How to Accomplish more in Less time
I'm not sure I fit into the productivity guru identity. Even if I do fit, it sounds a bit harsh to position myself as such. Plus, I'm not convinced the term guru has positive associations...
Either way, I consider myself a productivity relentless seeker — that is, I'm constantly on the look-out for ways of being more productive, thus accomplishing what must be done, in a shorter period of time. Notice the must be done. This introduces the notion of being effective vs efficient. The former implies getting the right things done and not just things. The latter implies getting things done fast, independently of being the right thing or not.
To get the right things done on time, I allocate tasks to different time-blocks throughout the day. For example: 8.00 - 9.00 a.m: Start writing blog-post. And perhaps, allocating two or three 1-hour blocks to writing will be enough to finish it. Time-blocking works for two reasons:
The priorities set for the day/week, are followed by allocating time to reassure they are being done.
Each period of the day has a pre-defined clear goal, e.g. writing, editing, meditating, reading, etc.
Still, I have been introducing a simple twist in the process because I'm a relentless seeker. I'm continuing to allocate tasks to the daily-blocks of time. But, I'm now asking this question: "What is the shortest deadline I can give myself, and still get this done with quality?" I might have the whole day to finish a 700-word blog-post, but how efficient will I be if it takes me that long to finish it? Instead of approaching the task with diffuse focus, I will allocate all my focus and energy to get it done in the least possible time.
As I said, blocking time works because you get the right things done. But you might get the right things done, ineffectively. With the above question in mind, you strive for both — effectiveness and efficiency — get the right things done effectively.
The Parkinson's Law illustrates this idea succinctly: "Work expands to fill the time available for its completion". If you give yourself 8 hours to work, your work will fill those 8 hours. So, the question is not about "how much time can I allocate to this task", but instead "How much Time can this Task allocate my Time?".
“The end product of the shorter deadline is almost inevitable of equal or higher quality due to greater focus.”
There is the hype around working more hours. The mystical CEO who works 80+ hours per week. The social reward of being busy and in a rush. The attachment of self-worth to working hours. Does this even make sense? Is this healthy? Always question your busy days. Tim Ferriss suggests these 2 questions:
Am I being productive or just active? Am I inventing things to do to avoid the important?
If I'm honest about the frequent busy, busy days, I can easily point out the activities that are only making me active, rather than productive. Again, efficiency or effectiveness? The next logical step is proceeding to their elimination.
“We create stress for ourselves because you feel like you have to do it. “You have to”. I don’t feel that anymore.”