MindDump: My Top Five Productivity Hacks

…in no particular order

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I’m a bit of Productivity Hound over here so I’m constantly looking over my toolkit to see what’s working and what needs replacing. Here are my current favorite tools.

1. Inbox Zero

This one is so obvious to me that I almost forgot to put it on my list. I’ve had this sh*t since 2009 when I stumbled across this video for the first time. I recall my first iPhone (the 3GS model) being pristine- except for the glaring five-digit number hovering over my email app in a red bubble. Goodness Gracious it’s no wonder we live in the “age of anxiety.”

Bloggers go out of their way to write 15k-word articles on how to achieve inbox zero, but here’s the *Simplified Approach*

• press * then a
• press e
• You’ve successfully archived every email you have. That is, unless you don’t have keyboard shortcuts turned on. Or don’t use GMail. But that would be literally insane of you.

Now, when you’re done responding to an email, archive it. That’s inbox zero. It rules.

2. Kanban*

It’s no secret that Toyota’s Kanban framework has been the root of a productivity revolution all over the world. But one thing that many companies and individuals forget is that it exists to serve you- in order to meet specific business needs you need to adapt it. Or else it will be yet another way to spend your time fine-tuning. Here’s mine.

Looking Forward
At the top of each month I make an exhaustive list of every single project, errand and task on my plate. I break each project into the tasks necessary to achieve to progress them. I estimate how much time each task will take to accomplish… a skill that you just need to practice.

I then separate each task into four categories as outlined by the legend Stephen Covey: Important & Urgent, Important & Non-Urgent, Non-Important & Urgent, Non-Important & Non-Urgent. VITAL: DEFINE WHAT URGENT AND IMPORTANT MEAN TO YOU. For me, urgent means “time-bound,” and important means “will add value to my company.”

Inside each category I prioritize the tasks. I have a personal value system I keep tabs on using a framework my business partner Brang developed that helps me seek clarity in what my priorities are.

Then I look at my Google Calendar and tabulate all of the Work Time I have that month.

Then I draw a line underneath the tasks (which are ordered by category then priority) that add up to that number. Everything above that line is placed in my “TODO” list. Everything below it is thrown out until next month.

Doing
Every Sunday is my weekly ritual of planning out my week. I see how much Work Time I have for each day, and drop tasks in totaling that number.

Then I just live it. I wake up Monday morning and when it’s time for Work, I look at the first task. I do it. I move that task to DONE. And I move to the next one.

Until you’ve tried this method, you can’t know the stress it relieves. You have to, in the words of Sam Hinkie, Trust the Process.

Along the way there’ll be occasional last-second additions of tasks to add to your TODO pile. But this is the best method I have come across to get everything out of my head and into my plan of action.

Evaluating
At the end of the month it’s time to look at your big list of completed tasks and be happy. What didn’t get done? What took longer than you expected? What took shorter? What unexpected things occurred this month that we can potentially plan for next month?

After refining this process for three years I have a comprehensive Google Doc with every one of my monthly task lists for those months. I can say with 100% certainty that I’ve had the most productive three years of my life.

Damn, that one was long. Time for some short ones.

3. Do Not Disturb

This one is easy. Turn your phone on “Do Not Disturb” mode. Make it so only your favorite contacts or emergency calls can get through. Turn off every notification there is. It simply is not true that you can multitask. Sorry.

4. Symphonies

I only listen to non-lyrical classical music while working. Want some recommendations? Start with Beethoven’s Sixth. Then Brahms’ Fourth. Then hit the rest of Beethoven, then the rest of Brahms. Then repeat.

5. Tripwires

This is a tip I have embraced fully since reading Dan & Chip Heath’s essential read Decisive. There’s nothing quite as devastating to your productivity than being indecisive. When you’re uncertain that the direction you’ve decided to go on with a project is the right one, set a Tripwire. That is, a date six-months in the future in which you will evaluate your choice. Until then, don’t think about whether it’s the right choice or not. Just do it.

It’s the best.

I’d like to hear about your Productivity Toolkit. Leave me a note!