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Why You Should Learn a Productivity System

Why You Should Learn a Productivity System

Why You Should Learn a Productivity System

    One of the biggest barrier to productivity in most people’s lives is their resistance to adopting a productivity system. Some read a lot of productivity books and sites like Lifehack and feel like they can take a little bit from here and a little bit from there and call it a day. Others hate the idea that someone like Stephen Covey or David Allen could know their own needs better than they do, and so reject the idea of using “someone else’s” system.

    Can’t we just create our own productivity system?

    Well, the short answer is yes, we can – or we could, maybe, if we could, but we can’t, so no. The long answer is this post.

    What do you do well?

    Consider an entrepreneur. Let’s call her “Vita Siddiqi”. Vita imports beautiful silken cloth from Bangladesh for the home sewing crowd. She not only knows all the characteristics that make a bolt of cloth a great bolt of cloth, she knows where and how to get it for the best possible price, how to arrange the shipping to minimize extra costs, and how to market and distribute her cloth so that it ends up in the hands of the men and women who use it, at the most desirable cost and convenience to them.

    Go Vita!

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    Now, do you think Vita should also write her own contracts, do her corporate taxes, design her company letterhead, and hand-print her brochures and catalogs? Should she also harvest the silk, weave the cloth, load it on the ship, pilot the  ship to the US, unload it at the docks, and hand-deliver it to her customers?

    If you’re a rational person, you probably agree with me that no, she should not. Vita should stick with the things she does well and let other  people who are better skilled at those other jobs handle them. Anyone who took every aspect of her business into her hands like I’ve just described would have to be crazy – and wouldn’t be in business very long.

    The fact is, all of us have certain things that we have defined as our core competencies and that we’ve learned to do very well, and trust other people with other competencies to handle the stuff we can’t do for ourselves.

    Productivity  is a Skill

    One of the things that’s rarely taught – and is thus largely learned only by those who willingly pursue its study – is the set of skills and  habits that lead to effective management of our time, tasks, and attention. It turns out that the mind is quite complex when it comes to matters of productivity, and that few of us have the leisure, background, or desire to pursue the intricacies of the mind, develop a system, test it, implement it, and refine it.

    Fortunately, there are some who have chosen that path. Just as David Allen probably shouldn’t do your job, you probably shouldn’t do his – compiling and synthesizing what we as a society have learned about what makes us productive into a set of principles and best practices that anyone can learn.

    Systems are systematic (duh!)

    Because folks like Stephen Covey have immersed themselves in the world of  productivity for years or decades, they’ve learned to minimize conflicts within their systems. While Covey’s 7 Habits may or may not appeal to you, they are at least internally consistent. Covey didn’t grab a little piece from here and a little piece from there, toss it all together with a dollop of his own famous Covey-style dressing, and dish it out.

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    As I said, the mind is a sensitive thing, and the tiniest of discrepancies can set up a wave of cognitive dissonance that can easily tear our productive lives to shreds. By adopting a tested and refined system, even if it’s not the perfect system for us, we at least minimize those dissonances.

    Systems create habits

    When we adopt a system, we start learning new habits. The commitment to a new set of principles and behaviors causes us to do things “by the book” and if we stick with it, after a fairly short time we start to follow its precepts automatically.

    We can’t get this from “our own” systems, since they’re already built around our existing habits – usually around our unexamined existing habits. They don’t challenge us  to stretch out, to explore the real meaning behind the various things we do, or to strive for improvement.

    Systems limit options

    It’s true, adopting someone else’s system isn’t very creative. It’s not an expression of your deepest self.

    Fortunately.

    Systems are a little autocratic. Authoritarian, even. They say “my way or the highway” and leave little room for creative experimentation (and fall apart fairly quickly when people start messing with them).

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    There’s a good reason for this. Assuming you want to do things, having options is the very worst thing. Research has shown repeatedly that when presented with two options, we are very good at maximizing our own self-interest. But when presented with more than two, we experience “decision paralysis” and often will resist acting at all. Which is not the road to greater productivity or greater happiness.

    Systems are conscious choices

    When we adopt a system, we make a conscious decision to learn the habits and skills set forth in that system. This is quite different from the way we normally pursue greater productivity.

    For example, at some point or other you’ve probably experienced the urge to “get organized”. Maybe you came into the office on a Saturday and spent the whole day getting everything neat and orderly, catching up your back filing, clearing your desk of clutter.

    But you never ask yourself why you put your files in a certain order, or why you’ve placed your office supplies on this shelf and not that one. Most likely, you cleared your desk by creating a place for all the fiddly little bits that don’t go anywhere at all, without wondering why you have fiddly little bits getting in your way.

    In short, you’ve let the same habits and thought-patterns that led to your disorganization in the first place determine the process of getting organized. As if! What you haven’t asked is why you got disorganized in the first place – maybe those books were on your desk and not “where they belong” because where they belong isn’t a place that feels natural to you – it’s too much work to retrieve them when you need them.

    Adopting a system forces you to face these tendencies, and to ask “why?” about all the things you do. And  if the system is well-designed, it gives you a good reason in answer to that “why?”

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    Learning a productivity systems teaches productivity

    In the process of implementing your chosen system, whatever it is, you learn how to put together and implement a system.

    That seems rather obvious, doesn’t it? But think about it – do you really know how to create and implement a productivity system? If you did, would you be looking for advice on being  more productive?

    That’s nothing against you. Like Vita, you don’t know how to make silk or drive a ship or create a productivity system. But the last, you can learn – by implementing a productivity system. By consciously embracing new, seemingly unnatural and unintuitive habits. By experiencing the way a well-designed system fits together.

    In fact, you’re probably learning enough that, once you‘ve implemented a system – whether it’s  Allen’s Getting Things Done or Covey’s 7 Habits of Highly Successful People or lesser-known systems like Leo Babauta’s Zen to Done or Nick Cernis’ Todoodlist or anything else – and lived with it for a while, you’ll probably start having a sense of what you need to do to create and implement a system that works better for you.

    And that is the real value of these systems – they teach us not only how to be more productive, but what our own specific needs are so that we can be even more  productive and, ultimately, fulfilled.

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    Last Updated on November 5, 2019

    How to Cultivate Continuous Learning to Stay Competitive

    How to Cultivate Continuous Learning to Stay Competitive

    Assuming the public school system didn’t crush your soul, learning is a great activity. It expands your viewpoint. It gives you new knowledge you can use to improve your life. It is important for your personal growth. Even if you discount the worldly benefits, the act of learning can be a source of enjoyment.

    “I have never let my schooling interfere with my education.” — Mark Twain

    But in a busy world, it can often be hard to fit in time to learn anything that isn’t essential. The only things learned are those that need to be. Everything beyond that is considered frivolous. Even those who do appreciate the practice of lifelong learning, can find it difficult to make the effort.

    Here are some tips for installing the habit of continuous learning:

    1. Always Have a Book

    It doesn’t matter if it takes you a year or a week to read a book. Always strive to have a book that you are reading through, and take it with you so you can read it when you have time.

    Just by shaving off a few minutes in-between activities in my day I can read about a book per week. That’s at least fifty each year.

    2. Keep a “To-Learn” List

    We all have to-do lists. These are the tasks we need to accomplish. Try to also have a “to-learn” list. On it you can write ideas for new areas of study.

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    Maybe you would like to take up a new language, learn a skill or read the collective works of Shakespeare. Whatever motivates you, write it down.

    3. Get More Intellectual Friends

    Start spending more time with people who think. Not just people who are smart, but people who actually invest much of their time in learning new skills. Their habits will rub off on you.

    Even better, they will probably share some of their knowledge with you.

    4. Guided Thinking

    Albert Einstein once said,

    “Any man who reads too much and uses his own brain too little falls into lazy habits of thinking.”

    Simply studying the wisdom of others isn’t enough, you have to think through ideas yourself. Spend time journaling, meditating or contemplating over ideas you have learned.

    5. Put it Into Practice

    Skill based learning is useless if it isn’t applied. Reading a book on C++ isn’t the same thing as writing a program. Studying painting isn’t the same as picking up a brush.

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    If your knowledge can be applied, put it into practice.

    In this information age, we’re all exposed to a lot of information, it’s important to re-learn how to learn so as to put the knowledge into practice.

    6. Teach Others

    You learn what you teach. If you have an outlet of communicating ideas to others, you are more likely to solidify that learning.

    Start a blog, mentor someone or even discuss ideas with a friend.

    7. Clean Your Input

    Some forms of learning are easy to digest, but often lack substance.

    I make a point of regularly cleaning out my feed reader for blogs I subscribe to. Great blogs can be a powerful source of new ideas. But every few months, I realize I’m collecting posts from blogs that I am simply skimming.

    Every few months, purify your input to save time and focus on what counts.

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    8. Learn in Groups

    Lifelong learning doesn’t mean condemning yourself to a stack of dusty textbooks. Join organizations that teach skills.

    Workshops and group learning events can make educating yourself a fun, social experience.

    9. Unlearn Assumptions

    You can’t add water to a full cup. I always try to maintain a distance away from any idea. Too many convictions simply mean too few paths for new ideas.

    Actively seek out information that contradicts your worldview.

    Our minds can’t be trusted, but this is what we can do about it to be wiser.

    10. Find Jobs that Encourage Learning

    Pick a career that encourages continual learning. If you are in a job that doesn’t have much intellectual freedom, consider switching to one that does.

    Don’t spend forty hours of your week in a job that doesn’t challenge you.

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    11. Start a Project

    Set out to do something you don’t know how. Forced learning in this way can be fun and challenging.

    If you don’t know anything about computers, try building one. If you consider yourself a horrible artist, try a painting.

    12. Follow Your Intuition

    Lifelong learning is like wandering through the wilderness. You can’t be sure what to expect and there isn’t always an end goal in mind.

    Letting your intuition guide you can make self-education more enjoyable. Most of our lives have been broken down to completely logical decisions, that making choices on a whim has been stamped out.

    13. The Morning Fifteen

    Productive people always wake up early. Use the first fifteen minutes of your morning as a period for education.

    If you find yourself too groggy, you might want to wait a short time. Just don’t put it off later in the day where urgent activities will push it out of the way.

    14. Reap the Rewards

    Learn information you can use. Understanding the basics of programming allows me to handle projects that other people would require outside help. Meeting a situation that makes use of your educational efforts can be a source of pride.

    15. Make Learning a Priority

    Few external forces are going to persuade you to learn. The desire has to come from within. Once you decide you want to make lifelong learning a habit, it is up to you to make it a priority in your life.

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    Featured photo credit: Paul Schafer via unsplash.com

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