GroupThink: Your Favorite Productivity Tip

GroupThink: Your Favorite Productivity Tip
Written by Samuel in GroupThink

In the corporate world, there is sometimes a disconnect between productivity and personal progress (i.e., a person who works twice as fast as his co-workers does not necessarily make twice as much or advance twice as fast). But when you're working for yourself, whether part-time or full, productivity becomes your greatest asset and every little tip multiplies your success. So with that in mind, today's GroupThink:

What is your favorite productivity tip?

As for me, choosing a favorite productivity tip is like choosing a favorite book -- it always ends up being the last one I've implemented/read. So the latest productivity method I've implemented is: Being Efficiently Ignorant. Practically speaking, I have found that most of my "information intake" like email or RSS squanders a lot of my time. So nowadays, I open my email 3 times a day and answer every one during that session if I can (although I'm trying to get down to two times a day). Secondly, I read RSS once a week -- this causes hundreds of feeds to pile up, which is good because it makes me less likely to waste time since I have so many to get through. Also, I have found that I really don't need all the latest tech and web news. And lastly, I place my "social media time" outside my work time. This is when I can peruse StumbleUpon, Digg, etc. without the stress of work over me. So there's my productivity tip. Let's have some more...

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Community Comments

Verne
2/18/2008 11:36:14 PM

My greatest productivity tip by far has to be "don't stress over the small things". It's a pretty broad and generic statement, but it's a principle that I lead my life by and that I attribute a great deal of my success (and productivity) to.

Generally speaking, people would say I'm an easy-going guy. But it's not that I'm stress-free (what entrepreneur can afford to be?), it's just that I don't waste time stressing over insignificant everyday problems. While some people freak out and chew their nails off when the slightest thing goes wrong, I prefer to stay grounded and focus on finding a solution. In other words, less freaking out + more doing = greater productivity.

I probably have better grassroot level productivity tips, but I think that's probably the one that's made the greatest impact on my productivity thus far.

Looking forward to reading more.

Nate
2/19/2008 12:06:50 AM

My biggest productivity tip would be lists. Create a good list of things that you need to do and as you do them check them off. Nothing is better than seeing that list get smaller and smaller and you'll pick up momentum as you get closer to finishing it.

Cody Rioux
2/19/2008 12:07:05 AM

My favorite productivity tip would have to be to cater to your own personality type. I've taken a few personality type tests and they've all indicated that i prefer to do things on a whim, that i'm not easily tied down to a schedule.

I've tried things like scheduling all my time, and it just doesn't fit for me. I HATE being tied to that schedule. It makes me instantly break free and do other things. This strategy is counter-productive for me.

Since then I've tried using a much less restrictive "To Do" list. I number each item with a priority, but I don't make myself do them in that order unless time says I have to. Picking a style that works well with my personality type has made all the difference.

This works a lot in other areas of my life as well, for example my budget.

Nick | Put Things Off
2/19/2008 2:03:59 AM

My favourite tip of all time is simple: "just get on with it!"

Sometimes too much emphasis is placed on GTD and other complex methodology, and it actually gets in the way. Sometimes, people need to just sit down, knuckle up, and get on with it.

Whether it's launching that project that's been on your mind for weeks or paying a bill, nothing will boost your productivity more than just getting on with it!

Darren
2/19/2008 2:16:27 AM

I mind-map everything.

One thing that can stifle my own productivity is my very much over active imagination.

Drawing up mind maps helps me focus on what I need to do, and not what I'd do if I had unlimited time and money.

Mind-maps are useful to me, when I'm either planning, or when I'm making deep analysis.

Barney
2/19/2008 2:18:45 AM

I struggle to believe you, I really do. I've heard this piece of advice before — "I was living in a nightmare of email checking until I just learned to say no and got on with my life" kind of thing, and from other people I respect.

But I really don't understand it. Here are my questions regarding what I see as a preposterous notion:

A) Is the wasted time all in the actual checking? Meaning how do you actually save a significant amount of time if you're still receiving as many emails — surely you're still reading the same number of emails?

B) Isn't email, like, REALLY bloody important to somebody working in web design? Especially if they're a solo freelancer? Surely you need to be up to the minute on any communications from existing/potential clients?

...

My advice is more physiological:

· Start the working day extra early rather than working really late — you get a head-start over everyone else catching up on all yesterday's communication (including news from last evening's overtime). Having all that sorted and getting into your work with a clear overview of the state of play before 9 o'clock will make you immensely more responsive. Your efficiency is also better earlier in the day.

· Work a 12 hour day if you have to but take a long lunch break — being able to eat a cooked meal, read part of your book, wash up, drink a coffee effectively turns one working day into two.

· Work 6x10 hour days rather than 5x12 hour days. You will be fresher each consecutive day and will establish a better picture of your work, rather than entering into a weekdays=nightmare/weekend=forgetAllAboutIt mentality.

Tom
2/19/2008 5:02:22 AM

My productivity tip is more or less something that works for me, so I don't know how much of a universal tip it is.

Whenever I'm working on some code at work and hit a wall where I can't quite solve what I've set out to do, I basically step away from it for a few minutes - I usually load up my RSS reader to see whatever is new, or I read the latest articles on any given news site. It only takes a few minutes, but when I come back to the code I can normally see the problem quickly.

It helps a lot just to get your mind to shift gears for a while.

Samuel
2/19/2008 5:07:59 AM

@Nick - Yes, no doubt on that. I think that and proper prioritizing solves 95% of productivity bottlenecks.

@Barney - Although the email part is only a small slice of my latest favorite method (avoiding RSS and social websites play a large part), it's not the actual email reading that kills productivity but the interruption from more engaging work. It's hearing the email sound while deep in concentration over movement algorithms in Flash or in the middle of a carefully constructed proposal. It's like the difference between having someone call you 5 random times for one minute each during the hour about some topic that takes real thought -- versus scheduling the five minutes at the end of each hour. If you're doing thought-intensive work like programming or writing (every author I've read suggests closed-room tactics), concentration breaks can be pretty counter-productive.

As to your second argument, email is not "every-minute" important for the solo person as people think (for the client services department of a larger firm, yes). The typical full-time freelancer might have 3-4 large projects going at once and is usually not being paid as an on-call employee. Since there are no more than a few hours between email checks, the very worst case scenario is that clients don't get emails answered for 4 hours (which I know for a fact is quite faster than most other contractors, vendors, or even their own employees). Rarely, if ever, do clientele need 4-hour turnarounds on projects. And project scoping (when most client-contractor communication takes place) should not be a constant back-and-forth email endeavour. Checking email only twice during work hours has yet to cause any problems and the more planned, temperate schedule gives the client faster and better work (again, noting that we're talking 3-4 projects that each last more than a week). As Verne mentions above, just taking everything in stride is a big help. Maybe once a month does a client have an urgent must-fix-now emergency and they always call (since in reality, most people don't trust email for such matters anyways).

As you noted, people I respect (and surpass me in productivity and success) have suggested such methods. Productivity is often a subjective matter (as Cody above mentioned) and you go with what works for you. So with all advice (and even blogs for that matter), here's hoping some find it useful :)

Lee
2/19/2008 5:58:31 AM

I definitely feel (contrary to the name of this site :-)) that when I make the effort to get up early I get so much more done in a day - which can be quite hard at times still being a student.

I like Nates idea of creating lists as well. At the start of every week I will make a checklist and it's great being able to check each task off the list as the week progresses.

Mere
2/19/2008 7:25:28 AM

I try to, whenever possible, never look at something twice. Be it an email, a fax, snail mail, a report, etc. - I try to handle it right then or file it appropriately. That way I avoid wasting time looking through the same documents over and over again.

Brett
2/19/2008 7:50:17 AM

My favorite might be the archaic To-Do lists. You know the ones where you manually use a device called a Pen or Pencil. You can get them here:

http://tinyurl.com/yojhr3

I also just checked out a great video from Merlin Mann over at 43folders.com. He talks about this issue in a little more detail. Great speaker, great advice.

http://tinyurl.com/3y9d9o

Joshua Clanton - Design for the WEB
2/19/2008 8:06:56 AM

My favorite tip is to focus on just one or two "big" tasks per day. For me, when I see a list of six or seven things that I need to get done, it's much more likely that I'll end up by finishing none of it.

If I choose just one or two things, though, I end up actually finishing them.

Of course, I also have my running list of micro-tasks, but I only do those once I've finished the important things.

Keeshia
2/19/2008 8:24:41 AM

I'm a list maker, so that's something that helps me work. I list out what I need to do for the week and break it down by what I think I can accomplish that day when I wake up.

Aside from that, having a workspace that is organized and comfortable is essential. If I'm not comfortable and happy in an environment, working is either impossible or something I have to force myself to drudge through.

Derek
2/19/2008 1:40:05 PM

My daily productivity drastically increases when I keep a steady morning routine which includes getting up early, spending an hour at the gym and eating oatmeal.

BittBox
2/19/2008 2:11:55 PM

When I start to feel sluggish, I always clean and organize my desk/workspace. I find that a tidy workspace makes me much more productive.

Oh Davey
2/19/2008 6:27:14 PM

My profound productivity tip is taking mid-afternoon naps. I wake up refreshed, energized, and ready to complete the tasks at hand. Many notable geniuses in history did this... as well as many notable bums. But it seems to work for me!

Regan
2/20/2008 8:59:53 PM

Two things. Schedule a computer-free day and have set hours devoted to developing my online business. Easy to say but hard to put into practice.

The more successful I am with these rules the happier my family environ is - and I'm more apt to get down to business quickly during my "on" hours

George
2/20/2008 11:39:41 PM

I employ the same as many of you here.

For me, productivity starts before work - good sleep, shower, shave, dress for work (no PJs) and have something to eat, even if thats a granola bar.

Once at work, I find that keeping email checking to a minimum is absolutely key. I try not to check more than every 2 hours, because it ruins workflow and concentration. As a result, I spend the first hour or so of my day emailing and checking my RSS feeds to get it out of the way.

I've also become accustomed to sprints, where I'll set short term goals (for the day, or the afternoon) and work to achieve them. List can be quite helpful here. I like to break my daily programming tasks into pieces and save the most interesting ones until the end, as a reward.

Lately I've also been forcing myself to spend a few minutes on Google making sure the issue I'm about to tackle hasn't already been solved. I find most of the time it has, and even if I don't use the code verbatim I can refine my strategy.

Of course, this is all from someone commenting on a blog reached via RSS at 1:30AM. :)

Tim
2/21/2008 11:28:59 PM

The past month I've done a few things that have helped...tremendously:

1.) Killed my laptop. Not really but I did kill my wireless router so that I can't sit on the couch and pretend to work. If there's work to be done, it's done in "the office" w/o distraction. It's not nearly as comfortable but I tend to accomplish more in less time.

2.) Live by the list. "To-do" and "To-done". My memory is awful and keeping a list helps me stay organized/focused. The "To-Done" list keeps me motivated.

3.) Drink more water...as opposed to other "beverages" that are way more fun.

Just a few words of wisdom from a recovering unorganized couch potato:)

dianewb
2/22/2008 3:40:17 PM

My best personal productivity tip is "Just Keep Going." When I've had a bad day, or an hour with a difficult client, or it's been one of those PMS-induced "everybody-hates-me-and-I'm going-to-eat-worms" days (is that only me?), I indulge it for a minute, and then I just keep on going. There's always work to be done; always wonderful, grateful clients to please, and another project to kick ass on.

I'm always surprised at how good it feels to just keep working. Probably because it helps me to remember how lucky I am to have a job where I can wear my pjs to work.

Andrea Thomson
2/22/2008 4:40:43 PM

I apply a lot of these (above) techniques but add music to the mix. Any task seems improved with a good dose of music (pref. very loud).

Also removing the email notification pop-ups is helpful. Even if I only check email 3 times per day... the notifications are addictive and I can't help myself but to open/read them. So having that feature disabled has been great.

joohliah
2/23/2008 2:23:20 AM

Hi all,

As the entrepreneur queen of procrastination, I HAD to come up with some strategies to get things done. A lot of them were already stated so I'll be quick on these :

_ Lists are good to remember to-do stuff and priorities, but not always to actually DO things.

_ Unless I wrote the list the previous night just before going to bed : I fall asleep with a clear head and get up knowing what I have to do, feeling prepared for it.

_ Do things when I feel like it. As Cody said, it's a lot easier to do something when your mood tends to it. And it most probably will at some point.

_ Clean office/desk space, no question about that.

_ Turning off email, instant messaging, phone and RSS : every distraction is bad bad bad. If I could turn off the cat I would.

_ Someone said in an article someday (can't remember who, damn it !) that you should start your day by doing the most important stuff, no matter what. It seems logical, but in the end we all brush our teeth, clean the house (well, usually I do), check RSS, BEFORE really getting to work. By starting right away, you feel (are) more effective and make sure that at least that one important thing is done by the end of the day.

Well, I guess that's about it for me, I hope this helps… Oh yeah, and always split down big tasks to smaller ones, or you'll never get to them… ;)

Dito
2/27/2008 8:33:07 AM

My productivity tip would be to Keep a accurate calendar and stick to it. It takes 2 weeks to form a habit. Make your calendar a habit you can't kick.

Captain John
3/2/2008 7:50:04 AM

*I need coffee and avoid sugar.
*I use my iphone to answer emails which forces me to keep replies short.
*when I get tired I drink a coffee and set a loud kitchen time then lay down for a 20 min snooze
*I avoid deal sites (actually any shopping) like the plague
*always carry a legal pad and when I feel the computer start to take over I shut it down and head outside to write... on paper. I use evernote to import the text later
*If somethings going to make my life easier I buy it, if it doesn't meet that goal I return it
*I never go to bed unless I'm tired then I wake up at 5:30AM every morning... painful but effective
*I never tell people where I am or which of my 5 phone numebrs I'll answer. If it's important they will leave a voicemail which gets sent to me via Grandcentral, if it's real important they will call all five.

ExecutiveHacks.com David Hutchison
3/18/2008 3:48:28 PM

Mine is to pick the one most important thing that you can do for your business that day and Get It Done. Stop planning, researching, talking, discussing, or otherwise generally avoiding and get on with it. Act as though it were the only thing you needed to do that day and make it happen.

Andre Vitorio
3/26/2008 1:52:51 PM

Great comments everyone.

I'm glad I found this blog!

I need to get a lot of those tips into practice. :)

Moon
10/31/2008 8:07:29 AM

I'm not a freelancer yet, but I can tell you that I haven't been to successful with helping myself be productive, esp. after graduation.

I have an 8-5job and it's hard to be productive after wards. Things that do help me is making lists & keeping a clean environment (otherwise I can't concentrate)... now if I can fit in some walking or exercising, that's a great day and I feel really productive.

So my $.03 are in...

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