Mastering Productivity: The Key to Accomplishing More
Five guiding principles to transform your productivity and expedite your progress
Productivity is an important aspect of both personal and professional life. It refers to the ability to get things done efficiently and effectively and is often measured by the amount of work completed in a given amount of time.
In the workplace, productivity is crucial for the success of a business or organization. When employees are productive, they are able to get more done in a shorter amount of time, which can help the company save money and increase profits. Additionally, productivity can lead to career advancement and opportunities for growth within the company.
On a personal level, productivity can also have benefits. Being productive can lead to a sense of accomplishment and fulfillment, as individuals are able to see the tangible results of their hard work. It can also help reduce stress and improve time management skills.
In today’s fast-paced world, productivity is more important than ever. With so many competing demands on our time and attention, being able to get things done efficiently and effectively can make all the difference. As such, it’s important for individuals and organizations alike to focus on increasing productivity and maximizing their output.
Becoming a productivity master requires a combination of planning, focus, and self-discipline. In this article we are going to talk about a few steps you can take to improve your productivity:
Rule no.1: Find the ‘Why’ & 'How' behind your tasks
Most of you probably read or at least heard about the book Start with Why by Simon Sinek. If you already read it, then this would be clear to you. If you still didn't read it, I would highly suggest reading it.
Starting with “Why” is a vital principle highlighted in Simon Sinek’s book. It emphasizes the importance of understanding our motivations and purposes behind our actions, whether it’s in business, personal goals, or everyday tasks.
In the book, Sinek introduces the concept of the “Golden Circle,” comprising “Why,” “How,” and “What.” The theory is that all inspirational leaders and organizations, regardless of size or sector, think, act, and communicate in the same way — from the inside out. They begin by addressing “Why” they do what they do, before explaining “How” they do it and then “What” they do. Sinek argues that this approach resonates more with people, as it taps into the part of the brain that influences behavior.
According to Sinek, starting with “Why” enables us to connect more deeply with our work and derive greater satisfaction from it. This understanding fuels passion, inspires others, and leads to greater success in whatever we undertake. For example, in a business context, if a company’s “Why” aligns with consumers’ beliefs, they are more likely to buy from or support that company.
Applying this to productivity, understanding the “Why” behind each task we undertake gives it a purpose. It provides the motivation needed to complete it efficiently and effectively. On the other hand, understanding the “How” ensures that we are not just blindly following procedures but are actively engaged in finding the most effective way to accomplish our tasks.
Thus, “Starting with Why” is more than just understanding the reason behind an action. It’s about understanding our intrinsic motivations, being able to articulate them, and acting in ways that are consistent with those beliefs. It’s about creating a world that won’t be without us — a legacy of contribution and purpose.
The next question is `How should I do it?`
Think and analyze possible implementations, how can you do it, and which is the best way to do it. In this way, you save much time going back and forth by getting blocked by something that you could avoid if you would analyze and prepared in advance.
The “How” provides a path to manifest your “Why.” It connects your intentions (the “Why”) with your actions (the “What”), fostering a sense of authenticity and alignment in what you do. The “How” ensures your actions are congruent with your beliefs, reinforcing your “Why” and creating a strong basis for sustained motivation and success.
If I had four hours to chop down a tree, I’d spend the first two hours sharpening the axe — Abraham Lincoln
Rule no.2: Take breaks when you need
During my studies in college, I was using the Pomodoro technique. Basically, you create sets of breaks and focus time. Usually, Pomodoro is 25 min focus, 5 min break. You can stretch focus time up to 45 min, and break it up into 15min. After 3 or 4 sets of focus, you take a longer break.
This was working well, but not perfect. Just imagine, you start working on a really important task, and your focus is on the highest, suddenly alarm rings for the break in the middle of your highest point of focus. We are not robots, and our brain doesn't behave every time same. So, I decided to stop using the Pomodoro technique that strictly.
When you go into the flow of high productivity, don’t stop until you feel that you need breathing space. When you feel that you need a break, stop working and rest. After you get refreshed and feel ready, jump back to work.
I would not suggest sitting for hours and don't move at all, Dr. Marcus says, “There’s no exact rule for how often to get up, but anywhere from every half hour to every two hours is a good bet.”
What should you do during the break:
- Deep breathe, and push some blood and oxygen to the brain.
- Entertain yourself, so your brain doesn’t get bored.
- Or just disconnect from the world, find a nice quiet place, and literally do nothing.
Rule no.3: Don't stick to one thing
When faced with a large and daunting task, it can be tempting to procrastinate or avoid it altogether. This is especially true if the task seems overwhelming or if we lack the confidence or motivation to tackle it. However, avoiding or procrastinating on a big task can have negative consequences, such as increased stress and decreased productivity.
One effective way to overcome this challenge is to break the big task into smaller, manageable chunks. This not only makes the task more manageable but can also help boost your confidence and motivation. Additionally, completing smaller tasks can give you a sense of accomplishment and progress, which can help keep you motivated and on track.
Once you finish that small task, you’ll motivate yourself for bigger ones. Also, I highly suggest starting your day or week with smaller and easier tasks, so in this way you give a push to finish bigger tasks with less effort.
But what should you do if you’re stuck on a big task and can’t seem to make any progress? One effective strategy is to take a break and switch to another, a smaller task that you know you can easily finish. This can help clear your mind, reduce stress, and give you a sense of accomplishment.
Rule no.4: Clean your working space
Usually, how well you work is influenced by your workspace. It’s challenging to be productive in a small, unattractive, and uncomfortable desk. However, not every decision is always under your control.
Focusing is made more difficult in a poorly designed workspace, and if you find it difficult to concentrate, you might experience increased anxiety at work. Your workspace should be a place where you can focus on your work without being distracted by your anxiety or discomfort. Even if the room is small, the design is still vital.
Additionally, if you don’t have the proper furniture, you could face pain or discomfort physically. You must therefore make sure that your workspace is comfortable for you.
Poorly designed furniture can lead to headaches and eye strain, among other health issues. Over 40% of participants in one study who worked remotely without the right ergonomic office furniture reported experiencing moderate to severe discomfort.
If you still cannot invest in an ergonomic setup, the least you could do is change your working position from time to time.
Moreover, studies show that cluttered and untidy environments are distracting. Since distraction in the workplace can cost your business valuable man-hours, it’s definitely something you want to cut down on. Keeping your working space tidy and organized is a good way to cut down on distractions.
Rule no.5: Track your progress and reward yourself.
Tracking your progress and rewarding yourself for your accomplishments are important aspects of staying motivated and achieving your goals. Here are a few reasons why these practices are important:
- Tracking your progress allows you to see how far you’ve come. By regularly reviewing your progress, you can see the progress you’ve made and the progress you still need to make. This can help you stay motivated and focused on your goals.
- Tracking your progress helps you identify areas for improvement. By reviewing your progress, you can identify areas where you might be struggling and need to improve. This can help you adjust your approach and make changes to help you be more productive and successful.
- Rewarding yourself for your achievements can help boost your motivation. When you accomplish something, it’s important to celebrate your success. This can help you feel a sense of accomplishment and motivate you to keep working towards your goals.
By regularly reviewing your progress and celebrating your successes, you can stay focused and motivated, and ultimately be more productive and successful.
In conclusion, being a productivity master is an important skill to have in both personal and professional life. Being productive allows you to get more done in less time, which can help you achieve your goals more efficiently and effectively. It can also benefit your career and lead to opportunities for advancement. By focusing on goals, the importance of tasks, taking breaks, and self-discipline, you can improve your productivity and become a master of getting things done.
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Let’s journey together towards greater productivity and efficiency.
