{"id":1510,"date":"2020-07-28T13:13:25","date_gmt":"2020-07-28T13:13:25","guid":{"rendered":"http:\/\/keithjlang.com\/?p=1510"},"modified":"2023-03-10T13:26:00","modified_gmt":"2023-03-10T13:26:00","slug":"get-stuff-done","status":"publish","type":"post","link":"https:\/\/keithjlang.com\/get-stuff-done\/","title":{"rendered":"Get Stuff Done – My Productivity Hacks For Work"},"content":{"rendered":"\n

Bloggers, far hipper than I, call the process of working efficiently and being hyper-productive Getting stuff done<\/strong> or getting sh*t done<\/strong> (GSD). Getting stuff done is about following processes, removing distractions, and being mindful about your intentions. Do you truly<\/em> want to get more work done? Are you willing to sacrifice some addictive apps and habits to make that happen? This is how I get more done without working more.<\/p>\n\n\n\n

Productivity is a huge topic these days (in fact, it's trending). I believe most of this mania for more productivity comes from our always-on lifestyles. Look around and see people<\/a> achieving so much in so little time. Overnight success stories just leech out of every social media channel and blog. And here's how they did it! Sorry, I don't buy a lot of this stuff.\u00a0<\/p>\n\n\n\n

Let's get started with some practical time management and productivity tips for real people.<\/p>\n\n\n\n

Over-Optimization and Counter-productivity<\/h2>\n\n\n\n

There comes a point where the search for productivity makes you less, well, productive. For example, when we waste time looking for the absolute best solution for a small problem, we have less time to spend on important goals.<\/p>\n\n\n\n

Let\u2019s say you have a Customer Relationship Management tool<\/a> that works well, but lacks a few features. These features could save you a few minutes every day. Before exploring the latest CRM options and sinking time and money into changing platforms, ask if you could avoid spending time in the search for the perfect solution<\/strong> and just work on something else. In the end, do you want to make more money or have a faster software package?<\/p>\n\n\n\n

Now if you enjoy looking at software, trying out new things, and learning how to use new products, go for it. But don\u2019t kid yourself that it\u2019s part of work. Consider it after-hours stuff. <\/p>\n\n\n\n

Marketing's Shiny Objects<\/h2>\n\n\n\n

In the marketing world, where I spend a lot of time, new products come and go all the time. We're always looking for the latest and greatest tool. Marketers market<\/em> to each other. And when it comes to new toys, it works. <\/p>\n\n\n\n

Sometimes sticking with what you already have is how to get stuff done.<\/p>\n\n\n\n

A Workplace for Work<\/h2>\n\n\n\n

Make your work environment somewhere to get work done. Duh! <\/p>\n\n\n\n

Remove clutter, non-work-related<\/g> distractions, and environmental factors that hinder work progress. Your office or workspace doesn't have to be a monastery, but it should be created to help you produce work. It should be comfortable and it should be welcoming.<\/p>\n\n\n\n

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Sometimes sticking with what you already have is the most productive choice.<\/p>\n<\/blockquote>\n\n\n\n

Like software choices, we can optimize<\/g> our workspaces. But I\u2019m more interested in making a Minimum Viable Solution<\/strong>. MVS is my version of the MVP<\/a> term used by startups. MVP stands for minimum viable product and refers to a version of software or service that gets the job done without complex or expensive development costs. <\/p>\n\n\n\n

With MVS<\/g>, the same principle applies. Create a solution that allows you to get work done and allows you to thrive<\/strong>. <\/p>\n\n\n\n

Add to the solution slowly. Figure out what works and add and remove in small increments after that. <\/p>\n\n\n\n

Imagine sinking time and energy into a state-of-the-art work facility with specialized lighting, soundproofing, standing desks, and dehumidifiers, only to discover you feel distracted there. The problem is that it could be something small but difficult to discern that prevents you from producing your best work. <\/p>\n\n\n\n

Small changes make the process of constant testing and evaluating easier.<\/p>\n\n\n\n

Solo Time<\/h2>\n\n\n\n

Interruptions are one of the biggest productivity killers<\/strong>. And I know from experience that working in an office can be a challenge. When you\u2019re accessible, you start to expect interruptions. When anyone can walk up and chat with you, they will.<\/p>\n\n\n\n

Without noise canceling<\/g> headphones, the chat or loud conversations of your colleagues can be distracting. Once I worked in an open-plan office with a guy who seemed to make it his priority every day to distract the whole office, for at least half the day. It occurred to me that if management fired this guy, productivity levels would soar, despite having one less person on the team.<\/p>\n\n\n\n

If you\u2019re the kind of person that gets distracted easily, or you can\u2019t get back into the groove once interrupted, avoid the open office work environment. If you want to get real work done, avoid the open office plan<\/strong>. <\/p>\n\n\n\n

Work with a closed door. It doesn\u2019t have to be an anti-social statement. You can be social and open to random chats. But make it clear to everyone that you\u2019ve got time to chat. When you display an open-door policy, people take you up on the offer. The biggest airbags in any company are the ones that want to chat the most. Empty vessels make the most noise and all that.<\/p>\n\n\n\n

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When you display an open-door policy, people take you up on the offer<\/p>\n<\/blockquote>\n\n\n\n

Coworking spaces are an exception. As many coworking venues host solo entrepreneurs, small businesses, and teams from different companies, there\u2019s less chance someone will just tap you on the shoulder. If you want to have a chat or do some networking (one of the main draws of coworking), use the break times, the lunchroom, the smoking section, or any other place where you have an excuse to connect but you\u2019re not interrupting someone or being interrupted.<\/p>\n\n\n\n

Focus Apps<\/h2>\n\n\n\n

Did you know that some apps are designed not to demand your attention 24\/7? Yeah, I know. <\/p>\n\n\n\n

Noisli<\/strong><\/p>\n\n\n\n

Noisli<\/a> is a favorite tool for helping me stay focused on work<\/strong> and keeping distractions away. It\u2019s simple and to the point. The interface hasn\u2019t changed in years but it was perfect in the first place. So why change?<\/p>\n\n\n\n

Here's how it works. Open the Noisli.com website, download the Chrome extension or install the phone app and click a sound icon. Choose from rain, wind, nature sounds, birds chirping, water flowing, and many others. Combine them and adjust the volume for a perfect fit. Slip away into a tranquil forest with just the hint of rain. Perfect for zoning in (or out).<\/p>\n\n\n\n

Some people work well with the sound of rain and thunder in the background. This helps by tricking my mind into believing that nothing interesting is going on outside without me. And I accept that I wouldn\u2019t want to be there either. Back to work.<\/p>\n\n\n\n

The App is no longer free on mobile but the desktop version is still free to use. <\/p>\n\n\n\n

Brain.fm<\/strong><\/p>\n\n\n\n

Brain.fm is a tool for placing your brain firmly into the zone<\/em>. The concept is simple but uses a bit of heavy science to make it work. Brain.fm enhances focus through “AI-generated music” built by scientists and musicians. Acoustic modulation<\/em> and 3D spatialisation<\/em> (best to listen for yourself) are the techniques used to induce a state of concentration, relaxation, or sleep, depending on your goal. <\/p>\n\n\n\n

What does it sound like?<\/p>\n\n\n\n

It\u2019s not something you\u2019d stomp your feet to and definitely not music you\u2019d want to play at a party, but that\u2019s the point. The music is not the focal point. It\u2019s supposed to help you focus on the topic at hand.<\/p>\n\n\n\n

Coffivity<\/strong><\/p>\n\n\n\n

An alternative to Noisli, Coffivity<\/a> focuses on coffee shop sounds. I find the background chat and clinking of coffee cups relaxing. It\u2019s as if you're with people, but won\u2019t be distracted by them. We're social animals<\/strong> and we crave company. So this is a mental trick to get the best of both worlds. <\/p>\n\n\n\n

Website and app blockers<\/h2>\n\n\n\n

Site blockers like the Freedom app and Chrome plugins like Site Block<\/a> let you disable access to distractions. Planning on quickly checking your Facebook feed in between writing papers? You know that your “quick” check on Facebook can turn into 5 hours of unproductive, energy-sapping time-wasting<\/strong>. So why not just block the temptation? No excuses. <\/p>\n\n\n\n

Internet forums, once so popular and useful, seem to have morphed into Facebook groups. With the exception of Reddit subreddits, it\u2019s the place to go for the\u00a0content we consumed on Forums 10 years ago.<\/p>\n\n\n\n

I\u2019ll wager that most people\u2019s Facebook news feeds display terribly unimportant \u2018viral\u2019 videos, photos of the children of people they hardly know, and ads. Would you miss it? I guarantee you will save hours every week by installing this plugin. And you won\u2019t miss it.<\/p>\n\n\n\n

“App-ocalypse<\/g>“<\/h2>\n\n\n\n

Remove Instagram, Facebook, Twitter, and whatever other social media platform you use from your phone. Drastic? Maybe. Useful? Absolutely. <\/p>\n\n\n\n

Imagine all the time you will spend thinking<\/em><\/strong> (remember that?) instead of scrolling through feeds of people faking it for likes. <\/p>\n\n\n\n

When you force yourself to only use these apps on desktop<\/g>, you spend a lot less time on them, freeing up valuable hours for real work, friends, family, and your own personal interests. <\/p>\n\n\n\n

I did this. and I have to say, there\u2019s no looking back. <\/p>\n\n\n\n

Pomodoro and Short work periods<\/h2>\n\n\n\n

There are two trains of thought here.
Nat Eliason, a clever guy with an awesome blog<\/a>, believes that if you have to take regular breaks, then you\u2019re not engaged enough and you need to work on something else.<\/p>\n\n\n\n

Others believe that short periods of work followed by a very short period of rest and brain resetting<\/strong> is more effective. <\/p>\n\n\n\n

Does the Pomodoro technique work?<\/strong><\/p>\n\n\n\n

There are countless blog posts about the Pomodoro technique showing how it's an effective technique for many people. But it's not for everyone. I believe it works, but only under certain circumstances. There is research to show that humans are incapable of concentrating for longer than 25 minutes.  On the other hand, Cal Newport<\/strong>, author of Deep Work<\/a> has a few things to say about taking breaks<\/a> and setting Pomodoro timers that are worth reading.<\/p>\n\n\n\n

The only way to know if a sprints-and-breaks-type methodology works for you is through experimentation. <\/strong>The results are subjective, but if the timer interrupts your flow when you\u2019re writing, ditch it. But boring excel spreadsheet work calls for a break every 20 minutes or so, to refresh your weary brain. In this case, Pomodoro could be what you need. <\/p>\n\n\n\n

Don\u2019t use Pomodoro as a crutch and don't use it as the<\/em> answer to getting stuff done.<\/p>\n\n\n\n

Systems – Make it simple, stupid! <\/h2>\n\n\n\n

I\u2019m guilty of spending hours trying to find the best systems, the coolest tricks, and the nicest-looking software to help me be more productive and build systems to maintain this productivity. More often than not, this research fails to discover me the best way to do things.<\/p>\n\n\n\n

What happens is that simple processes I'd already been doing continue to be part of my routine. <\/p>\n\n\n\n

If you're familiar with productivity apps<\/strong> and task management tools<\/strong> (which I lump together as similar categories), you'll have heard of Trello<\/a>. It's one of the simplest task management tools. And it's free. So it's widely used in personal and business situations. <\/p>\n\n\n\n

There are better tools than Trello, but the app does a few things really well. It has a simple but intuitive interface that almost anyone can learn to use in minutes. Whenever I try a new app, I get excited and then abandon it shortly afterward. Why? The usual reason is that they are not simple enough<\/strong>. <\/p>\n\n\n\n

Todoist<\/a> is another great “to do list” tool that I love for notes and quick tasks. It\u2019s not perfect, and there are more sophisticated tools out there. But guess what? It does what it claims to do: makes task management easier. <\/p>\n\n\n\n

Apart from those two apps, I use a physical notepad. A good old-fashioned pen and paper. I love the little (tiny) kick of dopamine (I guess) that I get from running a line through a task on my paper to-do list. <\/p>\n\n\n\n

Use Alfred<\/a> to speed up your workflow on a mac. It's a real timesaver and energy saver.<\/p>\n\n\n\n

Other Free and simple tools for project planning<\/h3>\n\n\n\n

The goal here is simplicity. There are bigger, better, more complicated, more complex tools out there that tackle the same problems but simplicity is beautiful and practical.<\/p>\n\n\n\n