🏷️ Categories: Time management, Software, Attention, Habits.
I have spent years reading about the relationship between productivity and psychology.
Not because I wanted to do more and more like a machine, but rather the other way around. I was fascinated by the idea of doing the same thing in half the time and energy. I tried everything because I am curious: famous methods, ancient ones, strategies and techniques that I read through dozens of books, advice that acquaintances gave me and much more.
After so much experimentation, I got to where I am today.
I easily do in one day what used to take me a week.
And I am not exaggerating. Thanks to this, I gain time for other hobbies and get more rest. If you sometimes get overwhelmed by your tasks or exhausted by your work pace, read on. I'll tell you my routine to stay productive and motivated.
This routine includes many concepts, but don't worry, I'll leave you the links to everything so you can go as deep as you need to go into each point.
Let's get started!
1. Digital calendar
It doesn't matter which one you use, the point is to have one to schedule dates and times for meetings, appointments, visits, tasks... This information is useful for 3 things.
Distribute time efficiently and not get overwhelmed.
Plan long-term projects and stay aligned.
2. Ivy Lee Method
Every night, I check if there is anything for tomorrow on the calendar and write my Ivy Lee. I've used all kinds of task management systems, but this has been the most effective method hands down. It's minimalist and works 100% for me, second to none.
Here's how to use it:
I check the calendar to see if there are any tasks for tomorrow (events, meetings...).
I write down the 6 most important tasks for tomorrow.
I order the tasks by priority and start the next day with the first one.
I avoid changing tasks until I finish the one I am doing.
The tasks that remain undone, I move them to tomorrow's list or delete them.
Why does it work?
Relieves working memory: Working memory is used to keep data in mind as tasks. Without to-do lists, you have to strain to remember each one. By using a list, you reduce stress and leave mental space to focus.
Reduces decision fatigue: You planned everything the night before, so you won't waste time in the morning. You will have everything ready and start immediately.
Minimizes attentional cost: Multitasking is a myth, it is best to do 1 thing at a time. And the worst thing, every time you get distracted, it takes 15 to 20 minutes to regain concentration, that is the attentional cost. This method avoids it because it trains you to do things one at a time.
From this method, everything else in my routine arises. You will see why.
3. Group tasks together
You may be thinking, “I do more than 6 tasks a day”. Me too, but here's a trick.
It's not 6 tasks as such, sometimes I group tasks to avoid the attentional cost. That is, instead of being writing a report, stopping to answer an email and then continue writing, I follow the Ivy Lee order. For example, look at these 3 tasks.
Writing (I write as much as I can without interruptions).
Social (Answer all emails, make phone calls and meetings)
Errands (I go out to do grocery shopping and as many errands as I can for that week).
I do all tasks of the same type at the same time to be tremendously efficient.
4. Flow state
The flow state is that moment when you are completely immersed in what you are doing, so much so that you forget what time it is. I'm sure you've felt it at some point, right? This is your peak productivity and you should stay as much as you can in flow. The point is that you have to rest, it's not a permanent thing.
To achieve that balance of being 100% and resting, I use the Pomodoro technique.
That's how I like to do it:
I set a clear goal and work 50 minutes focused on that one thing.
Then, I take 10 minutes of rest (walk, water my plants, look at the landscape...).
Every 4 or 5 cycles, I give myself a long break of 15 to 30 minutes.
This reduces mental fatigue and keeps me at peak performance at all times.
5. The 3 laws of productivity
Parkinson's Law says that the task is extended until all the time available to do it is spent.
Pareto's Law says that 80% of the result comes from 20% of the efforts.
Yerkes-Dodson's Law says that peak performance happens when with a moderate level of mental activation, i.e. challenging but surmountable tasks.
This is how I apply the 3 laws:
Pareto: When doing my Ivy Lee, I ask myself which are those tasks that give 80% of the result and put them as the top priority for the next day.
Parkinson and Yerkes-Dodson: In each 50-minute cycle, I try to finish 1 Ivy Lee task, which is challenging because of the tight deadline, that motivates me to outdo myself and work nimbly. If I gave myself the whole morning to do 1 task, I would spend the whole morning and not even do that task.
6. Minimum Viable
Perfectionism kills productivity.
Many people become obsessed with details and spend hours tinkering with details that, by Pareto's Law, involve a great deal of effort and produce almost no results. This has a mathematical explanation: diminishing returns.
When you make something, ask yourself this question: Is it good enough to serve its purpose? If it doesn't need to be perfect, don't try. Going from a 9/10 to a 10/10 result may take you as long as going from 0/10 to 9/10.
Finish and move on to the tasks that yield 80% results.
Not 20%.
7. Have a routine
Whatever you do on a daily basis is effortless, which is why habits are so powerful.
Identify the hours when you can be in a flow state without distractions and dedicate them to the most important tasks of your Ivy Lee. Those are the hours of greatest value, when you have the least things to do and the most to focus on.
In my case, my #1 Ivy Lee priority is writing, and I follow Hemingway's routine. I get up at 6:30 and write until 8:30. I only stop to rest.
I start the day with 2 50-minute pomodorous cycles in flow state.
8. Eliminate “muda”
There is a Japanese concept of productivity called “muda”. It means waste, anything that hinders your productivity. For example:
Repetitive and inefficient tasks that could be automated.
Wasting time searching for files or sorting them.
More work does not mean more progress. Whenever I do something frequently, I ask myself, “Can it be done better?” The answer is always “yes.” I always find better ways to do what I already do. There are thousands of examples, here I'll tell you a few:
My zettelkasten's file search system is super efficient. I have over 5000 files and it takes me 2 to 3 seconds to find whatever it is. With that amount, anyone would need 5, 10 or 15 minutes. If you're a creative person or an information manager, a zettelkasten like that is key.
My email automatically sorts emails by subject according to their importance, so that I can go read the ones that interest me most first. Here I explain how I automate my email.
I make a template for everything I do often. That saves me a lot of time. Think about presentations, reports, emails and everything you do.
Meeting with an agenda: I used to do one-hour meetings, now I do 30-minute meetings with a clear agenda and no detours. We go point by point and that's it.
I have no notifications on my phone or computer. I dedicate 1 Ivy Lee task to them for a certain time of the day.
There are thousands of examples like these.
What used to take me 1 week, now I do in 1 day.
Productivity is not about becoming a machine that works non-stop, it's about getting more done in less time and enjoying twice the free time you gain.
✍️ Your turn: What other techniques do you use to be more productive?
💭 Quote of the day: “You don't actually do a project; you can only do action steps related to it.” — David Allen, Getting Things Done
See you soon, hugs! 👋
Brilliantly composed and collated for everyday use
These hacks aren’t just time-savers, they are life-savers.
More power to you.