Mastering Productivity: Strategies to Align Your Goals
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Chapter 1: The Importance of Organization
In today's fast-paced world, the ability to get things done efficiently is crucial. We often hear the excuse, "I don’t have time," used to justify procrastination. How many of us have said, "I can’t go to the gym," or "I don’t have time to learn something new," while simultaneously scrolling through social media for hours? Ironically, we often find time for unproductive activities, yet claim we lack the time for endeavors that truly enrich our lives.
Statistics reveal that adults spend an average of 2 hours and 31 minutes daily on social media alone, according to Techjury. Imagine if we redirected that time towards activities that enhance our well-being, intelligence, fitness, and connections. Living with intention means living a more fulfilling life.
This brings us to the concept of time management, which can be viewed as a superpower. My journey with time management has been shaped by personal experiences, including losing my father at a young age and frequently relocating. This has instilled in me a strong awareness of the value of time—something far more precious than money.
Thanks to this mindset, I've accomplished various milestones, from mastering six languages to completing an Ironman triathlon and visiting over 50 countries. A bucket list is meaningless without tangible accomplishments.
Over the past ten months, I've authored three books (the latest is in editing), launched a newsletter, established a website, and started a consulting business. I've also participated in 15 podcasts and co-hosted 17 LinkedIn Live sessions. All of this has been balanced alongside daily exercise and raising two young daughters. Some may label this as talent, but I attribute it to effective time management, focus, and consistency.
1. Identify Your Non-Negotiables
To be effective, it's essential to understand what truly matters to you. What do you need to thrive? For me, a good night’s sleep is paramount. I track my sleep patterns with a device called Oura, although you don’t need fancy gadgets—prioritizing rest is crucial.
Fitness is non-negotiable; unless I'm unwell, I never skip a workout. Even on rest days, I engage in active recovery activities such as brisk walking or stretching. I utilize an app called Strava to log my workouts and connect with friends. Feel free to join me there if you need motivation!
Family time is vital for my happiness. I once held a prestigious job that had me traveling to luxurious hotels, yet I found myself increasingly unhappy, seeing my daughters only before bedtime. The sentiment, "Twenty years from now, the only people who will remember how hard you worked are your children," resonated deeply with me. Now, I prioritize putting them to bed each night.
I've willingly let go of a vibrant social life and events like music festivals and art shows. While I miss them, I acknowledge my current priorities must take precedence. Recognizing that priorities shift over time is essential; it’s an ongoing process.
2. Eliminate Distractions
Social media can be a double-edged sword. It has been instrumental in building my business through LinkedIn, yet it also presents a significant distraction.
The video, "The Power of Getting Your Ducks in a Row," underscores the importance of focus and intention in our daily lives.
Because my work and passion revolve around writing and content creation, I spend considerable time on Medium and LinkedIn. I've consciously decided to prioritize these platforms over others like Facebook and Instagram, and surprisingly, I don’t miss them. Often, I forget they even exist, which is a relief.
In our digital age, we shouldn't isolate ourselves, but selectively choosing which platforms to engage with can significantly boost our productivity. For example, placing my phone in another room while I work has proven to be a simple yet effective way to limit distractions. Use technology to empower you, not to divert your attention.
3. Distinguishing Urgent from Important
Understanding the difference between urgent and important tasks can be transformative. I used to find myself consumed by urgent matters—last-minute requests and looming deadlines—turning my life into a continuous cycle of fire-fighting.
While urgent tasks must be addressed, they shouldn't blind us to what’s genuinely important. For me, critical tasks often involve mundane administrative chores that distract from strategic thinking and personal development. I refer to this as the "zoom-out" exercise—taking a step back to evaluate the bigger picture instead of getting lost in daily minutiae.
This year, I hired a writing mentor. Is it urgent? Absolutely not, as there’s no deadline. But is it important? Without a doubt! Investing in my growth is essential for advancing my writing career.
Prioritize your personal development by seeking mentors, coaches, and opportunities for growth in all aspects of life: mental, physical, emotional, and spiritual. Unfortunately, these often get pushed aside when urgent matters arise.
4. Embracing Focus with the Pomodoro Technique
The Pomodoro Technique is a well-known method for enhancing focus. The original model suggests working for 30 minutes followed by a short break. While I support this concept, I believe it can be adapted to individual needs. Each person is unique, and what works for one may not work for another.
Personally, I find that 90 minutes of focused work followed by a break yields the best results for me. Others may thrive with longer or more frequent breaks. Regardless, the principle remains: optimize your performance by finding your rhythm.
5. Incorporate Daily Exercise
To boost productivity, make time for physical activity. It may seem counterintuitive, but dedicating time to exercise significantly enhances mental performance. Often, I begin my runs contemplating a problem and finish with newfound clarity and solutions.
During my runs, I prefer silence—no music or podcasts—using this time for deep reflection. Many of my Medium articles are conceived during these moments.
6. Mastering the Art of Saying No
As someone who tends to please others, I find it challenging to decline invitations. Daily, I receive messages on LinkedIn asking for quick calls or feedback on articles. While I appreciate the intention, my working hours are dedicated to my business.
Supporting others is important, and I do so through comments and my publication, "A Smiling World." However, it’s perfectly acceptable to politely decline invitations that don’t align with your goals or interests.
7. Develop Efficient Processes: Batch-Write and Repurpose Content
Creating processes is key to achieving efficiency in any task, from cooking to studying. In content creation, repurposing is a valuable strategy when done thoughtfully. Many creators fall into the trap of lazy duplication, leading to equally uninspired results.
For instance, you can transform a LinkedIn post into a Medium article, but it requires careful reformatting and a change in tone. My newsletter draws content from my book, sharing one chapter weekly while inviting readers to explore more. I ensure it remains engaging through visuals and a conversational tone.
8. Automate and Pre-Schedule Tasks
While I don't heavily rely on pre-scheduling, I ensure my newsletter is ready by Thursday for a Saturday release, minimizing disruptions to my workflow. I occasionally pre-schedule LinkedIn and Medium posts during busy weeks or travel days, such as my upcoming trip to Australia.
While I enjoy organic writing, I strategically use scheduling to fill gaps when necessary.
Sharing the Journey Ahead
In the coming weeks, I'll be traveling from Hong Kong to Australia, Spain, France, and back. One of my key objectives is to maintain productivity while on the move—whether in flight or waiting at airports. My upcoming newsletter will focus on self-improvement, and I invite you to join me on this journey by subscribing for free.
Looking forward to seeing you in Australia!
The video "Your Entire Life Will Grow When You Get Your Ducks In A Row" emphasizes the transformative power of organization and intentional living.