Category Archives: Productivity

Don’t Give Up

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To antithesize yesterday’s post a bit, you must not be too quick to surrender failed projects. Give obstacles their due perspective and time before you put your hands up and walk away. If you’re stringing a project along because you’re no longer interested in it, then mark it a failure and leave it be. But if you’re stringing a project along because of obstacles you cannot overcome, take an extra minute to consider the whole thing. What will it take to overcome this problem? Can you do it alone? Do you care enough to inspire the resources of others to help you? If you do not care enough to try and inspire the world with your work, walk away. If you do care, don’t give up and figure it out.

Quitters give up because they don’t care enough. Do not be a quitter. Pick projects you believe in and believe in them until the deeds are done. The second you stop believing, you lose.

Finish What You Started

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I’m not very good at this. I start so many projects that never see the light of day. I’m great at starting things; not so great at finishing them. What’s worse? I can never seem to let failed projects die. They pile on my desk and continue to distract me from the latest and greatest. I tell myself, “Maybe someday I’ll crack the code to this one and solve it.” But that hasn’t happened yet. Not for a single project. Only the current, active and relevant projects of mine tend to succeed.

I think you can ‘finish’ incomplete projects. You can repackage them as failures and label the package with lessons learned. That way, reminders of that project call back to useful takeaways instead of a meandering nostalgia. You can consolidate the evidence and pack it into a box. You may even need to set the box free. I’ve burned notes, posted rough drafts to the internet, buried files on a hard drive and given mementos away. I routinely publish and share my failures with the world to save people from making the same mistakes. Other times, I just hit the delete key.

More often than not, it’s better to let go. Think about it like you’re shedding baggage – not taking your pet out back and shooting it. Losing weight is a good thing. Losing distractions, even by your own creation, can be great for you, too.

Yes or No Questions

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People do not like too many choices and procrastinate making decisions. Even the most opinionated people I know do not always answer your question in a timely fashion.

The easiest way to get a response? Make your question as easy as possible to answer. Don’t bury it with information, encrypt it in an email or forget the question mark. Provide a concise brief upfront and ask a yes or no question. Make it a multiple choice question if you need to. At the very least, provide the recipient with possible answers so he or she does not need to do the research or draft an elaborate answer of his or her own. Take the opportunity to curtail the list of possible answers to meet your own needs. If the recipient comes up with an answer other than the ones provided, whatever. At least you got an answer.

Busy people (like CEOs and celebrities) are notorious for single-line emails. Help them keep that pace and not bog them down with answering your question. The more you help them and consider their time, the easier it will be to get an answer – and the greater chances you will have at getting an answer you like.

Work Hard, Play Hard, Rest Hard

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Most people don’t mention the third part. You need to be vigilant about rest if you’re going to maintain a work hard play hard lifestyle. All three forces need to balance out for you to sustain a productive, fruitful and healthy life. Let me say that again: keep work, play and rest in balance in your life. Bedtime is a magical thing if you observe it regularly. Scheduled playtime and vacations really wake you up. Don’t let work suck you away. Save an equal amount of time and energy to live the good life and recharge your batteries while still getting things done.

Email Is Not Urgent

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Every email I receive presumes to be imminently earth-shattering. Very annoying. Ninety-five percent of emails that hit my inbox are not urgent. I receive around 250 emails per business day – that’s one email every two minutes. It takes me forever to craft thoughtful replies, so I regularly fall behind in trying to keep up. To prevent this constant influx of faux peril from stressing me out, I am paying less and less attention to email these days. In the process, I’ve let a few important notes slip through the cracks. Oh well.

If it’s important or time sensitive, don’t just email me – call or approach me in person. I ignore my phone during meetings for everything except calls (it vibrates a dozen consecutive times when you ring me, so it’s difficult to ignore). Knock if you need to. If the issue at hand is complicated, follow up with details in writing so I have all necessary and accurate info in front of me to address the situation. If you can’t get ahold of me in person or by phone, put ‘URGENT’ in the subject line. Obviously, don’t do that if it’s not urgent.

To get real work done without distraction, I need to ignore my email for a sizable fraction of the day. You should, too. Constantly replying to emails means you’re working reactively instead of proactively. Unless you work in a call center, reactive work only contributes to the status quo of your organization. In a competitive industry, status quo work can be regressive and therefore deadly for a company. Don’t do it.

If I don’t write you back within a few hours (or days), why would you follow up with a second email? That’s silly. Your method failed the first time – why on earth would it succeed any better a second time?

If an email exchange we’re participating in turns critical, please cover all bases and follow up in person with everyone involved. Get our collective heads out of email and into real problem-solving mode. Hear the voices of others repeat back to you their understanding of the situation. Make sure everyone is on the same page – on paper and in dialogue. Then get real work done.

Guide Your Life With Rules

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Want to tackle a goal or change behavior? Start incorporating rules into your daily life. Set expectations for yourself and stick to those expectations. Create barriers that prevent you from breaking your own rules. And if it will help, enlist friends or family members to hold you accountable. In response to my concerns about information overload, I am not allowing myself to read news after I get home from work. I set up alerts to bug me if I do.

A year ago, I wanted to start writing again. I launched this blog and have had you, dear reader, holding me accountable to it ever since. I accomplished my original goal and more.

You can set rules for your diet, exercise, creativity or work. Treat rules like a game instead of a burden. Reward yourself with play, luxuries or a simple pat on the back. Make it fun and never forget that you’re doing it to make a positive difference in your own life.

Extinguish Distractions

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Christopher Nolan, one of the greatest filmmakers of our time, does not have a cell phone. In an effort to live a focused and productive life, he is vigilant about keeping his personal bubble distraction-free. I’ve advocated for periods of digital silence before, but Mr. Nolan’s approach to creative sanctuary is something else entirely. No outside forces may enter the gates of his life while he is working. That’s a special thing.

We consume so much information every single day: emails, articles, status updates, pictures and video. Since the beginning of the year, I have consumed approximately 2,000 emails, 6,400 tweets, 12,500 articles and god knows how many status updates. Let’s conservatively estimate that I spend an average of 20 seconds per item (an overestimate for tweets; a radical underestimate for email and news). By that average, I spend around 58 hours per month or 12% of my time awake consuming emails, tweets and articles alone. Realistically, I think that number is closer to 35% or 40%. Needless to say, that’s a lot.

The numbers make me sick. I could be spending time creating for and giving back to the world. I can only imagine how much more I could get done if I extinguished those distractions from my life. After adopting the Galaxy Nexus, I am now more connected than ever. I’m starting to feel the water rising to my ears – and I don’t like it. Tonight, I vow to wean myself off consumption as much as possible. I will keep this blog up to date with any tips I discover along the way.

Get Ahead

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While procrastination may successfully contain a task in a narrow window of time, it leaves little room for error. Why not ramp up, cross things off of your list and finish early? If you are ten steps ahead, any setback has a cushion. You will be less likely to fall behind. And from the mouth of a man who deserves the procrastination crown, trust me, it feels better to know you’re ahead. Stay ahead if you can.

Communicate With Nouns, People!

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Lives are short and people talk fast. More often than not, they talk too fast to be heard or understood. More than half of that, I’ve noticed lately, comes from a noun deficiency. People assume listeners understand who or what they are talking about and resort to using pronouns (or nothing at all) to frame the sentence. By doing this, you run the risk that listeners will think you are talking about something completely different.

“They’re pretty cool, aren’t they?” “What, spider monkeys?” “What?! No. Our stuff.” “Oh, I was thinking about spider monkeys. Wait, what stuff?” “Our products, dude. Are you listening to me?”

The subject plays an important role in a sentence and should NOT be glossed over. The ridiculous exchange above could have been averted with a better handle on the subject in the first question – “Our products are pretty cool, aren’t they?” In leadership and management, it’s on you to make sure people understand the context of your conversation – not the listener.

I received an email like this before and it boggled my mind: “Mike is trying hard, but Dan is just not up to it. Think we’ll need to let go.” What the hell does “need to let go” mean? Let go of what? Let go of the project? Let go of Mike or Dan? Let go of them both? If I acted on that email without confirming the object of the second sentence, I could have really messed things up. But whose fault would that have been?

Use nouns, people! It won’t sound silly; it will sound specific and productive. And whether listeners know it or not, they will appreciate it.

Batch Like-Minded Processes

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Every January, my parents do a brilliant thing: they map out the year’s birthdays, buy cards for everyone in a single trip (often armed with coupons to save big bucks), sign & address every card in a single sitting, and slip them into the mail one by one as each birthday approaches. They save dozens of trips to the store (as much as 35 hours per year in round trips!) and finish the project with an annual peace of mind.

It might sound like cheating, but how many people’s birthdays have you missed? When faced with impending birthdays, it’s a lot of work to go to the store every time – the deed rarely gets done! Better to do it in a batch than not at all.

Batching like-minded tasks plays a key role in productivity. While multi-tasking, priorities get disheveled. You only carry out part of a task before moving on to another. By the end of the day, you’ve touched hundreds of things and finished nothing. Better to finish one stack and move on after it’s done. You may not make progress in other areas, but at least you can take pride in crossing something off your list.

The “like-minded” part is important. Managing money uses a different part of your brain than design. It takes a lot of mental effort to switch gears between creativity and cold numbers. The transition between may cost you time and quality. While the financials and design may fall under one project, they are not like-minded processes. Better to do the financials for three different projects at once – even at the expense of crossing a project off your list. You will hone your focus and build mental momentum to get you through similar tasks much quicker. In aggregate, you will save a lot of time and yield better results.

Study your to-do list. Group similar items by tool used, skill needed, energy level, people involved or any other comparison metric. Split tasks into sub-tasks if they need more than one different thought process. Tackle the biggest group pile of like-minded processes first. Then revel in your accomplishments.