One of the little understood clues to increasing your productivity is to do fewer things. Seems somewhat paradoxical but when you think about it, you can focus on doing the most important things well when you aren’t trying to do everything all at once.
Reference the three “R’s” of productivity to identify and eliminate the unimportant distractions that eat up your time and energy.
You don’t have to do everything that’s on your to-do list. It’s a good idea to get in the habit of reviewing your list daily to prioritize the most important tasks but also to determine if there are things on your list that aren’t important or no longer need attention. Keep in mind that it’s OK to remove items from your list. If they truly are important, they will come back around. If there’s a task that’s been lingering on your list for over two weeks, that’s a sign that perhaps it really isn’t that important and can be removed.
Before you begin a task, see if there’s something you have already created that you can leverage. For example, a proposal or press release that you’ve already written can often be repurposed. Also, before you create a new document or presentation look for templates to help you get started. Microsoft has a large library of templates available for their products. Also, you’ll be surprised how many free templates are available online so do a quick search to see what you can find and use. There’s no point in trying to re-invent the wheel if the heavy lifting has already been done and is readily available.
Just because you can get something done, doesn’t mean that you should always be the one to do it. Think critically about the tasks that can easily be handled by someone else to free up your own time. Often it feels like it is just easier to just do ahead and complete tasks by yourself to ensure that they are complete and done correctly. However, we don’t think about the opportunity cost of what doesn’t get done during that time. Could your time be better spent? Keep in mind John C. Maxwell’s advice:
“If something can be done 80% as well by someone else, delegate.”
TRY THIS OUT: Look at your to-do list. Which things on your list don’t need to be done? Think about which items can be removed or reassigned? See what already exists that you can leverage that might reduce the amount of time you need to spend on it. Cleansing and curating your list is just as important as creating one.
After 25 years in the corporate world, working at Lotus Development, Ernst & Young, The Weather Channel and Play On! Sports, Monisha Longacre has founded her own company, Productivity101 and created priorigami: the art of productivity. Her mission is to provide simple, actionable and easy-to-use tools to help busy adults track, prioritize and complete tasks, to better manage their time and become more productive. She designed priorigami to be the "Fitbit" for productivity to help people lead more meaningful lives.