HBAPN Handout
- 1. Time Management is a myth! Time will handle itself thank you very much. Instead you need effective self management – of your attention, energy, actions, habits, choices, motivation etc. Download your brain Information overload is a major challenge to being productive. Remember, “Your brain is for having ideas, not for holding them” – David Allen, GTD. Get it out of your head This reduces distraction and preoccupation. Having a complete picture allows for better choices, proper planning and more effective execution. Let a trusted system remember stuff for you. Workflow, not Lists The Lists metaphor is demoralising (a continuing growing pile of work that never gets smaller). Instead, Workflow is about making the best choices re: “What’s the next action?”. Separate thinking and doing Constantly re-juggling work requests and deciding priorities reduces your capacity to concentrate in the moment. Separate traffic control from execution with weekly and daily reviews. Proactive not reactive Get away from constantly firefighting, being helplessly caught up in the flow, and wondering “Wow, where did the day go?” and “What did I actually achieve today?”. Silence those pings Turn off all visual and audio “you have new mail” notifications. You did know that’s possible (and allowed) didn’t you? The ping is far too tempting – you’ll want to go and check. Shut it down For as much time as you dare. Yes, I really did say that. For those of you who are worried the world might end if you did that, I promise it’s quite safe. Stop checking Instead process your mail – then get back to doing your actual work. As Merlin Mann (who coined the term “Inbox Zero”) says: “Stop taking orders and make the sandwiches!”. Page 1 © Think Productive September 2011 www.thinkproductive.co.uk lee@thinkproductive.co.uk
- 2. Email when you choose Rather than automatically complying the instant it nags you to, e.g. 5-10 minutes at the top of every hour, or longer 20 minute sessions 3 or 4 times per day. Make the tech work for you Use rules, filters and folders to triage your mail for you. Review lower importance/value email (“Bacon”) less frequently, and give your proper attention to the messages that really matter. The 2 minute rule When processing, if an email only requires an action that can be done in less than 2 minutes (e.g. a 2 line reply, forwarding to a colleague, sending a file etc.) do it right there and then. Extract the goodness When processing mail, extract the value: i.e. convert it into task/action items, planner entries, calendar appointments or reminders, download file attachments, etc. The rest can be archived/deleted. Move it out “Your inbox is only for stuff you haven’t read yet” (Merlin Mann). Once processed, delete/archive (the default choice), or move to a folder ‘needs action’, ‘needs reply’, ‘waiting for’ etc. Email is not a to-do list But so many people use it as one! There are far more appropriate tools for that, and using one will reduce the temptation to keep your mail client open all the time, increasing its power to distract. Morning routines For home workers: start your morning like you used to when you commuted to an office – wake up properly, (exercise?), eat, wash etc. then work. Otherwise you’ll get sucked in and still be in your pyjamas at noon. Don’t login yet! Don’t fire up email as the default first task of the day – you’ll be dragged down the rabbit hole. Plan your day first, e.g. 3 MITs (http://is.gd/raE278), then adjust only if really justified by the new information. Breaking the impasse Sometimes getting going, especially on non-attractive or repeatedly procrastinated tasks, can be the hardest thing. In these cases we recommend you “Eat That Frog” (http://is.gd/K3yhSA). Sequential monotasking (not multitasking) Yes, we know this one’s controversial. But we believe that one thing at a time is the way to go: one task, then the next, then the next … repeat. Work in dashes Break up larger tasks into smaller units, then take a break / reward, e.g. the “Pomodoro Technique” (http://is.gd/QP4795) or Merlin Mann’s “10+2x5” (http://is.gd/nZY3iW). Get a have done list Concentrating on what you have done, rather than what’s still left to do creates a sense of progress and is motivating. Tracking your achievements helps with future planning. Page 2 © Think Productive September 2011 www.thinkproductive.co.uk lee@thinkproductive.co.uk
- 3. Know your enemy Distractions (whether self created or from outside) are a major threat to being productive. As well as the time for the item itself, it can take up to 15 minutes to find your place again and get “back in the zone”. Unplug! Only be online for tasks that absolutely need online access (e.g. communications, research etc.). Whenever possible get offline, especially when you need to concentrate on being creative etc. Defend your sanctuary Use do not disturb signs (either virtual or real). Phone set to silent. Mark as busy on shared calendars. Home workers: make sure others know you are at work, and when you’ll be home. Batching Batch small or alike tasks (that need the same mindset/skillset) together e.g. save all invoicing till Fridays. Use technology to assist with tasks – e.g. RSS readers for checking websites, network activity feeds etc. Mix and match Including variety in your day will help maintain momentum and stave off fatigue. Match task selection to energy and mood – there’s a time for being creative, and a time for housekeeping. Set up the scaffolding Create structure to your quarter, month and week, especially for repeating tasks. Mark these in advance on planner/diary as “hard landscape”, just like you would meetings (and treat them as such). Meetings for one Don’t just use your planner for meetings and deadlines. You also need to schedule in when the actual work is going to happen. Block these out a month/week/day ahead etc. during reviews. Big Rocks first Set out the larger and more critical tasks first (your “Big Rocks” http://is.gd/oiH1Kh). Smaller tasks (pebbles) fit in around these (but leave some capacity for new incoming stuff), sand in the gaps left. Context is King Categorise your tasks by “Context” i.e. where you need to be, or what you need to have to hand to do them. That way you can be productive even if the internet goes down, when travelling etc. Weekly review! Don’t get caught in the trap of always being too busy to take stock and plan ahead. Make a weekly review a central and regular part of your “Getting Things Done” approach – you’ll reap the rewards many times over! Page 3 © Think Productive September 2011 www.thinkproductive.co.uk lee@thinkproductive.co.uk
- 4. Know yourself Identify factors reducing your productivity and take action as needed. Know your vulnerabilities, and adapt your work environment, style and systems accordingly to compensate. Fuel up, do your maintenance Attention, concentration and creativity are all serious brain work. Brains (and bodies) need looking after. Remember to attend to food, drink, fresh air, exercise, play, sleep. You’re only human Take breaks (lunch is not for wimps). Regularly working late into the night or at weekends isn’t worth it – law of diminishing returns. Rest, regroup and pick up the next day when refreshed. Remember to stop Especially for home workers: create real and/or psychological divides between at work and not at work modes, e.g. different PCs (or different logins), “mock commute” etc. And do stop. Rest your brain, refresh your mojo Overconnected? Try screen free weekends, or if you dare ditch the TV altogether? Get a hobby, play with the kids, feed your chickens, learn the piano – anything that completely stops you thinking about work! Select up to 10 tips that will make the maximum improvement to your productivity. Decide how you will implement these so they will work for you. Which old unproductive habits do you need to stop? Which existing ones can you continue and build on, which new ones will you start using? Share your plan of action with a trusted colleague or peer. Get them to ask you to report on your progress after 1 week, 2 weeks, 1 month etc. Sign up for our monthly productivity tips mailer Each month we pick a particular theme, and assemble a digest of useful, actionable ninja-style productivity tips. This is explicitly opt-in only, so use the signup form on our website at www.thinkproductive.co.uk. Lee Cottier, Productivity Ninja 0117 230 8655 07957 140755 lee@thinkproductive.co.uk Page 4 © Think Productive September 2011 www.thinkproductive.co.uk lee@thinkproductive.co.uk