Productivity 101

Sometimes flow is far from available in my life. You are running around like crazy or just without the right amount of energy to get things done. The funny part is that although this has happened to me for the last week my GTD system is still in place. I have even added next actions and projects.

In fact, all my lists are in place, I just need to review them and start doing. Even though the lists don’t become shorter I still have a clear head. So, what’s the thing here?

Being productive isn’t primarily about the amount of stuff you can handle. It is about being clear about your focus and values. Being seemingly unproductive for over a week isn’t that bad at all. I have spent a lot of time thinking about bigger pictures, about some decisions I had to make and spent time with my family.

I didn’t do a lot of Next Actions and I didn’t finish one single project. But now I can tick off one, Maintain blog / write blog item about unproductive week.

written by Fokke

You cannot perform constantly at a high level. People are designed to have regular time off. We need time to relax, with no obligations, schedules and todo lists. Having a sabbath is a good practice that has a reason.

For a break to be effective we don’t need a sabbatical of several months. I think a sabbath can also be a short walk in the park. Or for that matter a power nap just at your desk!

I have noticed lately that I have been neglecting the need in my life for regular short and longer breaks. I need a full day a week to unhook and do completely other things than work. But also during the week I need small breaks, some are 5 of 10 minutes, sometimes I take longer breaks.

The need for regular breaks from work and life routine is a way for me to stay productive. It also ensures me that my life is more meaningful. Too often I have found out too late that running around like crazy actually takes more energy and gets less done.

So to be practical, here are a couple of things that help me stay productive:

- 4 days a week I take a walk, four times a day, for about 15 minutes. In the morning first to the train and then from the train to the office. In the afternoon the same routine but then in reverse order.

- I try to read a book a week. I have found out that even work related books and magazines function as short breaks for me. It is relaxing to read.

- As funny as it may seem but the Weekly Review is also a break, because it helps me to get all the mundane stuff in my life in perspective.

- The Sunday morning service in church is a valuable moment every week where I can reflect and sit down for an hour and a half.

- Every quarter I try to be a full day out of office with just a notebook and a pencil. I go to the beach, to the woods or to a city just to retract from all my obligations and take time to write about the bigger picture in my life.

As you can see, most of the short breaks are not that difficult to blend in your daily routine. Just by commuting I get about 60 minutes of exercise, no planning involved.

I would encourage you to look for ways to make time for short breaks in your daily routine so that you stay productive in life and work.

written by Fokke \\ tags: Personal

I have a week off, it’s great. Lots of time to spend with my family. Doing family things, not work things. I have restarted this blog just this last couple of days and ideas and things to write about are running through my mind almost 24/7.

One of the great benefits I have started to experience after starting with Getting Things Done is the idea of always having an UCD aka Ubiquitous Capturing Device. Most of the time I carry two, a digital one and a analog one. The digital one is my Treo 680 mobile phone. It is running Palm OS that I have been using for a lot of years now. I have a little Desk Accessory installed, called TodoDA. With just one button click I can enter a task really quickly.

Within seconds the idea is from my mind into my trusted system. I use this one most of the time. For brainstorming and when I am at my desk and ideas start to pour in, I use a simple notepad and a pencil.

To give you an idea, only today during a lovely visit to a railroad museum with a nice dinner after the visit I collected more than a dozen things. They just pop up and now they are in my system. About three of the ideas of today are actually ideas for topics to write about here, so stay tuned.

written by Fokke \\ tags: GTD, Personal