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Why It’s Necessary to Learn the Rules Before You Break Them

Why It’s Necessary to Learn the Rules Before You Break Them
Breaking the Rules
    Breaking the Rules by Before the Coffee

    Productivity is often seen as a rigid fun-free word that many people shy away from. Some say it’s the antithesis of creativity; maybe it’s because of this that so many creative types have chaotic tendencies.

    For others, productivity is necessary in order for creativity to thrive.

    I’m part of the latter group, productivity has been my savior. It has been the gap between stress and calm, the link between dreams and action and the catalyst that helped convert mediocre to successful.

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    Do we have to follow the rules?

    Learning to be more productive can be a chore — it can be daunting to try and adopt a new way of working. Stepping outside your comfort zone is never fun. But why do productivity systems have to be so restrictive and have so many rules attached to them?

    Many people ask me, “Can I not just pick and choose parts of different systems to suit my own life and way of thinking?” The answer is, “Yes, you can.” But to be able to choose the bits to use and the parts to leave behind, it is necessary to first learn the rules before you go breaking them.

    Getting Things Done

    Most people interested in productivity or reading this blog will be familiar with GTD (David Allen’s Getting Things Done system). GTD is a productivity system with a lot of detail and many rules. It is a system that works; it has been tried and tested by millions of worldwide users. When I started teaching GTD, I had no intention of using it myself. The detail was not for me; I thought I knew how to get things done! I believed the system would be great for people who liked detail and organization — I didn’t.

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    As I learned more and more, it started to rein me in. I saw the advantages first hand and for every block or barrier I came up against, GTD appeared to have the answer. For about two years I used the system religiously. I did my weekly reviews and my life got better by the day. After a while I started to try out different productivity apps and systems, and finally I adjusted my life and my work around a couple of systems and apps which work for me. I created habits and routines that work.

    I now have my own system, but GTD helped me to get to a different level of success in my life. I believe that without it, I would never have achieved all the things I have achieved over the last couple of years.

    Toss Productivity Out

    Some time ago, Leo Baubauta of Zen Habits wrote an article entitled “Toss Productivity Out”, advocating that there was no longer a need for rules, for setting goals, or for productivity systems. His approach can work — but I believe it depends on where you are in your life, what you have achieved and what you want to achieve.

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    If your life is chaotic, it is going to need some control, new habits and routines.

    I agree with Leo that we should all try and live more in the flow and not be totally dependent on structures, routines and systems. But there are stages one must go through for life to work effortlessly.

    Productivity is the stepping stone, a facilitator of achievement, a creator of space and time. Just like diets and eating programs such as Weight Watchers and Unislim (or training programs in the gym), you don’t necessarily have to follow them for life but they enable you to create positive habits which will the driving force for your success.

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    So go on and create the positive habit of productivity. And then toss it out, break the rules, have some fun, and live in the flow.

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    Last Updated on July 8, 2020

    What Everyone Is Wrong About Achieving Inbox Zero

    What Everyone Is Wrong About Achieving Inbox Zero

    Ah, Inbox Zero. An achievement that so many of us long for. It’s elusive. It’s a productivity benchmark. It’s an ongoing battle.

    It’s also unnecessary.

    Don’t get me wrong, the way Inbox Zero was initially termed is incredibly valuable. Merlin Mann coined the phrase years ago and what he has defined it as goes well beyond the term itself.[1]

    Yet people have created their own definition of Inbox Zero. They’re not using it with the intent that Mann suggested. Instead, it’s become about having nothing left in immediate view. It’s become about getting your email inbox to zero messages or having an empty inbox on your desk that was once filled with papers. It’s become about removing visual clutter.

    But it’s not about that. Not at all.

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    Here’s what inbox zero actually is, as defined by Mann:

    “It’s about how to reclaim your email, your atten­tion, and your life. That “zero?” It’s not how many mes­sages are in your inbox–it’s how much of your own brain is in that inbox. Especially when you don’t want it to be. That’s it.” – Merlin Mann

    The Fake Inbox Zero

    The sense of fulfillment one gets from clearing out everything in your inbox is temporary at best, disappointing at worst. Often we find that we’re shooting for Inbox Zero just so that we can say that we’ve got “everything done that needed to be done”. That’s simply not the case.

    Certainly, by removing all of your things that sit in your inbox means that they are either taken care of or are well on their way to being taken care of. The old saying “out of sight, out of mind” is often applied to clearing out your inbox. But unless you’ve actually done something with the stuff, it’s either not worth having in your inbox in the first place or is still sitting in your “mental inbox”.

    You have to do something with the stuff, and for many people, that is a hard thing to do. That’s why Inbox Zero – as defined by Mann – is not achieved as often as many people would like to believe. It’s this “watered down” concept of Inbox Zero that is completed instead. You’ve got no email in your inbox and you’ve got no paper on your desk’s inbox. So that must mean you’re at Inbox Zero.

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    Until the next email arrives or the next document comes your way. Then you work to get rid of those as quickly as possible so that you can get back to Inbox Zero: The Lesser again. If it’s something that can be dealt with quickly, then you get there. But if they require more time, then soon you’ve got more stuff in your inboxes. So you switch up tasks to get to the things that don’t require as much time or attention so that you can get closer to this stripped down variation of Inbox Zero.

    However, until you deal with the bigger items, you don’t quite get there. Some people feel as if they’ve let themselves (or others) down if they don’t get there. And that, quite frankly, is silly. That’s why this particular version of Inbox Zero doesn’t work.

    The Ultimate Way to Get to Inbox Zero

    So what’s the ultimate way to get to Inbox Zero?

    Have zero inboxes.

    The inbox is meant to be a stop along the way to your final destination. It’s the place where stuff sits until you’re ready to put it in the place where it sits until you’re ready to deal with it.

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    So why not skip the inbox altogether? Why not put it in the place where it sits until you’re ready to deal with it? Because that requires immediate action. It means you need to give the item some thought and attention.

    You need to step back and look at it rather than file it. That’s why we have a catch-all inbox, both for email and for analog items. It allows us to only look at these things when we’re ready to do so.

    The funny thing is that we can decide when we’re ready to without actually looking at the inbox beforehand. We can look at things on our own watch rather than when we are alerted to or feel the need to.

    There is no reason why you need an inbox at all to store things for longer than it sits there before you see it. None. It’s a choice. And the choice you should be making is how to deal with things when you first see them, rather than when to deal with things you haven’t looked at yet.

    Stop Faking It

    Seeing things in your inboxes is simply using your sight. Looking at things in your inbox when you first see them is using insight.

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    Stop checking email more than twice per day. Turn off your alerts. Put your desk’s inbox somewhere that it can be accessed by others and only accessed by you when you’re ready to deal with what’s in it. Don’t put it on your desk – that’s productivity poison.

    If you want to get to Inbox Zero — the real Inbox Zero — then get rid of those stops along the way. You’ll find that by doing that, you’ll be getting more of the stuff you really want done finished much faster, rather than see them moving along at the speed of not much more than zero.

    More Productivity Tips to Get Organized

    Featured photo credit: Web Hosting via unsplash.com

    Reference

    [1] Merlin Mann: Inbox Zero

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