6. Time Use and Efficiency - Article 3: Tips to Use Time
I have always struggled with getting ‘things’ done - until I started implementing systems and tricking myself into being productive. Some of these will seem obvious, but require discipline to put into practice. Others will seem stupid but have been found to be really effective by myself and many others I have worked with.
In the end, you may not use all of these suggestions. Just find what works best for you at different points. There’s no rhyme or reason to the order of these so buckle in and take a look.
Just Do a Little Bit
One of the biggest barriers to taking action is perfectionism or wanting to finish the job. We refuse to start something because either we want to complete the job in one go or we don’t feel like the conditions are optimal to get it completed just right. So we do NOTHING!
I say do something. Even just a little. Now, obviously, I’m not suggesting redoing your roof and leaving it with a giant hole in because you didn’t have time. But most jobs either:
A. don’t take as long as we think they’re going to complete, or,
B. can be achieved in small chunks
Just do a little bit and see how far you come!
The Myth of Multi-Tasking
Multi-tasking doesn’t exist. It is just that some people are more efficient at stopping one thing and starting another again and again.
However, even these mythical beasts still complete the processes with 40% less efficiency than those who focus on one task and then another.
Change It Up
Now, I know what you’re about to think - ‘Josh, you’re a fucking hypocrite!’ but roll with me for a minute.
If you read Article 2 in this series, you’ll know about us having a fixed period of 90 minutes to work on one thing and me loving the Pomodoro Technique, where you work for 25 minutes and rest for 5 repeatedly - Article 2 .
What I have found to be even more effective for me, to avoid burnout, mental fatigue and, frankly, boredom is pairing up differing tasks to switch between. So I might do 25 minutes of writing for instance, then I’ll have my 5 minutes break and I might do some check-ins with clients.
Now I’m not saying this is always the most efficient method - sometimes it is easier to have your headspace focussed on one project. However, if you just aren’t feeling whatever it is you’re working on but feel like you need to make some progress on it, change it up.
It’s the Final Countdown!
Do da doooo du, do da doo du du du… This one is probably for all my fellow childishly competitive people. Decide on a job and set a timer and work against it. This can be jobs you know can be done in that time, or just jobs you hate.
I will often race myself to get through my emails or hoover my apartment before my timer goes off.
Likewise, if there is a job I loathe, like checking through my own podcast, I will give myself short bursts of it. “Listen to your podcast for half an hour and then you can go for walk.” This just makes it way more palatable. And again, doing a bit is better than doing none!
No Choice in the Matter
If you ever have the joy of going out for dinner with me, you will know that you can have waaayyyy too much choice. Often, when faced with too many options, we find it impossible to make a decision in the moment. Anyone with children probably gives their children either two choices (which are both what you want) or no choice.
When it comes to deciding on what to do, you need to treat yourself as a five year old. If you read Article 1, you may choose to use the urgent quadrant 1 tasks as your options. When it comes to work choices, I find at the end of the day, it can be really helpful deciding on two or three things you will complete first the next day. Obviously, there may be something urgent come up that has to be done. But in general, knowing what you are going to do when you are most productive (for the majority of people, this will be some point in the morning) can allow for you to use your time most effectively.
Time and Place
You will have times in the day when you are at your most creative, or most analytical. Other times of the day you will be good for little else than grinding through processes.
The issue is, the research on what is best for people is all over the place! Take creativity for instance. One piece of research adamantly claims that people are most creative in the evenings (not super helpful for those working 9-5). Another piece adamantly claims that people are most creative in the morning. Whereas another piece of research says people are most analytical in the mornings, not creative.
Then we have to factor in what creative looks like to one person or in one career or another. Something as subjective as creativity throughout different periods of the day for 8 BILLION DIFFERENT PEOPLE is frankly a shit show.
My advice to you, is be mindful of different jobs and duties (professionally and personally) you have and the mindset you feel you require for these. Then, where possible, try doing them at different times and take note of what works best for you!
Personally, I can get big, technical jobs done at the start of the day (as long as the builders aren’t drilling into my wall then!), whereas I often have creative ideas whilst on a walk, so try to plan some time to do a bit of creative work straight after a walk.
Wrapping Things Up
The truth in the matter is that we all have different things that make us tick or different limitations. My biggest piece of advice is trying being mindful about your productivity from time to time and evaluate what is and is not working for you. Then act accordingly.
When you start using your time more effectively, you will feel the burden of stress lift (at least a little from you) which then makes all other areas of your life move along with a little less friction!.