My 5-Step Productivity Cycle: The Secret to Doing More in Less Time
Time is the one resource everyone has in equal measure, yet we often feel we lack the most. The perception of “not enough time” can be overwhelming, leading to stress and reduced productivity. However, with a structured approach to time management, you can not only do more but also enjoy the process.
American scholar Alvin Toffler wisely stated, “The illiterate of the 21st century are not those who cannot read and write, but those who cannot learn, unlearn, and relearn.” This concept is at the heart of effective time management — constantly refining our approach to optimize productivity.
This article will guide you through practical strategies to help you achieve more quickly, focusing on a typical workday. Weekends, however, are off the chart, free for your heart to decide where it takes you. Let your brain dominate during the workweek, steering you towards efficiency and success.
Have Control of Your Life: Be In Charge, Every Minute Matters
In a world where distractions are constant and demands are high, it’s easy to lose sight of this. But taking control of your time is the key to living a fulfilling life.
Every minute of life we live should be worth living, and every minute of our life must be counted for. This is not just about productivity; it’s about making your life meaningful. In certain cultures, people often find themselves at the mercy of others, dictated by societal expectations, family pressures, or cultural norms. In such environments, taking charge of your life is even more important. You must know when to wake up, when to sleep, and how to structure your day to live on your own terms.
You cannot let others control your time and, by extension, your life. It’s about setting boundaries and being clear with those around you about your priorities. This doesn’t mean isolating yourself but rather creating a structure where everyone understands and respects your routine. When you put your life in such a structure, you eliminate unnecessary disruptions, and everyone around you knows who you are, what you do, when you do it, and how you do it. This clarity allows you to live your life with purpose and freedom.
Taking charge of your time means you’re not just reacting to life as it comes but actively shaping it according to your values and goals. Doing so ensures that every minute counts and you live a life worth living.
1. The Foundation: Reverse Engineering Your Day
Before diving into your tasks, it’s essential to understand the importance of sleep. Many people underestimate how crucial a good night’s rest is for productivity. I recommend aiming for 6–8 hours of sleep. This might seem counterintuitive — sleep more to do more — but a well-rested mind and body can accomplish tasks more efficiently. While we have control over when we sleep, we may not always control when we wake up, especially to avoid missing a meeting or an appointment or to sidestep commute time issues.
Practical Tip: Reverse engineer your day by setting a fixed bedtime and wake-up time. For instance, if you need to wake up at 6 a.m., ensure you’re in bed by 11 p.m. This sets the stage for a productive day.
2. Morning Routine: Start Strong
Starting your day early gives you a head start, both physically and mentally. My day begins at 6 a.m., hitting the gym to exercise. Physical activity is not just about staying fit; it’s about waking up your mind. Whether running on a treadmill or doing a simple workout, this time is crucial for setting a positive tone for the day.
I used to use my treadmill time to learn HRM, playing LinkedIn Learning courses on my iPad to maximize the outcome of that time. Nowadays, I quickly create a playlist on YouTube before heading to the gym, featuring content from Bloomberg, Yahoo Finance, and others, to learn about the latest trends in the capital markets while I exercise.
I suggest learning the topics that matter most at the given age or phase of your career. My priority would be to excel at what I do for a living.
Practical Tip: Incorporate learning into your morning routine. Use platforms like LinkedIn Learning, Podcasts, or YouTube to gain knowledge while you exercise. Focus on content that is directly relevant to your career phase.
3. Efficient Use of Commute Time
For those who commute to work, this time can often feel wasted. Many people complain about spending hours in traffic commuting to and from the office. However, with the right approach, your commute can become the most productive time of the day for self-learning or staying connected with those matters. I’ve utilized this time to listen to podcasts and audiobooks and even call my family back home. The goal is to make every minute count.
Practical Tip: Use apps like Blinkist to get summaries of books or podcasts that align with your interests. Save the content list you want to listen to in advance so you just hit play when driving. This way, your commute becomes a time for learning and personal development.
4. Family and Personal Time
After a productive day at work, it's important to switch gears and spend quality time with your family. This balance is essential for overall well-being and ensures that you’re productive and fulfilled. This time can be efficiently used for eating, drinking, talking, and watching TV with the family.
Practical Tip: Dedicate specific hours in the evening to family time. This creates a healthy work-life balance and ensures that your relationships remain strong.
5. Evening Productivity: Learning, Side Hustles, and Personal Projects
Evenings can be a powerful time for learning new things, working on personal projects, or even pursuing side hustles. It’s not just about winding down; it’s about growth and contribution. Earlier in my career, I would spend these hours learning about HRM and other topics that mattered to my professional development. Now, I use this time to learn about investing, content creation, and managing my philanthropic and giving-back projects and initiatives.
Practical Tip: Allocate time for activities that align with your long-term goals, whether it’s learning a new skill, working on a passion project, managing side hustles, or contributing to your community.
Conclusion: Living Life on Your Terms
Time management is not just about squeezing more tasks into your day; it’s about making every minute count. By structuring your day around your priorities and making conscious decisions about how you spend your time, you can achieve more while also enjoying the process. Remember, the key is to take control of your time and live life on your terms.
Final Tips:
- Create and Follow a Calendar: It is critical to make a calendar and stick to it throughout the day.
- Regularly Review and Adjust: Review and adjust your productivity cycle periodically according to your work and personal life priorities. Life changes, and so should your time management strategies.
- Enjoy the Process: Keep refining your approach, and you’ll achieve more than you ever thought possible while enjoying the journey.
Thank you for reading. I write on careers, entrepreneurship, wealth, and philanthropy, and I will be grateful for your following on: Website, Medium, Twitter (X), LinkedIn, YouTube, and Facebook.
