Ever started the day with 5 tasks, finished all 5, and still end the day with 15?
The saddest part is the scenario above is probably a good day. On a bad day you might start with 5 tasks, finish half of 1, and end the day with a whopping 20!
What if I told you this didn't have to be the case? And more importantly, there are 3 easy tips you can implement TODAY to get you out of this unproductive cycle.
Tip 1: Know the difference between goals and tasks
Let's start by talking about those tasks that just don't get done. Have you ever stopped and considered why?
Whilst there may be many of reasons, a really big one is that a lot of people write goals on their to do lists, not tasks. And there's a BIG difference between the two.
Goals are progress oriented, not event oriented, and therefore tend to have a large impact over time.
Tasks on the other hand are the events that help you achieve your goals. If the definition doesn't help, here's a handy checklist for you:
So have a look at everything on your to do list right now, and change anything that is a goal to a task.
Tip 2: Prioritise - trust me, not everything on your list is important
I’ll be honest, I’m known for being efficient with my time, and I think a lot of that is down to my adaptation of the Eisenhower Matrix.
The Eisenhower Matrix is a great tool for productivity, and helps you really figure out what needs to stay on your to do list and what needs to get to stepping.
When I make my weekly to-do list on a Sunday, I identify 2-3 tasks for each quadrant. This gives me room for flexibility during the week when those unexpected urgent tasks come in. Then, instead of delegating or deleting the tasks in the bottom quadrants, I use those as “procrastination tasks” for the week. That way, I’m procrastinating with tasks that add value to my end goal.
I find that I accomplish more, and I’m also not under constant pressure to achieve endless high priority tasks. This reduces a lot of stress for me.
Eisenhower’s Urgent/Important principle is great, as it helps you think about how to prioritise. But, I find a balance between each quadrant, instead of working solely in the top quadrants, is better for reducing stress. And, you’re far more productive when you’re not stressed anyway.
Tip 3: Timebox like your life depends on it
A lot of people aren't productive because they don't actually know how to use to do lists properly. Don't worry, I was that person once upon a time. Then I learned about timeboxing.
Imagine scenario 1: You are back in school writing an exam, what happens at the end? The invigilator says "pen down", and that exam is over, whether you have finished or not.
What about scenario 2: You are given your first deadline by your supervisor at work, you've got all the energy of a newbie, and you not only finish it on time but you finish it before the deadline.
Then we've got scenario 3: You've got to complete seemingly simple tasks on your to do list; redline a document for your supervisor, respond to your relevant colleagues with project updates, and compile a summary of your research for the client. Estimated time to complete? 3 hours. Add in procrastination time, and suddenly that's a full days work.
So why were we more productive in scenarios 1 & 2, but not scenario 3? Well there are many potential reason, but a big one that a lot of people don't factor in is how important it is to timebox.
Timeboxing is simply the process of allocating fixed time period to a planned activity. Kind of like how we always manage to find the perfect 20 - 30 minute Netflix show for our lunchbreaks. Now, try applying that same timeboxing principle to the tasks on your to do list, and let me know the difference.
If these tips don't float your boat, try the ones I've posted on Instagram (@successwstephuk) or LinkedIn (Success With Steph) instead. :)