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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 January 2, 2019

    7 Steps For Making a New Year’s Resolution and Keeping It

    7 Steps For Making a New Year’s Resolution and Keeping It

    Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

    Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

    Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

    Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

    1. Just pick one thing

    If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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    Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

    Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

    2. Plan ahead

    To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

    Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

    Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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    3. Anticipate problems

    There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

    4. Pick a start date

    You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

    Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

    5. Go for it

    On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

    Your commitment card will say something like:

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    • I enjoy a clean, smoke-free life.
    • I stay calm and in control even under times of stress.
    • I’m committed to learning how to run my own business.
    • I meditate daily.

    6. Accept failure

    If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

    If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

    Perseverance is the key to success. Try again, keep trying and you will succeed.

    7. Plan rewards

    Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

    Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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    Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

    Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

    Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new?

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