We all want to be ‘more productive by doing less’, but strictly speaking it is not that difficult and there are already plenty of people who consciously or unconsciously apply this. If you want to learn it, you will have to be open to change. But doesn’t that apply everywhere? However, if it is an ingrained way of working, this is not easy… but it still yields a lot.
With arms folded?
Crossing your arms is of course exaggerated. However, if you take a number of things into account, you can go a long way. How does it work?
Of course it depends on the type of person and situation, but generally speaking it often goes without saying that people take on more than what they are or should be doing at that moment. Whether this concerns work or private life is irrelevant, but it creeps into many people’s minds. Take a look at what, for example, you were originally hired for by your employer and what is added as a matter of course. Whether or not initiated by yourself. Things have to be done and you are often told that things are going to be a hassle. Yet it only seems that way and it is not nearly as efficient as we thought in advance. This immediately means that efficient is far from effective.
How to achieve ‘less is more’?
There are a number of things you need to pay attention to and in this situation you can just as easily blame your private situation as your work situation. In addition, there is another aspect that always frees up space in your head, namely using the technology for what it is for. The desk or laptop, tablet or smartphone all have an agenda with a to-do list. Use this, because what you don’t need to keep on top of mind can be done differently (another task or more relaxation, for example).
Start at the beginning…
- It starts with determining your priorities, which means that you create a ‘to do list’ with time planning. Not a list with a huge pile of tasks, because if you don’t get rid of items quickly enough, it can frustrate you. No, set priorities and attach realistic timelines to the tasks on your chronological list.
- In addition to a list of what you need to do and when, you also make a list of what you should not do (anymore). These can be odd jobs in between, such as doing something for a while. These are often those odd jobs that you can apparently do for a while and have little impact (which is not the case) or tasks that someone else leaves behind. Record it and realize what you are doing ‘for a moment’.
- Know your pitfalls and make sure you don’t fall into temptation. One of the most famous is the moment when you are sitting at your computer or your phone is next to you and you see emails or chat messages coming in. Your curiosity often wins and then there is only one thing you can do. Make sure you don’t see what’s coming in (in image or sound). At home, while finishing something that you need to focus on, you can also leave a television on in the background. This will subconsciously distract you and the sounds and images will be stored in your brain or you will actually look up when you hear or see something that you find interesting. Turn off the television so this will be distracting and you will be less productive and it will cost you more time.
- Talking about analysis or meeting culture can cost you time and yield nothing. Always be alert when analyzing something with friends or colleagues. Sometimes it can be very valuable and sometimes it is over analyzing which only raises more questions and no answers. The same applies to a meeting, meetings for the sake of meetings are not very productive. When considering analysis and meetings, consider what it actually adds before you spend time on it.
- Now you look at what’s at the top of your list of priorities. If you have to do something, it is the most important thing at that moment and that is what you are going to do (preferably in an environment where you feel comfortable, because that helps when it comes to productivity). This also means that if you want to maintain a good focus, you must focus on it within a realistic time limit, which can also accommodate the unforeseen. Possibly too little time can control your high thoughts. It is useful to know that most people’s energy peaks are between mid-morning (around 10 a.m.) and early afternoon (12.30 p.m./1 p.m.) and heavy or difficult tasks can perhaps be planned in this time frame.
- If you set aside time to handle business (for example from email or social media), plan it. In both work and private life, it is useful to periodically make room to answer (up to approximately 3 minutes of work, immediately and otherwise plan), where an answer also means reporting when you are going to do something. Then put it in its proper place on the to-do list and move on. In other words, complete what you agree on immediately and this of course also applies to agreements you make over the telephone. The moment you have captured it properly, it disappears from your high thoughts and you can move on.
Stay sharp!
What is important is that you remain focused on your working method, what you can do in it and your focus to achieve more production with less work. Occasionally looking back at how you are working now, how you feel about it and what it brings you is not an unnecessary luxury. But actually this applies to everything you do. In fact, the learning process never stops.
Spontaneity and creativity
A better structure that allows you to maintain more focus is sometimes said to limit spontaneity and creativity. As far as spontaneity is concerned, it is true to a certain extent. After all, during your systematic working method you may leave some room for the unexpected or spontaneous, but in practice this is usually quite limited. It is true that it will ultimately save you time and you can organize the time that you save yourself.
In terms of creativity, it will not be limited in practice. It is obvious that you cannot be creative on command. But it is true that when you can focus well and you are, as it were, drawn into the task, it is easier for you to unleash your creativity. On the one hand, because it is top of mind and on the other hand, because you are not disturbed. But you will have to find a way around it and that takes time.
Finally
If it is not in your nature to work in a structured way, it will not be easy. Therefore, as stated in the introduction, you have to really want something. Experience shows that if you can maintain a structure for about three weeks, it will get into your system and it will no longer feel imposed. Ultimately, you have to feel comfortable with it, but by giving it a real chance you are able to make that decision at some point.