Productivity System

My system and principles for productivity

A. System:

• (A) Daily planning that assigns time block to each activity
  • Planning the time blocks is important because (i) it forces us to be more realistic with how much time we have (ii) it encourages us to focus on the tasks that are assigned at that time rather than derailing due to distractions, whims, new requests, new urgencies
    • To quote Cal Newport: "People sometimes resist planning at this level of rigor, as it can seem constraining. [...] But many workers who try these techniques find that their lived experience contradicts these fears. The real tyranny is being subjected to the whims of the most apparently urgent task, or of the loudest request in your in-box. With a strong scheduling methodology, you regain some say over how you spend your time."
  • (TBD) What if I do a piece of work and I get into a flow that drives me to keep doing it rather than interrupting it to move on to the next thing?
• (X) (TBD) In what order should I put (and group) the different kinds of tasks daily?
  • (X) (TBD) How to deal with and where (in the time blocks) to allocate the tasks that I do not want to do but are not necessarily that impactful? (e.g. administrative tasks that I tend to procrastinate on)
• (X) (TBD) Morning vs. Afternoon vs. Night Work allocation?
• (A) Dealing with Distractions:
  • Best way is to block them out
    • e.g. have 45min-to-1-hour block from using phone (phone off and/or away) while working, if possible
  • Do not immediately respond to distractions/ requests for attention unless:
    • It's actually urgent (that should not wait 1-3 hours)
    • It doesn't take more than 2 minutes to resolve (make a decision/ respond/ take action)

B. Principles:

• (A+) At any phase in my journey, there should be only one or two work areas that are (i) needed for a substantial long-term achievement (ii) is substantially challenging/ difficult (iii) requires constancy and substantial, focused mental energy. They should be identified and focused on, accordingly
  • Time-wise, at the very least, they could be a 30-day challenge to at least form the muscle/ habit. More often, they can last several months to years
  • Examples:
  • May or may not be an example: Gym strength training
    • Which can be an example if I have a substantial goal e.g. gaining muscle equivalent of 12-15% body weight in 6 months
• (A) Work on a certain task first (or as soon as possible during the day) if:
  • It requires high mental energy (intensity and duration) i.e. it's a difficult task
• Why:
  • (i) Because my energy declines throughout the day
  • (ii) Because my motivation/ will power to do hard things also decline
    • Which means even if I get to do it, I don't have enough motivation/ will power to do it well/ properly
  • (iii) Because the less time left in the day, the more risks come up and the less chance of actually getting the task done:
    • Less time left in general (because what if what I want to do requires 2-3 hours of focus time?)
    • Less chance to get a rather focused block of time
    • More risks of emergencies or near-emergencies
    • Infinite risks of distractions and time sucks
      • E.g. texting, messenger, other communications
      • E.g. from other people (loved ones, friends, acquaintances etc.)
      • E.g. social media, youtube
• This does imply that it requires a certain degree of focus
• It demands constancy
  • Why:
    • (i) Because that's the best way to makes sure it gets the work it demands today
      • Similarly, working out first thing in the morning is one of the best way to build the habit of working out
    • ...
• (X) (TO ADDRESS) What to do when on an important task, and something less long-term important comes up and distracts?
  • It depends on urgency. But the current rule is to resist the urge
    • e.g. if my tenant asks for something while I'm doing something, it's okay to answer them 3-5 hours later unless it's really urgent