Domain7

D7's Weekly Edit: Productivity Habits and Hacks

Where was I? Ah, yes, being tutored on how to assemble cities with my mind whilst fruit stands explode all around me.

This whole “starting a new job” thing has forced me to return to the basics of what it means to actually do work. All my old instincts have to be recallibrated for this new environment: everything from how to most efficiently structure my day, to how to best manage emails. So I figured that if I’m spending all this time re-learning productivity habits and hacks, I thought, hey, I might as well share what I’m learning with you.

1. Plan first, act second

Ryan says he does it over breakfast. James does it the night before work. Myself, I’m still looking for the best time to do it: that is, making a tiny, authoritative list of 3-4 priorities that need to get done in the work day. (Currently, I’m not allowing myself to leave my car until I’ve made my list - which doesn’t work well when I really have to pee after driving in rush hour traffic for an hour.)

Here’s why: If I don’t, then my email inbox pushes me around like a school bully, and I end up spending the entire day in auto-pilot zombie mode, instead of being the Ultimate Mega-Machine of Maximum Efficiency.

Trying to plan my day gets me stuck sometimes. How do I pick what’s important? I used to have this quote taped to my monitor until I (mostly) memorized it:

“Courage rather than analysis dictates the truly important rules for identifying priorities.

• Pick the future against the past;
• Focus on opportunity rather than on problem;
• Chose your own direction - rather than climb on the bandwagon; and
• Aim high, aim for something that will make a difference rather than something that is “safe” and easy to do.”

— Peter Drucker, the Effective Executive (1967)

2. Write intelligent to-do reminders

• Use verbs: Throughout my day, every to-do item I scribble to myself has to start with a verb. They must be true actions steps that can actually be taken, not just vague reminders like the “Client name,” or my vote for least-productive note ever: writing down the name of the project.
• Use visual cues when note-taking: I draw a square checkbox next to all to-do items. It makes it easy to scan my notebook and see action items standing out amidst the clutter of my notebook (I use a Moleskine, but the Action Book is also great for capturing action steps)

3. Use tools that work for you

• A timer: I sometimes set the clock ticking (an app or a real egg timer) to limit the amount of time I spend on a specific set of tasks, like responding to email.
• Task trackers: I’ll periodically flip through my notebook at add all my action steps to a digital interface, so I can start categorizing into contexts for the long-term.

My go-to tool is a simple, low-tech Word document I created called a Project Dashboard. I’ve used this every day, all day, for about 2 years now, and I’ve been able to share it with a number of friends who now use it to manage their work, too. (On a PC, I had a shortcut on my quick launch bar, and now on my Mac, it’s on my dock.)

It’s helpful for me, but it’s pretty basic, and you might find your own version of the project dashboard — my boss James uses OmniFocus : a software tool for the Mac, iPhone and iPad, which is an awesome one. The principle is: this organize your work into contexts , and keep it centralized so you don’t let the important stuff slip past you.

4. Be fearless

If a task is new or uncomfortable, I sometimes let it linger longer than it should. This is a stupid habit, and it’s cowardly. So I’m trying to remember to risk overcommunicating. It’s better to run the risk of annoying somebody, rather than the risk of a project going off track. Let other people tell you when to shut up — don’t do it for them.

I’m learning that 100% of the time, it’s easier to just get the task out of the way: write that uncomfortable email, make that awkward phone call, or pay that person a visit. The more I hide, the worse it gets. Speaking of which

5. Destroy procrastination

I feel like a child when I catch myself falling into ridiculous old habits of avoiding work I don’t want to do. Procrastinating spins me into deathly cycle and self-loathing and unproductivity, and at work, with other people’s money at stake, it’s just not a good state to let yourself get into. Here’s a few things I try when I find myself avoiding work instead of being fearless:

• Stop it: The second I realize that I’m avoiding something, I’ll try to get up, leave my computer, go for a short walk, shake it off. The better I get at calling myself out and changing my environment, the faster I can get back to what matters.
• Face it: Sometimes I discover I’m procrastinating because I’m unclear on the tasks I actually need to do. Try to identity real action steps from the items in your inbox, or the scribbles on your notebook. Or ask a colleague or your boss: “how can I figure out what to do next?”
• Block stuff: It’s annoying and I hate it, but I have a Firefox extension called LeechBlock, and I use it to prevent me from accessing Facebook, Google Reader and a few other sites during my work day.
• Bribe yourself: Promise yourself a delicious beverage at 4. Or a 15 minute break at 10 am. Or the chance to work on that project you actually like, after you finish the hard stuff. My most productive days are the ones when I have something specific to look forward to.
• Turn it productive: If the work you need to focus on isn’t getting done, try turning your attention to a side-project that will at least result in some positive output. It might stimulate your mind and get you ready to begin the other stuff.
• Check your head: Are you getting enough sleep? Enough exercise? Enough social time? Is your commute killing you? Is there something unresolved at work or at home? Maybe you’re subconscious is rebelling against the idea of work because there’s some key element that needs your attention.

Recommended Resources

People have been working in offices and making stupid mistakes for a long, long time. Don’t bother learning all the lessons the hard way (although it’s good to learn a few). These are some of the books (a few of them revered classics) I’ve read on the topic of productivity at work that have been really helpful for me:

Getting Things Done: David Allen Ignore the dorky author photo on the cover. It’s a must-read and a classic.	The Effective Executive: Peter Drucker Written in 1967, still a staple — except for the chapter speculating on “computers”	Making Ideas Happen: Scott Belsky From the guy who started the Behance network.	The Four Hour Work Week: Timothy Ferris This guy is 80% crazy, 20% awesome, with good advice and insight.

BONUS ROUND

Check out this iPhone app called Epic Win - it tries to introduce game mechanics into your task list. Score points, level up, build your character — by crossing items off your list.

I haven’t tried it yet, but it looks brilliant, if you’re the type that needs this extra push. Even if you’re not, it is imperative that you watch this video immediately.

What’s your secret weapon for being focused and productive throughout your work day? I’d love to hear your tips in the comments.

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