What is productivity?
It’s a term that you have come across, especially during the pandemic. More and more people started searching for what it means and how to become more productive.
Let’s clear a common misconception: productivity is not to produce an X amount of results in a Y amount of time. That is, being a robot not being productive.
So, what is productivity and why is it important?
Productivity is how efficient you are at fulfilling a certain task and how much time it takes you to do it properly.
Yes, that does sound like the common misconception but is not, it’s different. The goal is not to create 10 PowerPoint presentations in 1 hour, rather is to create 1 full presentation in the fastest way possible (usually that is meeting the deadline) but without compromising the quality and your mental health while doing it.
To put it more simply, being productive is creating a clear plan of what you want to do and following it without any distractions.
Productivity is all about being efficient
How to measure it
For all my numbers people out there, there is a simple formula to measure it.
Productivity = Output / Input
Now, unless you are in the HR department or you are reading this to measure your employee’s productivity, then having a number will not do much on your personal productivity journey.
How to become more productive
If this is not your first productivity article (Don’t lie, I know it isn’t), you should have already stumbled upon an answer for that question, but it usually ends up you having to install another Powerful productivity app that will magically make you more productive and increase your focus.
Before you start using those magical applications (they are not so magical, they require a lot of work and input). You will have to start with the basics.
Start with a notebook
If it works, don’t change it! Get a clean, nice notebook, one whose cover will inspire you to use it. I know the saying, don’t judge a book by its cover, but we are talking about notebooks here, so feel free to judge it.
Priority, not priorities
First things first, stop using the term “priorities” (plural).
The word priority is derived from the Latin prioritas, meaning “first in rank, order, or dignity.” There can only be one first thing—one priority.
From now on, one task can have priority, when you finish that one, the next one will take its place (whichever has the closest deadline).
Create a to-do list
Now that you know how to organise your tasks and that there can only be one that has priority. You have to start organising them by creating a to-do list.
Set a boundary that you can use 1/3 of the page to write your daily to-do list. That way you will not create an endless list of tasks that you will end up doing 30% of them and having the rest for tomorrow. It’s psychological, if you put on your to-do list that you have to clean the whole house in one day, your mind sees a red flag and it prefers if you just sit and relax instead (you will do it later, right? right?).
Now, imagine if you break the problem down from
Clean my house to
Clean my bedroom Clean the kitchen Since we talk about productivity and you probably don’t read all these to apply it on how to organise yourself and clean your home.
Here is a power tip for your work.
To be more efficient and empty more space in your brain so you can focus on the task at hand. Break your tasks into sub-tasks.
A task like “Create a post for Social Media” although it seems simple enough, you can break it into pieces, that way you will not forget anything.
Create a post for social media Find an Image Edit and format the image for each platform Write the copy Proofread and check if all the links work Schedule
I know, it seems like the small simple task, became a big monster, but in reality, we used mathematics, by taking the problem and making it smaller actionable problems with easier solutions. That way, you will come back to your to-do list twice as fast to check off a sub-task and your brain will feel relaxed and happy.
Now, follow that momentum until you check off all the sub-tasks and eventually the task itself!
It’s ok to say NO.
Distraction is not just you, infinite scrolling on TikTok instead of working at your goals. Distraction is also when people come to you and ask for “quick” tasks, if you are working out your priority and you have the momentum going, it’s ok to tell them no. It seems a little harsh, but they will understand and they will respect your answer.
Don’t know how to say no gracefully? You can read this blog post from the author of Essentialism, Greg McKeown.
Quick Recap:
Get a notebook, timeless and always works. There can only be one priority. Start your day with a to-do list. Break your problem into smaller ones, and create sub-tasks. It’s ok to say no and focus on your priority.
Put the theory to work and start your to-do list now! Define your priority task and get on it! 💪
What do you think? Have tried any of these techniques?
Let me know how it goes.
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