I’ll frequently ask someone how their day went. If I had a dollar for every time that they answered “busy,” I’d have a whole lot of dollars. For many people, having a “busy” day is the measure of a good day. Some even consider a busy day to be a successful day.
But I’ve seen many very busy people who are busy getting nothing of substance done. They are merely busy being busy. Sometimes, they are even busy doing things that shouldn’t be done at all. In essence, they are counterproductive.
To make progress toward a goal, or simply get something done, you must understand the difference between being busy and actually being productive. If, at the end of the day, you can’t point to something concrete that you accomplished, then you likely didn’t have a very productive day. Even if you’re exhausted at the end of that day.
The key to being productive is not simply getting more done. It’s getting more of the things that matter done. More of the things that will make a difference, for you or for someone else. That’s going to require a combination of effective time management, prioritization, and personal productivity strategies. Here’s what you need to do to make it happen.
1. Set Clear Goals
• SMART Goals: Make sure your goals are Specific, Measurable, Achievable, Relevant, and Time-bound.
• Daily Planning: Start each day by outlining your key tasks and objectives.
2. Prioritize Tasks
• Eisenhower Matrix: Categorize tasks into four quadrants based on urgency and importance.
• ABC Method: Label tasks as A (most important), B (important but not urgent), and C (neither urgent nor important).
3. Use Time Management Techniques
• Pomodoro Technique: Work in focused intervals (usually 25 minutes) followed by short breaks.
• Time Blocking: Allocate specific blocks of time to different tasks or activities.
4. Minimize Distractions
• Turn Off Notifications: Silence your phone and computer notifications while working.
• Create a Productive Workspace: Ensure your workspace is organized and free from distractions.
5. Leverage Technology
• Productivity Apps: Use tools like Trello, Asana, or Todoist to keep track of tasks and deadlines.
• Automation: Automate repetitive tasks where possible, using tools like Zapier or IFTTT.
6. Delegate and Outsource
• Identify Tasks to Delegate: Delegate tasks that others can do, allowing you to focus on higher-priority items.
• Outsource When Necessary: Consider hiring freelancers or using services for tasks outside your expertise.
7. Continuous Improvement
• Reflect and Adjust: Regularly review your productivity strategies and make adjustments as needed.
• Learn New Skills: Continuously seek to improve your skills and knowledge.
8. Stay Motivated
• Reward Yourself: Set up a reward system for completing tasks.
• Stay Positive: Maintain a positive mindset and keep motivated through challenging tasks.
9. Effective Communication
• Clear Communication: Ensure clear and effective communication with your team to avoid misunderstandings and delays.
• Regular Updates: Keep stakeholders updated on your progress to maintain alignment and accountability.
Years ago I was the General Sales Manager for a Soft Drink Company. Our delivery drivers went on strike and I found myself on a delivery truck working harder than I ever had before. The thing is, my day job didn’t stop. So at the end of my delivery day I would head into my office to get as much done as I could. The next day started at 4:00am and by sleeping in my office I could save myself an hour of commuting each day. But it was a losing battle and by the end of the first month I had piles of paperwork everywhere.
One night I went into the warehouse and grabbed one of those big dumpsters on wheels. I pushed it into my office and threw everything on my desk straight into that dumpster. It was a very freeing experience. I had no idea what the heck I was throwing away but at that point I didn’t really care.
Here’s the most interesting part. I barely heard a word from anyone asking about what happened to this paperwork or what happened to that document. It was then that I learned a lesson that has stayed with me to this day.
The lesson is this: Never underestimate the absolute unimportance of almost everything you do.
Most, not some, most of the things I stressed over and worked all hours to complete were not having any impact at all. They just didn’t matter. There’s a lesson in that for many of us.
By using the ideas I’ve listed above, you’ll understand your priorities and why they are priorities. Once you accomplish that, you’ll be well on your way to getting more done. More importantly, the things you get done will have a positive impact on your life and the lives of those around you.
Consider buying my next Diet Coke(s)
Yes, I know it’s not the healthiest stuff to drink, but I kind of sort of live on the stuff… and the stuff is getting as expensive as gold. 😋
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It’s a great reminder to periodically re-evaluate the necessity of some of our work (e.g. paperwork). I’ve been at my job a long time, and have seen a number of Town Revenue Collectors come and go. They would do this collections report on our ambulance revenues, and it was both quite extensive and quite useless to me. I’d receive the report in a group email (which included the Finance Department, Town Manager, etc). I would think to myself, “Huh. I wonder who is using this data?” At some point, some of the data sourcing changed, and the Revenue Collector kept sending out these group emails protesting the change, saying she wouldn’t be able to do the report, which she described as very time consuming. Nobody cared. Nobody was using the data or even reading the report apparently. The report was likely important at one time, many Revenue Collectors ago, and the work was just carried forward. She was pretty upset to discover she was doing work that didn’t need to be done.
On the other hand, sometimes we stop doing some paperwork to see who notices–and it takes some time to catch up. In this case, the data is needed at some point and it isn’t noticed for while that it’s not being done. It’s a better practice to track the paperwork recipients and ask them to tell you how it is being used, and to rate the importance of it.
That’s a great example. I once asked one of my marketing guys why he was collecting a bunch of data on the internet browsing patterns of his customers. His answer was “because I can.” No real use for the info and really no idea if there ever could be a practical use for the data. But he felt good about it until one day, after sharing his incredibly important information with the executive team, the CEO says “so what?” He had no answer because there was no “so what.” It’s a pretty good question to ask ourselves while we are basking in a job well done. “So what” difference does the job well done make? And if it makes no difference should I keep doing it. The answer may be disappointing so many people won’t ask the question. On another note, thank you for your continuing support of my blog, I do appreciate it.