Throw a digital rock and you’ll find a list of productivity hints. When I did this the other day, google returned dozens of pages of ideas for things to do that will help me move gracefully through my day, check things off my list, leap tall buildings in a single bound, and become a Fortune 500 corporate CEO by age 25.
So what’s different about this list? Nothing really, except that instead of promising CEO desks and building leaping, I’m setting sights a bit lower. I like to think of it as, well, more authentic. I’m not terribly interested in making millions or saving the world (though I suppose both would be sorta cool). I’m more interested in sharing a few things that I’ve found useful in organizing my life, getting a few things done and holding my s&!+ together.
What does this incredibly average list of productivity ideas promise? It promises to suggest lots of things you probably do already, and just don’t realize it. It promises a few ideas that you’ve probably not thought of that I’ve found occasionally helpful. It promises NOT to promise that if you use it you’ll become a supermodel, lose 20lbs., or become super-rich. It promises that if you do these things, you might just feel a bit more productive and a bit more balanced.
So here’s another average person’s list of what I consider pretty good productivity advice. Some of them might not work for you at all. No worries. But a couple might really hit home. At least, I’d suggest trying a few to see if they’re helpful.
- Use a calendar – or a planner or a fancy app or a scrap of paper. Use something to keep track of things. Most folks’ lives are too full today to keep it all in our heads. Find some tools to help you keep your S&!* together.
- Don’t Erase, Cross off – when you complete something from your list, don’t erase or delete it, cross it off or strike it through. So when you look back at your day, you’ll see not just what’s left, but can also revel in what you’ve accomplished.
- Prioritize structures over cosmetics – meaning, if you’re choosing to work on something that will change your whole routine, budget, relationships, commute or has long term implications, work on this before something that will only matter today or tomorrow. Changes in habits and processes add up over time.
- Do your most important work during your most productive hours – I think everyone has their best time to work (this can change so don’t be surprised if you used to be a night-owl and are now a morning person). If you have some control over your schedule, use the best hours of your day to do your most important work.
- Center your health and relationships – This isn’t just a warm and fuzzy suggestion (well, it is, but there’s more to it than that). A growing body of empirical research shows that if you neglect your sleep, exercise, eating, medications, fresh air, and some quality time with other people, the rest of your life, career, and productivity will collapse. There’s a reason why sleep deprivation and solitary confinement are considered torture.
- “Eat frogs” – this one might sound sorta unappealing (frogs are probably an acquired taste), but the idea is that you should do your most difficult projects early in the day. Having this done can make the rest of the day feel easier and more relaxing.
- “Never touch a piece of paper twice” – yeah, like any of us touch paper anymore!? The idea is that if you have a project that will take less than 5 minutes to complete, just finish it. Don’t add it to a list, prioritize it, and think about it during other meetings. Just take it, do it, and move on.
- “Slices over loaves” – another way of saying, don’t wait for 3-hr. blocks of time to tackle a project. Break it down into 30min. pieces and nibble your way through it. You’ll get much more done using small slices of time than trying to down a whole french loaf at once.
- “I can only do three things well” – a mentor once said that she can only do three things well in her life (e.g. parent, teach, and write), the fourth and later priorities are never more than average. This reminds me to be careful with what I prioritize and that I can’t do it all.
So what’s different about this list? Nothing really, except that instead of promising CEO desks and building leaping, I’m setting sights a bit lower. I like to think of it as, well, more authentic.
- Warren Buffet’s 5/25 rule: Warren Buffet (the billionaire) prioritizes this way. Make a list of your top 25 goals, circle the 5 that are most important to you, cross the other 20 off your list. This helps you begin to see what is truly most important to you.
- The Pomodoro Technique: With this strategy you take your list, break projects into bite-size pieces, and then use a timer to work in small blocks of time. According to the approach, 25-30 min. is ideal. Take 5 min. breaks in between each block and a longer 15-30 min. break after a 4-block cycle.
- The Ivy-Lee Method: This method is simple and keeps you focused. It goes like this: At the end of a day, write down and prioritize the 6 things that you need to do tomorrow (no more than 6). In the morning, focus on the first item until it is done. Then focus on the next one until it is done and so on. At the end of the day take what is left, add enough to get up to 6. Reprioritize. Repeat.
- The Eisenhower Matrix: A prioritizing tool that helps you discern between what is important and urgent. It’s particularly helpful when you have a list of things you (think) you need to get done and need to decide which you genuinely need to be spending time on.
- Big Rocks in First: A good story with a moral that reminds us again of how easy it is to let unimportant parts of life prevent us from getting to our real priorities.
- Tame your email – letting your inboxes guide your day is a formula for never getting to your personal or professional priorities. Block time to work and silence your inboxes. Or designate times during the day when you will look at email and social media (e.g. 10a & 4p) and ignore it in between.
- Social media – argh…the time-sucking monster! Remember that every social media platform is designed to pull you in. This is how they make money and what they are designed for! It’s fun to keep up with friends, celebrities, and the news, but set your boundaries and do not let social media platforms control you. Find ways to silence your alerts or turn off your phone.
- DON’T Multitask – the utopian productivity dream of being able to do several things at once is quickly being debunked. Research shows not only that human brains are not designed to do multiple things at once, but also that switching back and forth between projects is cognitively taxing. Designate time to work on a single project, silence your phone and focus.
- 1-Year vs. 5-Years – one of my favorite quotations: “We tend to overestimate what we can accomplish in 1-year and underestimate what we can accomplish in 5-years.” For me, this is a reminder to plan and live bigger and slower. Set big goals and follow big dreams…and reach them by showing up and doing a little bit everyday. Over time, this pays off.
- Choose life over obsession – the goal of “productivity” should be to find a rhythm that gives life, not one that feels oppressive, perfectionistic, or exhausting. Use your planner, calendar and productivity strategies to make your routine more humane and meaningful. If you’re becoming more anxious, weary or empty, you’re missing the point. Time to reassess your schedule.
- Care – whether you’re a manager, colleague or classmate, others learn within seconds if you’re only out for yourself. You don’t need to spend hours everyday as another’s therapist to show that you care. All work is collaborative and those around you can tell if you care or not.
Reading in college is hard. Hundreds of pages coming at you from textbooks and academic articles to literary classics and lab reports.
Dr. Matt’s Gutsy Guide to Reading in College takes you step-by-step, through how to succeed with your college reading. The guide is packed with strategies for creating your perfect reading spot, setting up your tech, managing your routine, learning what to watch for in your reading, discovering your favorite note-taking style, and much more! Hop over to www.gutsycollege.com to check out the book and Gutsy online classes.
Dr. Matt Friesen received his PhD in Sociology from the University of Oregon and has spent most of life as a student, professor, researcher and advisor. Check out www.gutsycollege.com for the free Workbook for Reading in College and Note Taking Template. Watch for his upcoming book Dr. Matt’s Gutsy Guide to Reading in College coming in spring 2024.
Noah Friesen’s artwork is featured in these blog posts. Noah has been drawing since 2003 and specializes in caricature and comic art. Connect with Noah, check out his gallery or commission him for your project at www.ko-fi.com/idekdraws.
