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How to be more productive and less busy

How to be more productive and less busy

Are you really busy but not getting much accomplished? If you’re like me, apparently time flies when you’re Not having fun too!  So, here we are in March (for crying out loud) and if you think about it, what have we done that we really wanted to do? Being productive, it turns out, is a skill that no matter how good we are at it, we can always learn to do better.

 

And learning we are.

 

Modern life and its busy culture demands that we make room for everything but “the good stuff.” But what those of us who want our lives to matter are learning is that if we let the world run us, we’ll never get to the good stuff. You will never find the time to write that book, learn that new language, start that community garden, that non-profit, or any of the amazing things that would give your life more meaning. And more meaning is what we all really want, right?  Otherwise, life can feel like a series of chores with a few nice moments thrown in.

 

By focusing on being productive, not just busy, you and I can get to more of  the good stuff. These are 10 ways to help us make that happen.

 

  1. Annual Scheduling

For a few years now, in the month of December, I’ve been in the habit of scheduling most of my recurring meetings all at once, and I can’t tell you how much time it saves me. I will schedule all my recurring appointments like medical checkups and even vacations all at once and for basically the same dates every year. This makes scheduling easy and by January 1st, I have a whole bunch of things checked off my to-do list.

I will schedule… 

  • My annual checkups around my birthday (in February).
  • Dental appointments in May and November.
  • The dermatologist between late April and early May.
  • Spring cleaning in April.
  • Gyno check-ups in September.
  • Vacations in early fall.

 

  1. Put Everything on the Calendar

One of the easiest ways to “get it done” is to put it on the calendar. I even put phone calls on the calendar. Thanks to the alerts, I remember to call and come off looking like the thoughtful organized person I’m trying to be. 

 

  1. Stick to Your Schedule

One way we invite chaos into our lives is by being too flexible toward everyone and everything. I try not to change my plans to suit new things that come up and instead, ask others to adjust their schedules to mine. What I’ve learned, is that most people and situations will adjust if we insist on it. So, before you flex your schedule to anyone or to unplanned situations, make sure it’s worth the time it’s going to take to rearrange yours.

 

  1. Get Help

Where help is available, I say take it. Use house cleaning services like Handy once a month to give your bathtub, refrigerator, and floors a good cleaning. Invest in a “Roomba” or the mopping version to do routine floor cleaning. Use laundry services, grocery delivery, and hire a “TaskRabbit” repairman to put together your Ikea dresser. Got kids? Put them to work; it’s good for them. 

 

  1. Healthy Multitasking

If you’ve been following me or reading my work for a while, you know I’m not a fan of constant multitasking. Much of the multitasking we do is counterproductive, not productive. That said, certain daily tasks can be easily grouped together. Like when I sketch out articles on the treadmill, or listen to audiobooks and podcasts in the car.

 

  1. Squeeze it in at Work

We can get a little more done if we use our 9-5 more holistically. And by a little, I mean a lot. Instead of neatly compartmentalizing our lives into things we do for home, work, health, etc., why not rework Monday through Friday to squeeze in the good stuff. If during work hours is the ideal time to get in your exercise, work it out. Instead of mindlessly distracting yourself at work with cute videos, use the time to take a class or work a personal project. Squeezing in personal tasks just before work, on your lunch hour, and after work is a great way to be more productive during the workweek.

 

  1. Mind-Map Your To Do List

Mind-mapping is a way to organize ideas into a visual format the brain can easily remember and use. It’s an awesome study aid for college students and a great organization tool for project managers. The concept has made its way to our to do lists, and is a nifty productivity tool. You can use it to organize your tasks in any way you wish but the idea is to find ways to group them to save yourself time. I group similar tasks together and do them in time-blocks. Take a typical Saturday. I’ll do all of my housework-related tasks in a 2-hour block of time. In another chunk of time, I will run personal errands like going to the beauty salon, the drugstore, and dry cleaners. I also plan errands within a mile of each other so I’m not in the car driving all over Los Angeles. Whatever I can’t get done in that general area, gets moved to another day—maybe one evening after work.

See Also

 

  1. Prioritize

Don’t let your email and phone calls dictate what you do from moment to moment. That’s called living in reaction mode, and it’s not a great way to run your life. It’s like making other people (who don’t sign your paycheck or rub your feet at the end of the day) be the boss of you. Decide what has priority and work according to priority, not other people. For example, I don’t pick up certain calls during the day (even from people I love) because I know I’ll get distracted. Instead, I text them back a quick, “Can you talk at 6?” At work, I never address most emails that come through after 3 pm. 

 

  1. Make your own “Stay Organized” Strategies

I’ll use my time on the treadmill to sketch out articles, dictate to-do lists and to catch up on online reading. Saving those articles I want to read on “Pocket” is a helpful (to me) organization strategy. Here are a few others I created to work for me:

  • I pick up my mail once a week,
  • Check email during the same 3 windows every day,
  • Limit the number of cups and dishes I use to one (although I have enough to serve 6-8 people).

These strategies are tailored to my needs, my quirks and according to how I live. Since you are also creative, why not look at your life and devise strategies that will help you be more productive.

 

  1. Say No!

I say No a lot. Actually, I say “Let me get back to you!” more often than I say No. I used to be in the habit of saying Yes to everything for fear of missing out socially or seeming rude. But a few times, after I reflected, I realized how little I had gained from what initially looked like a great opportunity. So now I try to weigh my options a little better. After my “maybe,” I will take a few minutes (or days) to look over what else I have to do. I try to calculate the cost-benefit of a “yes,” and if there’s even the slightest chance I’m going to put pressure on myself, I will graciously decline.

 

The way to be more productive and get more accomplished is to run your life like a boss! Choose what matters, put it all on the calendar, stick to your schedule, and use techniques and strategies that work best for you and your situation.

 

When you learn to be as productive as your goals require, you’ll get to see that garden, I’ll be able to read your book/ebook, donate to your non-profit and see the other awesome things you get up to. That’s the stuff the world really wants from you. 

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