As work has changed over the last few decades, productivity or time management strategies have also gone through transformations.
Steven Covey has documented a few in his book Seven Habits of Highly Effective People. These include writing to-do lists, setting priorities, using a colander. Other books such as Getting Things Done by Robert Allen and Four Hour Work Week by Tim Ferris have a productivity strategy.
I have spent more time developing and setting up systems or using apps that I have in using them and getting work done. Ha-ha. Isn’t that interesting, a productivity system that keep you from being productive!
The Productivity System
This year, I had my coach help me set up a system that fit my needs. He has done a lot of research and designed a system that is based on scientific studies on productivity.
I have been shocked by how much ground I have covered since implementing the system.
The system involves five components:
1 – Defined Goal with stated evidence of what it looks like for the goal to be complete. Feel free to explore what the driver is behind the goal and what your life would look like when it is achieved. Try only to have 1 or 2 goals, so you have to decide what you want!
2 – Project Plan with daily activates of what needs to be done every day. We call these Growth Activities, as they are the things that need to be done to grow to the next level. You might have 2 projects going that supports your goal. Be sure to break down each task into smaller pieces so that it is not daunting and you can do a task a day.
3 – Do-When List look at your schedule for the next day and assign when you will do the task. For me, this is usually the first thing when I get into the office. That way it doesn’t matter what time I get into the office. This might not be your time, but you need to set a hook for when you will do something.
4 – Plan For Distractions. Let’s face it; even the best-laid plans are capable of being derailed, especially in the distraction age we are living in! Typically, there are only 4-5 distractions that would keep coming up. Email, phone calls, internet, social media, kids, …So plan ahead and write a simple IF THEN program. Some potent habits or distractions may require more forceful measures. Be sure to go to whatever lengths are necessary not to let bad habits or distractions keep you from achieving your goals.
5 – Streak Report. This element surprised me the most, but now I see how powerful it is to keep your motivation high. Keep track every day whether you completed, missed or excused your growth activity. Find a way to have a visual representation of your streak. This idea is from Jerry Seinfeld, “Don’t break the chain.”
Yes, none of this is all that new or revolutionary. But when you implement each component, that’s when the magic happens, and you start making steady progress on achieving what matters most to you.