BY SIRA MASETTI
“If only I were more productive,” “If only I studied more,” “If only I took action.” Sounds familiar?
I think I already heard these ifonlystic whinings, and quite often. And “If only” I had a penny each time I heard one of those whinings, today I would be a millionaire! You can stop this useless, disempowering and prejudicial behavior. You can take action and change everything.
The importance of wanting the change
If you want to see results, first of all you need to do is to desire the change as intensely as you need oxygen to breathe. In other words you need to dream of it! So, the first thing you need to do is to change your mindset and understand what you really want, what your goals are, why you want to be more productive and where you want to go. The second step is thinking that if we look for what triggers our emotions and makes us excited and passionate about our future, we will find the right motivation, which is everything we need in order to obtain what we want. And it makes us unstoppable.
The importance of keeping your mind clear
“If your mind is empty, it is always ready for anything; it is open for everything.”
— Shunryu Suzuki
I love this quote. It’s so true and useful. It reminds us of the importance of leaving as much space as we can in our mind, in order to use our brain efficiently. The first step towards productivity is being relaxed and always having both short-term and long-term plans well-organized. But in order to be relaxed, you need an “external storage” where you will keep all the detailed information about what you are going to do. In the next paragraphs I will explain better what I mean with “external storage”.
Image: Brain Power
Overloading your brain, keeping all that information in mind, will cause stress, pressure and anxiety. Not only is it inefficient, but it will also prevent you from being productive and getting things done. So never forget the importance of keeping your mind stress-free.
The tools of highly productive people
As promised I’m going to explain what I mean with “external storage”. The “external storage” is the combination and coordination of some efficient tools that you can use to be more productive and organized.
Post-Its Notes
Write your 3 most important daily tasks on 3 post-its and stick them on your computer. It’s very useful.
Image: Post-It Notes
The daily to-do list
You probably already know what a to-do list is. It’s a very efficient tool to get well-organized and to motivate us to complete our daily tasks. It’s a list with all the concrete actions we need to take during the day. But, why is it so useful? Well, you have to fill your days, being as productive as you can, in order to achieve your goals, and a to-do list will help you getting things done and increasing your self-esteem as well. Plus, it’s very important that you cross all the items off your list, every day. If you can make this your daily goal, you will achieve a lot in the long run.
Here’s an example of a to-do list:
September 9, 2015
– Meditation
– Appointment with mortgage broker 30 min
– Gym 1 h
– German course 1.5 h
– Completing Report at Work
– Lunch with business partners 1.5 h
– Writing article on personal blog
– Meditation
– Appointment with mortgage broker 30 min
– Gym 1 h
– German course 1.5 h
– Completing Report at Work
– Lunch with business partners 1.5 h
– Writing article on personal blog
Image: Keyboard Light
The agenda
It’s very similar to the daily to-do list, but in this case you will put all the items in a chronological order and you will put each item at its scheduled time.
For example:
– 1 pm – Lunch with business partners
– 5 pm – Gym
– 7 pm – German course
– 5 pm – Gym
– 7 pm – German course
The weekly to-do list
The weekly to-do list is very similar to the daily one. There are just a few differences. You write it before the week starts, and you write on it all those tasks you intend to complete during the week, but you still don’t know when exactly. Every day you write your daily to-do list, you will refer to your weekly to do-list, in order to make sure to cross all the weekly tasks off the list. Remember to be specific on the weekly list too. For example instead of writing “Go to the gym”, write “Go to the gym for 4 days”.
Here’s an example:
– Gym x 4 times
– Buy German Student Book
– Talk to Ann about Lauren’s birthday
– Go to the Post Office
– Studying for Marketing Exam
– Buy German Student Book
– Talk to Ann about Lauren’s birthday
– Go to the Post Office
– Studying for Marketing Exam
The Silver Page
Sounds interesting! But, what is that? The silver page is a good tool to get well-organized in both the short and long-term. It will greatly improve your productivity, especially if you will combine its use with the above mentioned tools (daily and weekly to-do lists).
It is a page where you will write down all the ideas and goals that you intend to reach in the near future. Here you don’t need to be very specific, you only have to write down ideas. Remember to update the page frequently, and to refer to it every time you write down your weekly to-do list.
It is a page where you will write down all the ideas and goals that you intend to reach in the near future. Here you don’t need to be very specific, you only have to write down ideas. Remember to update the page frequently, and to refer to it every time you write down your weekly to-do list.
Here’s an example:
– Write a book
– Take the GMAT exam
– Take the French DELF Certification
– Look for a new job
– Buy a house
– Learn to play tennis
– Take the GMAT exam
– Take the French DELF Certification
– Look for a new job
– Buy a house
– Learn to play tennis
How to use the tools
Transferring items from the Silver Page to the Weekly To-Do List
Every time you will move an item from the silver page to the weekly to-do list you will “bring it into reality” – very exciting! – so before doing that you will have to “transform” each item in one or more actions, and write those actions next to the item. For example, the silver page item “take the GMAT exam” will be translated as “buying the GMAT book,” “starting a GMAT course,” “studying 4 hours a week.”
So, all you have to do is to pick up one or more actions every week from the silver page and transfer them to the weekly to-do list. Here you won’t need to be specific, you will only need to copy the actions from the silver page to the weekly list. They will automatically become weekly items.
Image: Post It Notes
Transferring items from the Weekly To-Do List to the Daily To-Do List
You will do the same thing with the daily to-do list. But in this case you will need to be more specific. For example in a daily list, the weekly item “starting a GMAT course” will become “first GMAT lesson at X English School.”
Transferring items from the Daily To-Do List to the Agenda
Very simple: all you have to do is write the to-do list items on the agenda next to the respective hours, on the right daily page.
Habits For Productivity
Set A Timer
Setting a timer while working or studying is a good way to get things done. Maybe you already know the “Pomodoro Technique“, a time management method that breaks down work into some 25-minutes sessions and it separates them into 4-5 minutes breaks.
If during these 25 minutes you manage to stay focused and you don’t allow anything to distract you, it is really efficient. Once you get used to it, you can switch to the “Orange Technique“, breaking down the work into several 30-minutes sessions, without changing the length of the breaks.
Image: Stopwatch
Wake Up Early
If you become a morning person you will definitely improve a lot your time management. Setting your alarm earlier than usual, you will have more time in the morning for some rituals that help productivity such as drinking water with some lemon juice, having a great breakfast, working out, meditating, and you will have more energies and a stress-free mind during your day.
But, don’t set your alarm too early. Instead, wake up five to ten minutes earlier every day. Let’s say for example that your purpose is getting up at 6 am. If you are used to get ap at 8 am you have to progressively get used to wake up earlier, so the first day you will set your alarm at 7:50 am, the following day at 7:40 am till the day you will finally wake up at 6 am.
Consciously Ignore Procrastination Instinct
“Procrastination is like a credit card: it’s a lot of fun until you get the bill.”
– Christopher Parker
I can’t stress it enough: procrastination is the worst enemy of productivity. And it’s a disempowering mental behavior that if we want we can neutralize and avoid. Procrastination is that stupid but convincing voice in your head that gives you excuses such as: “Maybe I don’t need to do it today,” “Let’s skip class,” “I can postpone it to next week,” “In the end I don’t have enough time, so it’s better if I postpone this project.” The secret to eliminate this attitude is to recognize it and consciously ignore it. It’s not easy, but it’s something you can learn with practice.
“Only put off until tomorrow what you are willing to die having left undone.”
– Pablo Picasso
Learn As Much As You Can About Productivity
Last but not least, a very useful habit is reading a lot about productivity. You can buy a good book, read some articles on the internet, or be inspired by some quotes. For example you can search on Google, Yahoo or Bing keywords such as “Productivity,” “Time Management,” “Quotes About Productivity,” “Quotes about Success,” “Quotes About Productivity and Tenacity” etc… This will help you feel motivated and be more efficient in the long run.
Image: Learn
Featured photo credit: Backside Of My Desk via flickr.com
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