Productivity should be measured in results not time spent. But this gets more difficult when there are not easily quantifiable results to measure yourself against. The key to getting ahead is not always working longer but being more productive.
So how can you achieve greatness by working less?
Time Your Tasks
If you sit down to accomplish something in the morning, and have all day to do it, how long will it take you? Usually, no matter how big or small the task is, it will expand or contract to fit your real world schedule. Think back on when you sat in front of your computer with the vague goal of cleaning up your inbox and no deadline looming. The task meanders and fills the time you allotted for it.
Now think of when you had that large task looming and you read your emails. There was a sense of urgency, yes, but also a time constraint that didn’t allow you to wander. Create those deadlines for all tasks and stick to them. It will help you stay focused and productive, essentially getting more done, by working less.
Batch
Efficiency and productivity guru Tim Ferris, author of The Four Hour Work Week, is well known for his advice of “batching” menial tasks together to achieve optimum productivity for time spent. Think back on the times you have checked your email, just to sift through some meaningless messages and get your new messages back to zero. How many times a day do you do this? Is it really necessary? According to Ferris, real emergencies will find you, so let go of the micromanaging and step back. Batch a menial task like responding to email together to maximize the efficiency of the task. He suggests scaling back to twice a day, then once a day and depending on your profession once a week or less.
By only answering emails at specific times, you will stay on task longer and filter out all the time wasters and respond to only what is necessary. Try it out for a week. Choose two times that are convenient for your work schedule and put an automatic response up that you will only be checking your email at these times. If it is an emergency you can be reached by phone. Then use all the found time and energy on more important and difficult tasks.
Breaks
Take some time off to get more done. Recognize that we are not machines that can be plugged in all the time. If you think about it, if you leave something plugged in all the time, eventually it will not be able to hold a charge and accomplish what it is supposed to. So take a break. This means both short ones in between tasks and vacations of over a week. Going for a walk and getting a small energy boost from some time in the sun and moderate movement can be reinvigorating and allow you to stay decisive and effective for longer.
Taking a vacation from work as a whole will not only give you a plethora of health benefits, like socialization and stress relief but also contribute to renewed focus and fresh perspectives upon returning to work. Remember that productivity, not time spent, is the true measure of success. So don’t feel guilty about taking time away from the desk, look at it as an investment in future productivity.
Achievable Goals
No article on productivity is complete without mention of some form of to-do list. Perhaps the most simple and effective tool in the productivity arsenal is the to-do list. The problem for most people with to-do lists is that they have not found the version that works for them. Often, hyper-organized people pawn off their multi-tiered, colorful lists as the solution to disorganization and stress. But everyone is different, just as your to-do list should be. A simple piece of paper on your desk at all times can keep you focused. Others prefer electronic to-do lists.
There are multiple apps that seek to aid in your organization. Many prefer Evernote’s cloud based format that allows you to access your lists on multiple devices without always needing Internet access. The idea here is to get small, achievable goals onto paper (or a screen of some sort) that you will consistently see. This will keep you focused throughout the day so that you will get more done in less time, and that is surely an achievable goal.
What are your tips for being productive?
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