Productivity Tips

I've spent a fair amount of time trying to overcome procrastination. By this point, I've developed a few tools and tricks that help me. I hope you will find them useful. I don't always practice each tip, or use each tool, but I keep them all on the shelf. I've found that I quickly can develop an 'immune response' to some of these, so it pays to be able to rotate your strategies for maintaining a high level of productivity.

This article is Mac-centric in terms of software, because that is what I use. Where an application is mentioned, you can usually find a Windows alternative.

So without further ado:

Be Busy

This sounds rather dumb, but there is something to it. It has been said that if you want something done, give it to a busy person.

Since this is the person you want to become, start affecting that trait. This means that if you can't get started on a big project, go and do the dishes. Then do a load of laundry. In between being just generally busy, hop on your computer and do some 'sniper action' on your project.

iCal events

Try using your calendar app retroactively as well as for scheduling. Did you just spend an hour reading email? Put it on your calendar. Spend the whole day building an addition on your house? Fill in the calendar. Try creating different, color-coded calendars for different type of work you do.

I usually start using this technique when my productivity starts to drop, so I can look back over the last week and see where my time went.

You can get an application called slife that can do this for, but I find that it is not flexible enough for my needs. If you use it though, don't spend all day tweaking it. The goal here is keep it simple and sweet. It will evolve with you.

Do one thing

We all have days where absolutely nothing gets done. You just never get going on that project or assignment.  Soon it so late that you decide to just start fresh the next day. The danger is that the next day may fall into the next day and so on. So try this: forget the mountain of work you have. Just do ONE THING. I mean ANYONE can do ONE THING, right? Just read and answer thoroughly one email. Just do one photo for your portfolio. Just write ONE SENTENCE for your blog.

You're setting the bar as low as possible to ensure you can clear it. This has several effects:

• it gives you that little bit of confidence that SOMETHING got done that day.
• it often spirals into more work, and you're productivity skyrockets.
• it's useful for breaking those productivity icebergs one cube at a time

Evernote

Evernote is great todo list and note taking app. Get and use it. They have an iPhone version  as well. I use it for what I call 'GTD-lite'. Don't spend your whole day tweaking it, just start off with a simple todo list and let it naturally evolve over time. You will find what works for you.

Park on the downward slope

This is similar to Do One Thing, but is useful when you are already moderately productive. Before you go to bed, prep your work for the next day. Need to write an important email? Open the mail, address it and write the greeting. Leave it open so it's the first thing you see in the morning. Either you will decide to just do it right then and there or you will do it in the morning, but there will be less pressure during the start of your workday.

Kill your favorite blog

Give up Slashdot or DailyKos or Digg for one day. You don't have to swear off it. Just one day. Same goes for a favorite TV show.

Schedule appointments for everything

Try scheduling one day thoroughly, listing even mundane tasks that need to be done.  planning and then achieving small goals will have a confidence boosting effect.  This is not a long term solution but can help in small doses.

MindMap it

Get yourself some good mind mapping software. I like mindnode. If you want an online version, try mindmeister.  I've been working on a project related to mind mapping for some time.  When it's ready for Beta, I'll announce it here.

Talk to Yourself

Get up, pace around your room and talk yourself through the problem. Make sure to talk out loud. It sometimes helps to hear you voicing your own thoughts. It also takes you from INACTIVE (reading blogs on the couch) to ACTIVE (pacing and blathering). It's only one more small step to sitting at your desk and working.

Start the New Year in November
The problem with New Year's resolutions are that they are too sudden. Sometimes, when we are unable to fulfill the resolution immediately or thoroughly, we give up. So, start the resolution at Thanksgiving. If your resolution is to write one page of your thesis a day, you will likely not succeed in that goal starting on Jan 1st.  Starting in November may male it easier when you inevitably fall short of your goal. With practice in November and December, you should be in good shape on Jan 1st.

It's a long journey

This is about making progress on productivity over the long haul. Think back to how 'productive' you were at 12. It's a long game folks, pace yourself, strive for slow, continuous improvement.

There's no Silver bullet

Like the previous example, there is no magic formula to increase your productivity. You need to just keep working on it and not give up. Your mind may tire of some of these techniques, so rotate your tools and try something different for awhile.