12 Things Highly Productive People Do Differently
BEING HIGHLY PRODUCTIVE is not an innate talent; it's simply a matter of organizing your life so that you can efficiently get the right things done. What can you do to increase your own productivity? Here are some ideas to get you started:
1. Create and observe a “to-don't” list.
A “to-don't” list is a list of things not to do. It might seem amusing, but it’s an incredibly useful tool for keeping track of unproductive habits, like checking Facebook and Twitter, randomly browsing news websites, and so on. Create your "to don't” list and post it in your workspace where you can see it.
2. Organize your space and data.
Highly productive people have systems in place to help them find what they need when they need it—they can quickly locate the information required to support their activities. When you're disorganized, that extra time spent looking for a phone number, an e-mail address, or a certain file forces you to drop your focus. Keeping both your living and working spaces organized is crucial.
3. Ruthlessly eliminate distractions while you work.
Eliminating all distractions for a set time while you work is one of the most effective ways to get things done. So lock your door, put up a sign, turn off your phone, close your e-mail application, and disconnect your Internet connection. You can’t remain in hiding forever, but you can be twice as productive while you are. Do whatever it takes to create a quiet, distraction-free environment where you can focus on your work.
4. Set and pursue S.M.A.R.T. goals.
These goals must be Specific, Measurable, Attainable, Relevant, and Timely.
5. Break down goals into realistic, high-impact tasks.
Take your primary goal and divide it into smaller and smaller chunks until you have a list of realistic tasks, each of which can be accomplished in a few hours or less. Then work on the next unfinished, available task that will have the greatest impact at the current time. And each of these smaller goals is supported by even more granular sub goals and daily tasks. It is these small daily tasks that, over time, drive larger achievement.
6. Work -when your mind is fresh, and put first things first.
Highly productive people recognize that not all hours are created equal, and they strategically account for this when planning their day. For most of us, our minds operate at peak performance in the morning hours when we’re well rested. So obviously it would be foolish to use this time for a trivial task like reading e-mails. These peak performance hours should be 100 percent dedicated to working on the tasks that bring you closer to your goals.
7. Focus on being productive, not being busy.
Don’t just get things done—get the right things done. Results are always more important than the time it takes to achieve them. Stop and ask yourself if what you’re working on is worth the effort. Is it bringing you in the same direction as your goals? Don’t get caught up in odd jobs, even those that seem urgent, unless they are also important.
8. Commit your undivided attention to one thing at a time.
Stop multitasking, and start getting the important things done properly. Single- tasking helps you focus more intently on one task so you can finish it properly, rather than having many tasks started and nothing finished. Quickly switching from task to task makes the mind less efficient.
9. Work in ninety-minute intervals.
In his New York Times bestseller The Way We’re Working Isn't Working, Tony Schwartz makes the case for working no more than ninety consecutive minutes before a short break. Do it for the sake of your mind, body, and productivity.
10. Reply to e-mails, voicemails, and texts at a set time.
These ties into the ideas of single-tasking and distraction avoidance. Set specific time slots two or three times a day to deal with incoming communication, and set a reasonable maximum duration for each time slot. Unless an emergency arises, be militant about sticking to this practice.
11. Invest a little time to save a lot of time.
Think about the tasks you perform over and over throughout a workweek. Is there a more efficient way? Is there a shortcut you can learn? Is there a way to automate or delegate them? Perhaps you can complete a particular task in twenty minutes, and it would take two hours to put in place a more efficient method. Bottom line: The more you automate and delegate, the more you can get done with the same level of effort.
12. Narrow the number of ventures you're involved in.
In other words, say no when you should. Working simultaneously on too many fronts at once causes all activities to slow down, stand still, and sometimes even slide backward. Focus on what matters most, and say no more.