Do you feel you never have enough time in the day to complete your to-do list? Below are three ways to improve productivity that can also help you decide what to prioritize.
Everyone seems obsessed with productivity. We are always trying to do a lot in a very short time, always hoping to finish the last item on our to-do list. But the obvious truth is that the to-do list is endless. What's more, if you measure success by the number of tasks completed, you are likely to face failure.
We need to begin by redefining productivity. It is not about the quantity of work we need to complete, but about its quality and the benefits it brings. We therefore need a new definition: productivity means completing important work with great effectiveness.
“I found something that works very effectively for me: making the benefits I will gain from greater productivity completely clear. Whether my goal is to earn more money or spend more time with my family, keeping the end result in mind helps me focus on the work that truly matters, thereby motivating me to move closer to my goal.
Identify what you want to achieve—more money, more free time—and set dates for accomplishing those goals. Ultimately, productivity is the top priority.
RETHINKING DEADLINES (TIME LIMITS)
Once you have identified your productivity level, one of the most useful exercises is to learn a little about human nature and behavior. Cyril Northcote Parkinson proposed Parkinson's Law, describing the relationship between work and time: “Work expands to fill the time available for its completion.” In other words, a task will stretch out until the moment we need to finish it. A deadline can either push us to work harder or provide a perfect excuse to extend the work longer than necessary.
You can apply Parkinson's Law to your work. Commit to delivering earlier than usual. If you promise a report in a week, Parkinson's Law says you will take that whole week to complete it. But if you commit to doing it in two days, you will start immediately and may finish in 2 days instead of 1 week.
If you take greater responsibility, you will push yourself to meet deadlines. Put your reputation first by making an external commitment, with someone waiting for your results, forcing you to work effectively. Another useful approach is to enlist colleagues’ help to improve productivity through a reciprocal commitment. You complete the work, your colleague reviews and critiques it, all within a strict deadline, and you do the same for them. Both of you can accomplish more at a higher standard.
WORK MORE ENERGETICALLY
Another technique that works for me is working more intensely. Most of us are not marathon runners. If we commit to working for a long stretch, we gradually weaken. We get tired. But we can work hard for short periods. The key to working energetically is taking regular breaks to refresh your focus and activity. The best breaks should involve physical movement. Change your work surroundings. Take a walk. Do a few push-ups. With a refreshed mind, you will be ready to get back to work and work with renewed intensity.
I found that physical activity changed the way I worked and significantly increased my productivity. Instead of sitting at my desk all day, I spend a little time each working day standing up to work. Standing improves blood circulation, and the simple act of switching between sitting and standing also gives you a short break.
CREATE A TO-DO LIST
Finally, in my view, one of the most important and effective ways to increase productivity is to list everything that needs to be done and prioritize the important tasks. I write down every task I need to complete in a day, so I am not stressed about remembering them. Once I have made the list, I use three symbols as 3 forms of shorthand to identify which tasks need more attention than the others.
Tasks that form a system which will run automatically once completed are marked ∞. After categorizing the items on my list, I begin working in earnest. Tasks with multiple symbols take the highest priority—these are the items with greater productivity. Next come tasks with 1 symbol, and only after finishing every marked task do I move on to unmarked items. This is all about completing higher-value work and paying attention to priorities. Money-making tasks carry a $ sign. Tasks needed to satisfy existing customers carry a dot.
We can work until we are exhausted and still accomplish very little if we work without a comprehensive definition of productivity, or if we fail to prioritize appropriately. Identify what you want to achieve, such as more money or more free time, and allocate time throughout your day accordingly so that you can meet those goals. Ultimately, productivity must remain the top priority.
