The Zeigarnik effect

To set reasonable goals make a list for high-energy days and another for when you are reluctant to work. Both lists should follow an “if/then” model.

The first lists should have the more involved tasks, while the second list should feature more mindless tasks like cleaning out your inbox, organizing your desk, or even napping.

1. Has items that are both urgent and important, is to be tackled immediately.
2. Items that are important but not urgent, can be scheduled for a later time.
3. Tasks deemed urgent but not important can be delegated to others if possible
4. Tasks that are neither urgent nor important should be crossed off the list altogether.

Rather than trying to work flat-out, break down your day into a series of work-sprints with a short rest period after each session.

Set a timer for 25 min and focus exclusively on your work for that time, take a 5 min break, and repeat.

Some people find that taking a 5 min break destroys their flow. But it does help to break long complex tasks into a series on manageable sprints.

The 2-minute rule is a strategy for quickly assessing and taking action on small tasks so they don’t take up too much mental energy.

Ask yourself if a task is going to take you 2 minutes or less. If so, just do it.

Is our tendency to overestimate the odds of our own success compared to other people's. 

Overly optimistic predictions can be dangerous, leading us to waste time and resources pursuing unrealistic goals. In the real world of business, things don't always work out for the best, and it serves us well to know when conditions are not on our side.

• Be skeptical of your own rosy expectations for your work. 
• Assume projects will be more difficult and more expensive than you initially think they will. 
• Don't trust your good ideas to manifest through positive thinking - be ready to fight for them.
• Trust the numbers. Numbers are firm but fair, and getting intimate with your business's cash flow can help you make more rational decisions.

• Collect: Get ideas and to-dos out of your brain and onto a list.
• Process: Review your list daily and decide how to act on each item.
• Plan: Pick a few high priority items to accomplish each week and every day.
• Do: Schedule time to accomplish your selected to-dos without interruptions.

To clear your mind and improve focus, get your ideas and to-dos out of your mind and onto a list. 

Documenting to-dos in the moment lessens the likelihood that you'll forget to do something and gives you a master list of to-dos to reference when you're trying to decide where to direct your time.

The structure of most working environments punishes people for efficiency and rewards them for looking busy. We need to shift our focus from the number of hours spent on something to the quality generated.

To make a 3-hour workday feasible, design the right environment to make it possible.

• Behavior is the result of environment. If you have many apps open, you’ll be more likely to be distracted.
• Eliminate the need for willpower. Think of willpower like a bank balance. For every decision you make, you spend a unit. Design the right environment, so you avoid depleting all of your willpower.

• Choose one task that is going to be the focus of your day, even if it does not fill your whole day.
• Write it on a Post-it note and stick it to your laptop.
• Look at this note when your mind begins to wander.

You'll find it is usually the thing you least want to do. It is not a meaningless errand or tedious office task. It's a significant item that will make you feel more fulfilled.