BOOK SUMMARY 98 The Productivity Project
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Summary written by: Alison Spitzer
"When someone says they ‘don't have time’ for
something what they're really saying is that a task isn't as important or
attractive as whatever else they have on their plate. Every person gets
twenty-four hours of time every day and gets to spend those twenty-four hours
however he or she chooses."
- The Productivity Project, page 64
Oh,
you’re interested in learning more about leading a more productive lifestyle?
Maybe improve on working smarter, not harder? Buckle up. Picking up The
Productivity Project is like being interested in tennis and picking up
Serena Williams’s training schedule. It’s hard core, intense, and everything
you need to take productivity either one step forward or a big giant Serena
Williams leap ahead. The author literally went all in, and I mean all
in, in researching and testing everything there is to know about
productivity. The book is full of actionable steps or giant leaps that you can
use in your day to day. Every chapter starts with a quick summary, estimated
read time and ends with a challenge (even the layout is productive). What I
really took away from this is how passionate Chris Bailey is about this
subject. You can literally feel his energy come off the pages. Nothing gets me
more jazzed than being around someone who is crushing their craft – the above
quote is a great example. It also made me realize how important the intrinsic
reward is when examining one’s productivity. Bailey wasn’t successful (sorry,
spoiler alert) at every task he tried. Where he struggled the most was where it
conflicted with his other greatest passion: food. So knowing that everything we
do in life isn’t going to have to have high intrinsic reward, how do we still
be productive? How do we ensure we are spending less time on those less
interesting, though likely necessary tasks, and focus our best energy on the
highest reward? Don’t fret, I’ve summed up my top actions below.
The Golden Egg
Work Work Work Work Work
"Productivity
techniques exist to help you work smarter. But they're only useful when you
still do the work."- The Productivity Project,
page 157
When I
read the above quote, I think I actually said “thank you” out loud.
Productivity is such a meaty topic that all professionals, teams, management,
consultants continually eat up. I think many people could relate to at least
one experience being in a meeting or part of a discussion on all the ways that
people can work smarter. Don’t get me wrong, it’s super valuable and I took
away some great GEMs to share with you. However, at the end of the day you
still need to accomplish something, there needs to be results. Productivity
equals accomplishing and busyness is not invited. Procrastination starts to
rear its head when a task is boring, frustrating, difficult, unstructured or
ambiguous, lacking in personal meaning, or lacking in intrinsic reward (not fun
or engaging). In other words, it can happen often. Procrastination can become a
(bad) habit where you may be procrastinating without even realizing it.
Translation: lost precious minutes that could be used oh so much more wisely.
In terms of being able to accomplish more or work smarter, my personal demon is
procrastination. My GEMs below are how I am going to battle. So while naturally
an optimist, the worst case scenario is that you’re going to spend more time
considering being productive than actually being productive. So let me
challenge you to commit to and complete a 25 minute productive task, post
reading the summary, where you are creating a result. You got this.
Gem #1
Shrink it
"Parkinson's
law states that your work expands to fit the amount of time you have available
for it."- The Productivity Project, page 123
I can
only speak for myself, but how often when you give yourself an hour to do
something you become so amazing and manage to accomplish not only your intended
task but three more?! For me that is not often and if I do finish early I tend
to reward myself with procrastination. How about when your boss says “so I am
going to need that in 30 minutes, the meeting got bumped up.” Now suddenly you
have superpowers and you’ve just nailed the task in no time. Tasks with low
reward or importance will continue to drag on. The same can be said for really
large, daunting tasks. You’re overwhelmed with where to begin so you just hang
out with procrastination instead. Shrinking your time is such an easy
actionable tool that your future self will love. Side note: the author talks
about setting up your future self for success in detail and my future self
would like to say how great she thinks that is. All you have to do is block out
the time you would normally set aside for a task and shrink it. This brings a
sense of urgency and purpose to your task. Similarly for the second example
where you have big task ahead of you, start with 25 minutes first. Once you’ve
done that, go from there. Those are the steps, if you’re ready for the Serena
leap you can try “Pomodoro Time.” Basically you work for 25 minutes straight,
take 5, do that four times and then take a 15 minute break. Rinse. Repeat. Not
only are you now feeling productive, but you actually are! Future self is
throwing out high fives.
Gem #2
Take back control
"Your
head is not for holding ideas it is for having ideas."- The Productivity Project, page 149
Sometimes
we just have a lot we want to do: short term, long term, high and low returns,
personal tasks, professional goals… I am overwhelmed just thinking about it. So
how do we literally “dump” this list from our brains so it we can focus on the
productive things we have at hand? We’re going old school here –get out the pen
and paper. Write it down, get it all out. The simple task of just externalizing
your internal lists opens up the ability for you to then focus on what you need
to be doing. So if you’re friend procrastination keeps popping up making you
feel bad about all the other tasks you have on your plate, invite him over for
a shortened amount of time and have a go. Beware though! This can easily be a
trap of busyness trying to pretend it is productivity. You’re going to feel
really great about your list and you will easily think you’ve been productive.
You haven’t! Not until you start scratching some of those things off the list.
The above is at the most basic and immediate level. If you’re ready for the
Serena leap, which involves prioritizing your top three tasks daily and weekly
and staying aligned. This is in part taking your massive brain dump and
starting to determine how much time, energy and attention you will spend
towards your highest and lowest return tasks. Now you’re balancing your time on
what youreally want to accomplish. Future self for the win.
(Again!)
It is
important to reflect on your productivity and to consider opportunities to make
changes or improvements, but don’t let that come at the price of actually not
accomplishing anything. I am going to sneak in one last actionable
recommendation and that is to pay attention. Be mindful of what you’re doing,
how you’re doing it, and what the impacts are. If you’ve got a good thing going,
keep it going. But if you don’t, then you have to change it up and I don’t just
mean talking about working smarter strategies. By paying attention,
externalizing your tasks and doing the work in a focused time you will with no
doubt see results in your accomplishments. Because challenges are fun, I am
going to add one more and that is to pick one of the actionable tools provided
and try it in the next 24 hours and write down the top three benefits and, most
importantly, what you were able to accomplish as a result.
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