Advertising
Advertising

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!

    Advertising

    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.

    Advertising

    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).

    Advertising

    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?”

    Advertising

    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.

    More by this author

    How to Become an Expert (And Spot out One Nearby) The Importance of Reminders (And How to Make a Reminder That Works) Is Procrastination Bad? The Truth About Procrastination Revealed Back to Basics: Your Calendar Learn Something New Every Day

    Trending in Featured

    1 How to Motivate Yourself: 13 Simple Ways You Can Try Right Now 2 15 Ways to Cultivate Lifelong Learning for a Sharper Brain 3 How to Overcome Procrastination and Start Doing What Truly Matters 4 10 Key Characteristics of a Highly Successful Entrepreneur 5 Why Do I Have Bad Luck? 2 Simple Things to Change Your Destiny

    Read Next

    Advertising
    Advertising

    Last Updated on October 30, 2018

    How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

    How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

    Who needs Tony Robbins when you can motivate yourself? Overcoming the emotional hurdle to get stuff done when you’d rather sit on the couch isn’t always easy. But unless calling in sick and waking up at noon have no consequences for you, it’s often a must.

    For those of you who never procrastinate, distract yourself or drag your feet when you should be doing something important, well done so far! But for the rest of you, it’s good to have a library of motivational boosters to move along.

    Whether you’re starting a buisiness, trying to los weight or breaking a bad habit, you’ll learn how to motivate yourself with different techniques in this article.

    13 Simple Ways to Motivate Yourself Right Now

    Despite your best efforts, passion, habits and a flow-producing environment can fail. In that case, it’s time to find whatever emotional pump-up you can use to get started:

    1. Go back to “why”

    Focusing on a dull task doesn’t make it any more attractive. Zooming out and asking yourself why you are bothering in the first place will make it more appealing.

    If you can’t figure out why, then there’s a good chance you shouldn’t bother with it in the first place.

    2. Go for five

    Start working for five minutes. Often that little push will be enough to get you going.

    3. Move around

    Get your body moving as you would if you were extremely motivated to do something. This ‘faking it’ approach to motivation may seem silly or crude but it works.

    Advertising

    4. Find the next step

    If it seems impossible to work on a project for you, you can try to focus on the next immediate step.

    Fighting an amorphous blob of work will only cause procrastination. Chunk it up so that it becomes manageable. Learn how to stop procrastinating in this guide.

    5. Find your itch

    What is keeping you from working? Don’t let the itch continue without isolating it and removing the problem.

    Are you unmotivated because you feel overwhelmed, tired, afraid, bored, restless or angry? Maybe it is because you aren’t sure you have time or delegated tasks haven’t been finished yet?

    6. Deconstruct your fears

    I’m sure you don’t have a phobia about getting stuff done. But at the same time, hidden fears or anxieties can keep you from getting real work completed.

    Isolate the unknowns and make yourself confident, you can handle the worst case scenario.

    7. Get a partner

    Find someone who will motivate you when you’re feeling lazy. I have a friend I go to the gym with. Besides spotting weight, having a friend can help motivate you to work hard when you’d normally quit.

    8. Kickstart your day

    Plan out tomorrow. Get up early and place all the important things early in the morning. Building momentum early in the day can usually carry you forward far later.

    Advertising

    Having a morning routine is a good idea for you to stay motivated!

    9. Read books

    Read not just self-help or motivational books but any book that has new ideas. New ideas get your mental gears turning and can build motivation. Here’re more reasons to read every day.

    Learning new ideas puts your brain in motion so it requires less time to speed up to your tasks.

    10. Get the right tools

    Your environment can have a profound effect on your enthusiasm. Computers that are too slow, inefficient applications or a vehicle that breaks down constantly can kill your motivation.

    Building motivation is almost as important as avoiding the traps that can stop it.

    11. Be careful with the small problems

    The worst killer of motivation is facing a seemingly small problem that creates endless frustration.

    Reframe little problems that must be fixed as bigger ones or they will kill any drive you have.

    12. Develop a mantra

    Find a few statements that focus your mind and motivate you. It doesn’t matter whether they are pulled from a tacky motivational poster or just a few words to tell you what to do.

    Advertising

    If you aren’t sure where to start, a good personal mantra is “Do it now!” You can find more here too: 7 Empowering Affirmations That Will Help You Be Mentally Strong

    13. Build on success

    Success creates success. When you’ve just won, it is easy to feel motivated about almost anything. Emotions tend not to be situation specific, so a small win, whether it is a compliment from a colleague or finishing two thirds of your tasks before noon can turn you into a juggernaut.

    There are many ways you can place small successes earlier on to spur motivation later. Structuring your to-do lists, placing straightforward tasks such as exercising early in the day or giving yourself an affirmation can do the trick.

    How to Stay Motivated Forever (Without Motivation Tricks)

    The best way to motivate yourself is to organize your life so you don’t have to. If work is a constant battle for you, perhaps it is time to start thinking about a new job. The idea is that explicit motivational techniques should be a backup, not your regular routine.

    Here are some other things to consider making work flow more naturally:

    Passion

    Do things you have a passion for. We all have to do things we don’t want to. But if life has become a chronic source of dull chores, you’ve got a big problem that needs fixing.

    Not sure what your passion is to get you motivated? This will help you:

    How to Get Motivated and Be Happy Every Day When You Wake Up

    Advertising

    Habits

    You can’t put everything on autopilot. I’ve found putting a few core habits in place creates a structure for the day.

    Waking up at the same time, working at the same times and having a similar productive routine makes it easier to do the next day.

    This guide will be useful for you if you’re looking to build good habits:

    Understand Your Habits to Control Them 100%

    Flow

    Flow is the state where your mind is completely focused on the task at hand. While there are many factors that go into producing this state, having the right challenge level is a big part.

    Find ways to tweak your tasks so they hover in that sweet spot between boredom and maddening frustration.

    Easily distracted and hard to focus? Here’s your solution.

    Final Thoughts

    With all these tips I’ve shared with you, now you know what to do when you’re feeling unmotivated.

    Find your passion and develop a positive mantra so when the next time negativity hits you again, you know how to stay positive and motivated!

    Featured photo credit: Pexels via pexels.com

    Read Next