Extreme Productivity

Productivity isn’t about working harder or longer—it’s about working smarter and achieving more in less time.

1. Plan for the Long Term by Breaking Down Goals

Long-term success starts with clear planning. To avoid feeling overwhelmed, divide your tasks into three categories: aims, objectives, and targets. Aims are your big-picture goals that take years to achieve, objectives are medium-term projects spanning months, and targets are short-term tasks that can be completed in weeks or days.

By organizing your work this way, you can prioritize effectively. For example, if your aim is to become a senior executive, your objectives might include leading a major project or expanding your professional network. Your targets could involve writing a report or scheduling meetings with key stakeholders. This structure ensures that your daily tasks align with your larger ambitions.

It’s also important to focus on tasks that benefit both you and your employer. For instance, if you want to improve your industry knowledge and your boss wants you to rebrand a product line, prioritize the rebranding first. This approach builds trust and ensures mutual success.

Examples

• A five-year aim to become a department head can include objectives like completing leadership training and targets like presenting at team meetings.
• Rebranding a product line (objective) can be broken into smaller tasks like designing a logo (target).
• Tracking your daily activities can reveal time wasted on low-priority tasks, like unnecessary meetings.

2. Beat Procrastination with Mini-Deadlines

Procrastination often stems from feeling overwhelmed by large tasks. The solution? Break big projects into smaller, manageable chunks and set mini-deadlines for each. This creates a sense of urgency without the last-minute panic.

For example, if you need to write a 6,000-word report in four weeks, divide it into three 2,000-word sections. Dedicate the final week to editing and polishing. This method keeps you on track and ensures steady progress. Sharing your deadlines with others, like your boss, adds accountability and motivates you to stay on schedule.

Rewarding yourself after meeting each mini-deadline can also keep you motivated. Whether it’s a nice meal or a short break, these rewards reinforce positive habits and make the process more enjoyable.

Examples

• Writing a report in weekly sections prevents last-minute stress.
• Telling your boss about your deadlines ensures accountability.
• Treating yourself to a coffee break after completing a task boosts morale.

3. Handle Small Tasks Quickly and Efficiently

Small, low-priority tasks can eat up your time if you let them. To avoid this, tackle them quickly and move on. The OHIO principle—Only Handle It Once—can help. When you receive a task, decide immediately whether to act on it, delegate it, or discard it.

For instance, if you get an email about a conference, check your schedule and decide right away whether to attend. This prevents you from revisiting the same task multiple times. Additionally, avoid perfectionism for minor tasks. Save your best efforts for high-priority work that truly matters.

By handling small tasks efficiently, you free up time and energy for more important projects. This approach keeps your workload manageable and your focus sharp.

Examples

• Responding to emails immediately avoids wasting time rereading them later.
• Quickly deciding whether to attend a meeting saves mental energy.
• Skimming through a low-priority report instead of perfecting it allows you to focus on bigger goals.

4. Structure Your Writing for Clarity and Speed

Writing can be a time-consuming process, but adding structure can make it faster and more effective. Start by brainstorming ideas, then group them into categories, and finally create an outline. This method ensures your writing is organized and easy to follow.

For example, if you’re writing a proposal to make your company more eco-friendly, brainstorm ideas like energy savings, brand image, and waste reduction. Group these into categories such as financial benefits, environmental impact, and company values. Then, outline your proposal with an introduction, main points, and conclusion.

Quiet, focused time is also essential for efficient writing. Find a distraction-free environment, whether it’s early in the morning, late at night, or during travel. This allows you to concentrate fully and produce high-quality work.

Examples

• Brainstorming ideas for a report ensures no key points are missed.
• Categorizing ideas into sections like “costs” and “benefits” creates a logical flow.
• Writing during quiet hours, like early mornings, minimizes distractions.

5. Focus on Results, Not Hours

The value of your work lies in its quality, not the time you spend on it. A well-prepared report written in three hours is far more valuable than a rushed, poorly planned one that takes eight hours. Focus on delivering excellent results efficiently.

This mindset challenges the traditional culture of long hours. Many workplaces still equate productivity with time spent at the desk, but this approach is outdated. Instead, prioritize preparation and focus to achieve better outcomes in less time.

By emphasizing results over hours, you can also create a healthier work-life balance. This benefits both you and your organization, as happier employees are often more productive.

Examples

• A three-hour report with clear data and insights is more effective than an eight-hour rushed draft.
• Preparing for a presentation in advance leads to better delivery and less stress.
• Avoiding overtime allows you to recharge and return to work with fresh energy.

6. Tackle Perfectionism in Low-Stakes Tasks

Perfectionism can be a productivity killer, especially for tasks that don’t require it. Save your attention to detail for high-impact projects and adopt a “good enough” approach for smaller tasks.

For example, when responding to routine emails, focus on clarity and brevity rather than crafting the perfect message. Similarly, when preparing internal documents, prioritize speed over perfection if they won’t be widely reviewed.

This approach ensures you spend your time where it matters most. By letting go of perfectionism for minor tasks, you can focus your energy on work that truly makes a difference.

Examples

• Sending a quick, clear email instead of overthinking the wording saves time.
• Skimming a low-priority report instead of perfecting it allows you to focus on bigger goals.
• Drafting a simple internal memo quickly frees up time for strategic planning.

7. Protect Your Personal Time

Work-life balance is essential for long-term productivity. Set boundaries to ensure you have time for family, hobbies, and relaxation. For example, commit to leaving the office by a certain time each day and stick to it.

If urgent work arises, negotiate with your boss to complete it from home or come in early the next day. Building trust with your employer is key to maintaining this balance. When you consistently deliver results, your boss is more likely to respect your boundaries.

Spending quality time with loved ones not only improves your personal life but also recharges you for work. This balance creates a positive cycle of productivity and well-being.

Examples

• Setting a rule to leave work by 6 p.m. ensures time for family dinners.
• Negotiating flexible hours allows you to attend important personal events.
• Building trust with your boss makes it easier to maintain work-life balance.

8. Create Accountability to Stay on Track

Accountability is a powerful motivator. Share your goals and deadlines with others to create external pressure. For example, tell your boss about your project timeline or invite them to a calendar event for your deadline.

This approach keeps you focused and ensures you meet your commitments. It also builds trust with your colleagues and supervisors, as they see you consistently delivering on your promises.

Rewarding yourself after meeting deadlines can further reinforce this habit. Whether it’s a small treat or a relaxing evening, these rewards make the process more enjoyable and sustainable.

Examples

• Sharing your project timeline with your boss ensures accountability.
• Inviting colleagues to a deadline reminder keeps everyone aligned.
• Treating yourself to a movie night after completing a big task boosts motivation.

9. Choose Flexibility Over Rigid Hours

Flexible work arrangements can significantly improve productivity and job satisfaction. If your workplace allows it, take advantage of options like remote work or adjustable hours. This flexibility lets you adapt your schedule to personal needs without sacrificing performance.

For example, if you’re more focused in the morning, start work earlier and finish earlier. Or, if you need to attend a family event, adjust your hours to make it possible. Flexibility also helps you handle unexpected situations, like a sick child or a last-minute appointment.

By prioritizing results over rigid schedules, you can create a work environment that supports both productivity and personal well-being.

Examples

• Starting work early to match your peak focus hours boosts efficiency.
• Adjusting your schedule for a family event maintains work-life balance.
• Remote work options allow you to stay productive during personal emergencies.

Takeaways

1. Break large tasks into smaller steps with mini-deadlines to stay on track and avoid procrastination.
2. Use the OHIO principle to handle small tasks quickly and free up time for bigger priorities.
3. Set clear boundaries to protect your personal time and maintain a healthy work-life balance.