? What can you improve? What steps do you need to take to reach these goals?

    2. Form Habits to Reduce Decision Making

    You don’t have to choose all the time.

    Breakfast is the most important meal of the day, but it doesn’t have to be an extravagant spread every morning. Make a habit out of eating a similar or quick breakfast, and cut that step of your morning out of the way. Can’t decide what to wear? Pick the first thing that catches your eye. We both know that after 20 minutes of changing outfits you’ll just go with the first thing anyway.

    Powerful individuals such as Steve Jobs, Barack Obama, and Mark Zuckerberg don’t waste their precious time deciding what to wear. In fact, they have been known to limiting their outfits down to two options in order to reduce their daily decision making.

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    3. Take Frequent Breaks for a Clearer Mind

    You are at your peak of productivity after a break, so to reap the benefits, you need to take lots of breaks! I know, what a sacrifice. If judges make better decisions in the morning and after their lunch break, then so will you.

    The reason for this is because the belly is now full, and the hunger is gone. Roy Baumeister, Florida State University social psychologist[3] had found that low-glucose levels take a negative toll on decision making. By taking a break to replenish your glucose levels, you will be able to focus better and improve your decision making abilities.

    Even if you aren’t hungry, little breaks are still necessary to let your mind refresh, and come back being able to think more clearly.

    Structure your break times. Decide beforehand when you will take breaks, and eat energy sustaining snacks so that your energy level doesn’t drop too low. The time you “lose” during your breaks will be made up in the end, as your productivity will increase after each break.

    So instead of slogging through your day, letting your mind deteriorate and fall victim to the daily abuses of decision making, take a break, eat a snack. Let your mind refresh and reset, and jump-start your productivity throughout the day.

    More Tips About Decision Making

    Featured photo credit: Kelly Sikkema via unsplash.com

    Reference

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