The hardest part of achieving productivity is believing you are mortal.
This is how the logic goes in our minds:
- Every person who has ever lived on the planet has either died or will die one day
- But, I haven’t died yet.
- Therefore, I’m probably going to live forever.
In a fractalish way, we apply the same mindset to our time at work.
- Every working day so far, I’ve reached a point where I need to stop and can no longer complete any more tasks.
- But, I’ve got a lot of things to do today and a pot of coffee.
- Therefore, I will get all of them done today.
As humans, we struggle with the concept of time. We seem to experience it as eternal, but we have all these reminders that it isn’t.
So, the secret to being productive (and perhaps to life–oh?) is coming to terms with the importance of time management. You only have a few productive hours to the day. Like 5-6 hours. Superhuman Sujan Patel, who runs 9 companies, says that he’s probably only good for about five hours a day.
Nonsense! You say. I can work easily for 10-12 hours if I must.
Shut up. You are always wrong about this. You get six.
Time is on your side–unless you waste it
At its core, productivity is the intersection between task management and time management. You have a lot of things to get done and you need to find the time to do each one.
You have plenty of time to get your most important tasks done. But if you try to get everything done, you’ll run out of time each day and not have much to show for it. So, if you know the importance of time management, then what you need is a way to make sure that you spend the right amount of time on your most important work every day. Sounds easy, right?
Two people you definitely don’t want to tell you how to spend your time
Unfortunately, most of us don’t have full control over those six hours and it feels like they get mismanaged a lot. Here are the two groups of people that tend to be bad managers of your time.
1. Other people
Your boss, your colleagues, your reportees, Julian in marketing, the birthday planning committee…everyone wants to tell you how to spend your time. But everything goes to hell when you let other people dictate how you spend your time.
Other people think you are twice the immortal they are and have limitless time to get all of their priorities done. If you spend your day accomplishing what other people think you should do, you’ll never get it done and you’ll just feel bad at the end of every day.
As established, you are a bad judge of time. You get distracted. You don’t know how long things will take to get done. You are drawn to all the easy stuff and avoid doing the hard things that have a real impact.
So who else can do it?
The most sacred productivity moment of the day
We must start with the fact that our brain goes through many different states throughout the day. At times we are impulsive and erratic–let’s call it your survival brain. Other times we are thoughtful and wise–or, your focused brain. The survival brain is your default brain state and is in charge most of your day. It takes a lot of work to shift from the survival brain to your focused brain state.
The time that you spend prioritizing tasks should be the most insightful and clear-minded that you will be throughout the day, and when your focused brain should be hard at work. When faced with a list of tasks and specifically asked which ones are the most important, your focused brain is pretty damn good at picking the right ones.
But when given the same list of tasks and addinging in time crunches, messages from other people, numerous distractions, and a noisy open office plan, your survival brain takes over and starts accomplishing whatever seems like the most immediate threat, or the easiest win.
Giving yourself five minutes away from the madness to ask the question “What’s most important?” is often all you need to make the switch from one brain to another, but there’s one point of the day when your focused brain is most likely to show up. For most of us, this comes at the end of the day when we finally come to grips with our mortality and limits as humans.
You think back on the day and ask, “Was it a good day or a bad day?” You imagine a friend or spouse asking how your day went. If you are productivity-minded like me, your answer lies in how many tasks you got done and if you got the big stuff done. If the answer is “It was a good day,” you can probably look back and see that you made progress on your big tasks and you moved forward in key areas. You did a good job matching your tasks to your time.
If you think back and all you can see are small tasks, distractions, meetings that didn’t amount to much, and those same big tasks that you successfully avoided, then you know that you let one of those groups of morons run your day.
It is at this moment that you will naturally make the best decision about how to manage your time tomorrow. You are more clear-minded than you’ll ever be. Your focused brain is in full evaluation mode. Your survival brain doesn’t do well reflecting on the past, so it has taken a back seat. When reflecting at the end of the day, you have the ability to start the next day fresh and either replicate your success, or fix the issues you had before. All the most effective time management strategies boil down to whether or not your focused brain is in charge when it comes time to decide what to do for the day.
The Ivy Lee time management strategy
The story goes that back in 1918, PR consultant Ivy Lee was working with the Bethlehem Steel corporation. When asked for help in improving the productivity of the whole company, he gave this plan to the CEO:
- Clearly define your vision and goals.
- At the end of the day, write down the six most important tasks to achieve these goals.
- Rank these six tasks according to their importance.
- At the start of the next day, start with the first task and don’t move on until it is completed. Then move to the next task.
- At the end of the day, reassess the priority of any new and uncompleted tasks.
There are two keys to making this method work for you.
First, you do your prioritizing at the end of the day when you are most clear minded about what is important.
Second, when you have to start on your most important task before you do anything else. Before you say hello, before you get your coffee, before you open your computer, before you check your email or messages. Before you do anything, you must give your full attention to the most important thing. Start doing it and don’t stop until you finish it. Then go get a bagel.
If you follow this single time management technique everyday for the rest of your working life, you will have an awesome career. Even if you do a Ivy-lite version and only get 1-2 of your most important tasks done, you’ll still wind up being awesome.
End of the day hygiene
If you really want to take this method seriously, you need to block time for it at the end of your day. You really only need five minutes to do it, but it will make a huge difference.
However, you will need to practice good workspace hygiene if it is going to work well. Many times at the end of the day, you’ve got 10-20 tabs open on your browser of things you abandoned throughout the day. Or papers laying at your desk. If you leave them all up (or out), then when you start the day tomorrow, you’ll immediately get sucked into finishing whatever was up.
Instead, close down all your tabs. Add any lingering tasks to your task management system so you don’t lose them. Then, pull up the tab or paper that has your most important thing to do tomorrow so that you reduce any kind of friction and your focused brain can start right away with nothing in its way.
The importance of time management
If you are serious about getting productive, then you have to be serious about time management. There are lots of effective time management strategies and tips out there, and we’ll explore more of them in the future, but the most important one is who calls the shots. If you leave that to other people or to your survival brain, then you’ll always be disappointed with what you can get done.
Take time management seriously, trust your better brain, and plan your day the night before.