Osman’s Top Five Productivity Tips

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I never seem to have enough time. To combat this problem, I’ve developed five productivity tips that help me to accomplish more each day. I hope they will help you too.

1. Start your day by completing one important task.

   Perhaps this sounds familiar: You get to your desk, log on to your computer, and check your email. An email has a link to an interesting article, so you read the article. It links to a video. You watch the video and a couple more, and before you know it, two hours has gone by, and you haven’t done anything useful, leading to frustration and a feeling that you have to work twice as hard to make up for the lost time.

   Here is the solution: as soon as you get to your work place, identify one project that you need to work on. Make significant progress on that project before doing anything else. It’s up to you to define “significant progress.” It could mean completing a specific task, such as finishing your end-of-the-month invoicing, or it could mean working on a task for a specific amount of time, such as one hour. By doing this, you start your day on a positive note. The feeling will stay with you the rest of the day, motivating you to accomplish even more.

2. When you’re overwhelmed, commit to work on a project for just 20 minutes.

   Do you have a list of projects that all need to get done, but you don’t know where to start? Ask yourself, “Can I dedicate the next 20 minutes to one project?” The answer is almost always “Yes!” Pick any project–roll dice if you have to–and get started. I choose 20 minutes because it is short enough to be manageable. If I try to carve out a chunk of time longer than 20 minutes, I will find excuses why I can’t do it (I need to eat lunch, I need to make that phone call, I need to …). In a shorter time, I can’t get enough done to make starting a project worthwhile. You can choose any amount of time that is appropriate for your schedule. The important thing is that you work on the project for the committed time. You may find that after starting a project, you keep working on it past the committed time. If, however, time is up and you want to move on to another project, you are free to do so. It’s important to keep commitments to yourself as well as to others!

3. Keep all of your task lists in one place.

   In a busy work place, it’s important to have a single source where you keep your task lists. Multiple sources increase the chance that items will get lost or will be hard to find. Imagine that you need to look up words in a dictionary, but the letters A-J are in a book in your office, N-Z are in another book on your coffee table, and K,L, and M are on a piece of paper somewhere else. You would waste a lot of time each time you needed to look up a word. When your lists are in a single place, you can find them quickly, and you can see with one glance all of the tasks you need to complete, saving you time and frustration.

   This tip takes effort to implement and commitment to maintain. First, first need to identify a recording system. Your single source could be a notebook that you always carry with you. However, notebooks can get lost. I prefer to keep all of my lists on my phone: I always have it with me, and it gets backed up automatically.

   Second, you must commit to using your recording system for all of your tasks. If you use it for some tasks but not others, you are back to the original problem of having to remember where you stored the information. If you absolutely must record items in a different location, such as on a piece of paper in a meeting where you can’t use your phone, be sure to transfer the data to your primary source as soon as possible.

4. Differentiate between tasks with a firm due date and tasks that are important.

   Do you put on your calendar a list of tasks that “have to be done today,” and then at the end of the day when some tasks didn’t get done, you roll the tasks over to the next day, and then you roll them over to the next day, and soon you are wondering why you bother to make a list because it seems like nothing ever gets done? You might be confusing tasks that are important with tasks that have a firm due date. For example, tasks with a firm due date are “pack suitcase for trip tomorrow” and “meet Bill at 10 am.” These tasks have specific dates associated with them, so they belong on a calendar. An important task might be “change oil in car.” Such a task belongs on a separate list. You might try to get it done today, but if you don’t, you can do it tomorrow.

   Separating important tasks from date-specific tasks has two benefits:

   • You don’t have to keep copying your tasks from one day to the next if you don’t complete them.
   • Your date-specific tasks that you absolutely must complete today are kept separate; they won’t get lost in a potentially long list of other tasks that don’t need to get done today.

5. Learn to estimate how long a task will take.

   A critical skill to maximizing productivity is accurately estimating how long a task will take to complete. I used to be awful at estimating. I would make a long list of tasks and think I could finish them in a week. As the end of the week approached, I felt pressure as it became clear that I was falling behind and would not finish everything in time. I learned that estimating is a skill that can learned. The best way to learn it is to do it, and the more you do it, the better you get. Try estimating how long every task will take, measure how long it actually takes, record your inaccuracies, and make adjustments the next time. When you start you might find that you’re off by 5X: a one day task might take five days to complete. With practice, you will get better. A good target is to shoot for is an accuracy of +/- 20% in your task estimations.

   Even if you chronically underestimate the length of your tasks, creating estimates can help get a better feel for the relative length of the tasks. This can help you to identify tasks that could potentially slip the schedule. For example, on a six-month project, if you estimate that most of your tasks each take about a week, but one single task takes a month, you might want to start on the longer task first, if possible. It is better to know at the beginning of a project that the one month task will actually take two months, for example, rather than waiting until month five to find out.

 

One important task that I didn’t cover in this post is how to prioritize your tasks. I will save that topic for another post.

I hope you find these tips useful. If you have any feedback or experiences to share, please add to the comments below.