Simple approaches to productivity and time management that real people use and actually work
Yes, the tomatoes will become relevant at the end + one of my favourite time management tools: my Moleskine.
We've all heard a billion(+) different productivity and time management tricks and hacks - but how many of these actually work in real life?
I went to my Instagram community and asked people to give their favourite time management and productivity processes - the ones that actually work for them in their real and busy lives.
Today we'll dive into these with my commentary about what I do interspersed. None of these are ground-breaking at face-value, but if you take them on board in earnest I think you will find at least some improvements to the way you work and how you feel about the way you spend your time.
Read on for some ideas to make the most of your time.
1. Make a plan for what you want to achieve
Christine (from hyggehome7) makes a daily task list and sets priorities.
I like the fact that Christine sets priorities - this is really important. I don't think having a daily to-do list of 150 tasks of which you only achieve 2 is a useful approach. In fact, having an overwhelmingly long to-do list often crushes me and makes me less productive. But when I’m aware of my priorities, then I can more clearly define what I want or need to achieve in a day. Time management and productivity expert Laura Vanderkam suggests creating very minimal daily to-do lists - as in, a maximum of 3-5 items per day!
I use to-do lists A LOT in planning my projects, priorities, and tasks.
For me, it all starts with my yearly goals → which I then break down into monthly actions (that I flesh out with short-term projects at the beginning of each month) → which become weekly to-dos (that I write out on a Sunday morning).
The weekly to-do list is actually spread into separate lists:
‘One-off tasks and house tasks’ - including things like appointments, admin type tasks, and cleaning.
‘Career’ - this is where I put anything to do with 'work', which is all self-governed at the moment because I'm currently not working a typical job. It includes all the various writing projects I'm working on, as well as time to brainstorm, search, and apply for my next full time job.
Fun - probably self-explanatory!
I also have a few smaller lists: ‘Waiting for?’ - tasks that are currently in someone else's court that I'm waiting to come back to me before I can make another step; ‘People I need to get back to’ - I need a list for this because sometimes I forget! Especially if I don’t respond to an email as I first open and read it, for instance.
I also make a little chart at the top of each week to track habits that I'm trying to start or further instil - at the moment this chart includes flossing and exercise (I like to see what kind of workouts I've done each week).
2. Schedule when you're going to do those tasks/work on those projects
So this is where you start to plan each day.
Christine (from hyggehome7) says she also writes all appointments on a calendar so that her family can refer to it as well.
Similarly, I plan my day around appointments and have-to's. If I know I have a doctor's appointment and it will take me half an hour to travel each way, then I'll also factor in that time (and potentially also getting ready time). That all goes into my calendar. Then I fill in recurring tasks, and then I time block the rest of the day (including things like my morning routine and exercise, but also, projects and/or bigger tasks that I take from my weekly and monthly lists.
I like to approach my daily to-do list and plan as the minimum of what I would like to do. I don't fill up every second - there is lots of space and lots of 'catch up' time if I need it. If I happen to achieve everything and have time leftover - then I can always pull some more items from the weekly to-do list.
Steffi from (theadventuresofsteffi on Instagram) says: "Everything I do goes into my Google calendar - even lunch breaks etc!" I really like this and similarly plan everything, including breaks (except in a physical planner instead of digitally). It's really important to plan these times in, or else they often get eaten up by going overtime on tasks - leading you into the dangerous territory of eating your lunch while responding to emails, with a looming Zoom call.
Steffi takes this one step further by having it in her Google calendar, she says: "That way I get a notification on my laptop, phone and watch 15mins before I'm due to start the task which normally gives me time to wrap up the previous task I was doing." I really love this idea of scheduling in (or at least being aware of) the blurry time in-between tasks. I’ve discussed in a previous article the importance of both mentally and physically resetting in-between tasks, in order to avoid a feeling of overwhelm (and the accumulation of small messes that become larges ones by the end of the day).
3. Review
Chiungwei (from chiungwei_ on Instagram) does both a daily and weekly review to check in with herself and assess how she's moving things along. She says: "I find this small habit helps me pay more attention to my priorities". I agree that it's extremely useful to assess what you've actually done. It's all well and good to make plans, but if you are not fulfilling what you set out to do and also never taking note of that, you do not have any chance to alter your behaviour and improve your outcomes.
Laura Vanderkam is a huge proponent of time tracking (can you tell I’m a huge fan?!). She's been tracking her time since April 2015! She argues that it is a great way to determine exactly how you're truly using your time. But, in essence, time tracking is simply a very detailed review process. If you track what you are doing, whether that be via time tracking, daily, weekly, or monthly reviews, you will be aware of how you are spending your time and therefore be able to optimise it.
In order for her priorities to be front-of-mind in the morning: Anna (from global_mobility_trainer on Instagram) says: "I always review tomorrow’s top task before bedtime so I know exactly where I will start in the morning." This is a really interesting tactic and is not something that I currently do, but I think I may give it a try. There's a lot of research to suggest that people solve problems in their sleep, so I think this is not only a good way to ground yourself for the next day, but perhaps even a way to let your mind keep chipping away at your problems and concerns through the night.
4. Working better
Avoiding distraction
Steffi says: "I also get easily distracted so one of the best things I found for my productivity is classical music - don't know why but it just does something to my brain that makes me want to be more productive!"
I have also found classical musical (or non-lyrical music of any kind) to be useful in curbing distractions and keeping focussed. I've actually been doing this for a long time - since high school. I currently love this ‘Dark Piano Radio’. I found that listening to non-lyrical music while working to be especially useful during my PhD when I was in an office with ten other students. My husband has been listening to chill wave while writing his PhD thesis - so there are many options.
The Pomodoro technique - aka the technique that's changed my life
Amy from Expat Resilience (find her here on Instagram) says: "I’ve started using the Pomodoro Technique—setting a timer for 25 minutes to tackle a task (especially an overwhelming or less fun one). Then taking a break and doing another Pomodoro. It’s amazing what can be done in a focused 25 minutes!"
If you haven't heard of the Pomodoro technique, then prepare to be amazed! I discovered it at a thesis-writing bootcamp.
The idea is to do a 25 minute session of work and then take a 5 minute break.
The overall flow looks like this:
Pomodoro 1: 25 minute work session
Break 1: 5 minute break
P2: 25
B2: 5
P3: 25
B3: 5
P4: 25
B4: 30 minute longer break.
You should time all sessions and breaks (I use the Howler timer on mac), and that's it.
It's a great way to work on bigger tasks - 25 minutes just feels really manageable.
I make sure to physically move on the 5 minute breaks.
Oh - my timer just went off! Time for a break….
I’m back - and that’s what I have for you today. We’ve discussed some productivity and time management tips and hacks and processes that real people use and find improve their lives. What we’ve covered today can be summarised into the following process:
Plan - Schedule - Review - Aim to improve how you work.
I hope you’ve picked up a tip or two, or have at least been convinced to try something you may have heard about but have never actually implemented.
Resources
If you want to go into more depth, here are some books and resources that I’ve found to be particularly helpful in designing my time management and productivity processes:
Getting Things Done, David Allen.
Laura Vanderkam - she’s written numerous books, and has a blog and two podcasts.
The Bullet Journal Method, Ryder Caroll - I don’t really use this method (well, maybe parts), but it’s an interesting approach that a lot of people find valuable.
Notion - this FREE, all-in-one workspace has been life-changing for me. I’ve been meaning to dedicate a post to how I use this (so stay tuned!). I’ve been surprised by how many people haven’t heard of this handy little tool.
Moleskine - I currently use an A4 week to a page. Although I keep all my yearly and monthly lists digitally in Notion, I like to hand write out my weekly and daily plans - there’s nothing like the satisfaction of crossing out a completed task! I love the Moleskine paper - just the right thickness (okay, I’m starting to sound a little crazy…).
Now it’s over to you: what’s your favourite productivity or time management process or tip?
This post emerged from an Instagram competition I held - make sure to follow me over there if you would like to be involved in the next one!
If you want to read more about planning and productivity, then check out these articles next:
How to survive (and even thrive) the Northern Hemisphere winter lockdowns (Many of these strategies are useful at all times, not just in lockdown)
Make the most of small pockets of time: the power of a "quick task" list
On the power of habits and consistency, and small things leading to big things
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