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Why Complicated Productivity Tools Will Get You Stuck

Why Complicated Productivity Tools Will Get You Stuck

    I had a relapse a couple of weeks back. After full bore sobriety from all things productivity porn, I couldn’t help myself any longer. When I see an update to a “GTD” app or see something new online that looks like it can be a “GTD” app, I get the itch to try it out. What pulls us to do this?

    I’ve tried everything from simple paper, pencil and a paper filing system to the robust yet complicated systems like OmniFocus and even Microsoft Project. I’ve found that the more complicated the tool tends to be, the more I end up tweaking it and entering into the “cool thing to do on a Saturday afternoon” type of mentality that Dave Allen speaks of. Everything looks great about my system when I’m tweaking, but when I’m in the “heat of battle” on Monday morning, how will it stand up?

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    I’ve found a couple of things about these productivity tools over the past 5 or 6 years that I want to let you in on.

    Productivity tools suck when they use you

    The problem with super complicated productivity tools is that they tend to only work when you work them. If you let them lay stagnant for any period of time and have set up reminders, due dates, and notifications, there will come the day when all of the little “boops and beeps” will repel rather than attract you.

    Have you opened up a digital productivity tool and been overwhelmed by the tasks that you have assigned to yourself? Couldn’t believe how many tasks had due dates that didn’t really matter if they were due? If so, then you have been used by your productivity tool.

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    It’s a dirty feeling. I know.

    The worst thing is that if you don’t do something drastic, even as drastic as erasing all tasks and projects from the tool, your time enjoying the use of the productivity tool will soon come to an end. You will probably end up resenting it.

    If you spend more time organizing than doing

    The reason that your tools end up using you is that you probably tend to spend more time organizing your work than actually doing your work. I know that is the case with myself.

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    I love OmniFocus. It’s probably one of the best productivity apps around, but you can really get down in the weeds with it. And when you do, you will find yourself making decisions about how to organize tasks in a more “intuitive manner” and trying to figure out which GTD contexts better suit you as a human.

    All of these tools tell us they are made for getting stuff done, but don’t let their robustness fool you. If you are a “tinkerer” or someone that likes to organize things into their proper “buckets”, complex tools will be your own productivity’s kryptonite.

    Completely simple tools aren’t the answer

    If you think that paper and pencil is the answer, think again. While the benefits of paper are many (and we sure have talked about that a lot here at Lifehack) it lacks in important things like sorting, rearranging, filtering and alerting.

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    Rather than throw the baby out with the bathwater, try to find a tool that doesn’t get in your way and use you while still having support for your large amounts of tasks, priorities, and deadlines.

    How to get unstuck

    The easiest and most straight-forward way to get unstuck from the wrath of complicated productivity tools is to start fresh. That’s right. Start over.

    If you have any decent productivity tool you will be able to easily export or save your current data and start with a clean slate. This is the only way that I have found to take control of a complicated system that has gone stagnant and to get myself unstuck and doing the right things again.

    When you are setting up your system, make sure to not get too particular about naming conventions, tagging, etc. Also, try really hard not to set “fake due dates” for your projects. After that, instead of thinking of the 20 ways your productivity tool could be better, starting working and checking items off your lists.

    Remember, your productivity tools are only as good as you keep them. If they are a dumping ground and not current, your productivity will suffer.

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    CM Smith

    A technologist and writer who shares advice on personal productivity, creativity and how to use technology to get things done.

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    Last Updated on January 24, 2020

    10 Good Habits To Have in Life To Be More Successful

    10 Good Habits To Have in Life To Be More Successful

    Habits are behaviors and patterns that you showcase by default. They enable you to carry out crucial activities like taking a shower, brushing your teeth, getting prepared for work.

    Interestingly, you follow this routine every day without considering them. Your unconscious habits create room for your brain to perform more advanced activities like problem-solving and choosing what book to read.

    Everyone has habits, and several of those habits are activated every day. I would classify them into three groups:

    • The first category includes the habits that you hardly notice as they have become a major part of your life- such as brushing teeth or wearing clothes.
    • The second category comprises good habits to have to be more successful-like eating healthily, exercising your body and reading books.
    • The last group consists of those habits that are harmful-like procrastinating, smoking or overeating.

    Habits are fundamental to becoming successful in life — or probably ending up a failure. Yet, as significant as habits are, some lack the knowledge of their capabilities.

    Habits are default activities that you engage in without giving an afterthought. They are automatic behavioral or mental activities. They help you carry out some actions without exerting too much energy. They simplify your life.

    Several people aspire to break bad habits. For instance, some people diet to stop overeating. They exercise to reduce obesity. Habits can hinder or impact your performance and productivity.

    That’s why I would share 10 good habits to have to be more successful in life.

    1. Begin Your Day with Meditation

    I recommend mindful meditation early in the morning. This practice helps you to be in the present moment. Consequently, it enables you to be mindful of challenging situations during the day.

    Different stressors may trigger as you go through the day; meditation helps you to remain calm before taking on the challenges.

    Personally, it helps me to devise strategies and think about ideas. Meditation is a good habit to have if you want to be connected to what’s significant in your life.

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    2. Be Grateful for What You Have

    Sometimes, you waste time thinking of what’s not enough. You become immersed in those daunting challenges. However, challenges justify the presence of hope. When you have life, you have expectations. You will be free from challenges when you are six feet under. The only strategy you have to stop focusing on your problems is to focus on what you have.

    Gratitude is a time-tested pathway to success, health, and happiness. It redirects your focus to what you have from what you lack. Here’s what James Clear does every day,[1]

    “I say one thing I’m grateful for each day when I sit down to eat dinner.”

    3. Smile

    Can you pause and smile before you continue reading this?

    Now here is what just happened based on research conducted by the Association for Psychological Science; you set a pace for living a happier life when you smile. A genuine smile or what’s called a Duchenne smile is a good habit to have if you want to find spiritual, emotional and mental peace of mind.[2]

    Smiling induces the release of molecules that function towards fighting stress. The physiological state of your body determines the state of your mind. When you slouch or frown, your mind takes cues relating to unhappiness and depression. But, once you adjust yourself by putting up a smile, you begin to feel a new level of excitement and vibrancy.

    Can you smile again?

    4. Start Your Day with a Healthy Breakfast

    Starting your day with a healthy breakfast is a good habit to have and forms a crucial part of your life. Nevertheless, about 31 million Americans skip their breakfast each day.[3]

    If you are fed up hearing that breakfast is a crucial component of your day, you are only fighting the truth. If you want to become more successful, you need to ‘break your fast’ with healthy foods every morning.

    This habit is not difficult to form if you usually rush out the door every single morning. You can wake up earlier to fix yourself a meal so you don’t break down during the day.

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    Get inspired by these 20 Healthy Breakfast Choices That Will Save You Time.

    5. Exercise Daily

    One of the good habits to have is to exercise your body and muscles every day. You don’t have to run a marathon or lift a weight. You only need to engage in less strenuous activities that oxygenate your blood and inject endorphins in your body.

    Jack Dorsey, the CEO of Twitter, classified exercise as a good habit to maximize his already jam-packed schedule.[4] He said,

    ‘I wake up by 5, meditate for 30 minutes, seven-minute workout times three, make coffee, and check-in.’

    He said on Product Hunt that he follows this routine every day as it gives him a steady-state that empowers him to be more productive.

    6. Manage Your Time as You Manage Your Finance

    Another good habit is the act of managing your time effectively. This goes a long way to impact your achievement.

    Time management is what separates the successful from the rest of the world as we all possess the same amount of time. How you leverage time determines your potential to succeed in life.

    So how do you manage your time effectively?

    Here’s Jack Dorsey’s recommendation in one of the Techonomy events;

    “I accomplish effective time management by theming my days and practicing self-discipline. These themes help me handle distractions and interactions. If a request or task does not align with the theme for that day, I don’t do it. This sets a cadence for everyone in the company to deliver and evaluate their progress”.

    And this is Dorsey’s weekly theme:[5]

    • Monday – Management
    • Tuesdays – Product
    • Wednesday – Marketing and growth
    • Thursdays – Developers and partnerships
    • Fridays – Culture and recruiting
    • Saturdays – Taking off
    • Sundays – Reflection, feedback, strategy, and preparing for Monday

    No wonder he was able to run two companies when others were struggling with one job.

    7. Set Daily Goals with Intentions

    Everyone has goals. It may relate to business or personal life. The truth is, we’re all tending towards a particular direction or another. Nevertheless, while long-term goals can offer you direction, it’s your daily goals that you establish that help you develop short-term goals that are essential for your success.

    Long-term goals may not give you the motivation you need to keep on. But when you implement your short-term milestones daily, you become fired up, and you can overcome the challenges that come with taking on bigger tasks.

    Here’s the main truth:Successful people don’t set goals without establishing their intentions. According to Jennifer Cohen of Forbes,[6]

    “What helps you to achieve your desired expectation is ensuring intentions accompany your daily goals.”

    Be intentional about your daily goals!

    8. Seek Inspiration

    It is usually difficult to be inspired for a considerable length of time. Sometimes, you become discouraged and feel like giving up on your goals when things are not working out as intended.

    A practical approach to stay on top of the situation is to inspire yourself each day. When you wake up in the morning after meditation, watch some motivational videos, and let the story of great leaders inspire you.

    Establish what Anthony Robbins called the ‘hour of power.’ Determine how many minutes you spend but make it count. Inspiration is the fuel for achievement because when you can conceive it in your mind, you can accomplish it.

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    Michal Solowow, an investor and the founder of Mitex, a construction company puts it this way,[7]

    “The problems I encounter in everyday life motivates me to find solutions. This is a self-propelling mechanism. becoming a billionaire was never a motivating factor.”

    9. Save Steadily, Invest with All Prudence

    I can exhaust the good habits to have without talking about saving and investing. Most times, you overlook the significance of saving for the future when you are living in your present moment. According to CNBC, a $1000 emergency will propel several Americans into debt.[8]

    However, it is not enough to save, and you must invest your fund and be wise with it. If you pay attention to this now, you will set yourself for a life of success in the future. Ensure you save at least six months in your emergency account so you can be prepared for any future emergency.

    10. Budget and Track Your Spendings

    Benjamin Franklin warned of taking the precaution of little expenses. He said,

    “A small leak sinks a great ship.”

    It is easy to discard little expenses, but the truth is they always add up. This happens when you fail to budget.

    Budgeting is a good habit to have, which can impact your financial life significantly. The money you spend on extravagant lifestyles can be saved and invested in your future.

    The Bottom Line

    Endeavor to cultivate these good habits to have to become more successful as you journey through life. The quicker you cultivate them, the faster you achieve your goals.

    More About Habits

    Featured photo credit: Andrijana Bozic via unsplash.com

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    Reference

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