Make Productivity a Habit with Zen to Done
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It's a productivity system that teaches how to take a simple approach to improving your productivity, by encouraging you to focus on forming one productivity-boosting habit at a time.
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.
For your to-do list:
...says that when working on big rocks (the most important tasks), you need to minimize distractions as much as possible.
You're more likely to complete small tasks in a single working session, and more likely to make better progress on big tasks/projects that you need to work on over multiple sessions.
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It means deciding not to do things you'd really like to do. It also means deciding what's the most important task even when everything on your list feels crucial.
But if you can prioritize...
To-dos arrive from a variety of sources. Your boss sends you an email, you get a Slack message from IT, a bill arrives in the mail, or a coworker asks for a favor in the hallway.
In order to prioritize your task list efficiently, you need a master to-do list that contains all of the tasks you need to prioritize and complete from all of those sources.
Go through your list, review each task, and decide what you want to do with it. You have 4 options:
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GTD is a productivity method for organizing your to-dos, priorities, and schedule in a way that makes them all manageable.
Its 5 principles are:
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If you focus on getting the small stuff done but not the big stuff, or switch between tasks all the time, you’ll be less effective.
Pick one important thing to focus on at a time and learn to evaluate what tasks and projects are of higher value to you.
It's best done by focusing on the smallest first step and practicing just launching into that.
Pick the tiniest first step, and launch into it.
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Schedule your most important tasks for the time of the day that suits you best.
It doesn't matter if you're not the most productive in the morning. Just find your golden hours and do y...
Start with the small tasks, the ones you can finish in 10 minutes and run through them first.
You’ll feel motivated by the win of knocking out a couple of tasks quickly and ready to handle more serious work.
If the Pomodoro Technique doesn't work for you and you prefer to do tasks from start to finish in one sitting, you should adjust your plan to fit with your focus.
So work until you complete those tasks, and then take a break.
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Time is our precious resource. It is perishable, it is irreplaceable, and it cannot be saved. It can only be reallocated from activities of lower value to activities of higher value.
Your “frog” is your most important task, the one you are most likely to procrastinate on if you don’t do something about it.
If you have two important tasks, start your day with the biggest, hardest, and most important task first. Focus on completing it before you go to the next one.
We tend to confuse activity with accomplishment: we attend endless meetings and make plans, but at the end of the day, no one does the job and gets the results required.
“Failure to execute” is among the biggest problems in organizations today.
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Habits and work systems can produce the best return on your time.
Getting more work done is about knowing what to do, when to do it, and how to get it done in order to maxi...
Urgent but unimportant tasks = distractions.
Urgent tasks put us into constant “reply mode.” Important work is related to planned tasks that move us closer to our goals.
Anytime you are pulled away from your tasks, it takes time to readjust to them when you jump back in (sometimes it can take up to 25 minutes).
Interruptions (notifications, loud noises, social media, checking email etc.) harm your concentration.
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Instead of immediately focusing on email, meetings, and other activities, we would be better off spending the morning doing productive work that requires a higher cognitive capacity (thinkin...
Unlike small, unimportant tasks, the challenge with our most important tasks is that our efforts aren’t immediately rewarded with visible progress.
The key to success here is to break down the big rocks into smaller milestones so that you can feel a sense of progress.
... is a common excuse we tell ourselves to avoid difficult tasks.
Set aside time, jump in and get done what you can. The best step we can take is to simply make a plan and start.
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This works well for the chronic procrastinator: those who say they will do it later and then wonder why it never gets done.
Instead of getting overwhelmed, tackle your to-do l...
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.
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Only around 17 % of people are able to accurately estimate the passage of time.
Using the right tool can help by letting you know exactly how...
Taking scheduled breaks can actually help improve concentration.
Some research has shown that taking short breaks during long tasks helps you to maintain a constant level of performance.
A manageable level of self-imposed stress can actually be helpful in terms of giving us focus and helping us meet our goals.
For open-ended tasks or projects, try giving yourself a deadline, and then stick to it.
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