When people refer to a lack of productivity, they often point to procrastination and fear. Whether we’re dealing with the challenges of procrastinating on a report we have to write, or a test we need to study for, or a speech we need to deliver. Procrastination can also be a symptom of fear. Fear that we don’t know enough, and that we’re not good enough. Procrastination can also be a product of overwhelm.
Overwhelm can best be described as the normal state of a typical day at work. While it doesn’t seem like a big problem, in and of itself, it can add up to be destructive to your potential. You go down the list of tasks that you need to complete for the day and skip the tough ones like the presentation that’s due next week.
When you compile the number of times these instances have on a daily basis, they can add up to be a disaster in your career.
If you’ve ever felt like you’ve had so much to do that you don’t know where to begin, you’re not alone. Most people think like this every 10 to 15 minutes on a given day. This is as a result of the lack of clarity that we have in the way we process things and how we utilize our working memory. Working memory is a lot like your RAM on your computer. If the RAM is overloaded or it’s trying to process information that isn’t easily digestible, it is unable to quickly prioritize the tasks and move forward, just like your brain.
You can transform the way you handle your daily tasks that will result in an explosion of productivity. This method is fairly simple to implement starting today. When used correctly, you’ll be amazed at how much you can get done in a short amount of time.
Get Everything Done
The method for getting everything done uses the simple idea of allocating concrete blocks of time to tasks throughout the day. It is all about the present moment and helps you to give yourself entirely to the moment, so you can enjoy the process while becoming incredibly productive.
The system is simple. Just list the number of tasks that you need to complete for the day. Beside each of the tasks, assign a block of time in five-minute increments. Follow this with other times in increments of 5 or 26. When you’re done, your list will look something like this:
- Email . . . 5, 26, 26
- Tasks . . . 5, 10
- Report Writing . . . 5, 26, 52
- Break . . . 17
- Presentation . . . 5, 26, 52
After you’ve written your list, you will start down the list, tackling one block at a time. Starting with your email, use a timer to block out five minutes, when the timer goes off, move onto the next tasks for five minutes. When you reach the bottom of your list, go back to the top of your list and start again using the next time increment.
The five-minute increments are the key to making the process work. They serve to provide you with the momentum that is critical before you start the 26-minute period where you get the majority of your work done. When you follow this rule, you’ll be shocked by how much you can get done.
This process will solve two problems for you. First, it eliminates the tendency for you to attack the easy tasks first. Second, it gets you engaged in all of the functions that you need to complete that day. The time limit imposed on the functions helps you to focus your attention on the task at hand. By setting yourself up to focus on a specific work in this way, allows you to get much more done within the timeframe.
Laser-like Focus
When you have to set a timer, something magical happens. It serves to eliminate your tendency to be a perfectionist and helps you to focus like no other tool can. When you have an open block of time and have 15 tasks on your list, you probably have the tendency, like so many others, to avoid the more complex tasks, knocking out the easier tasks first. This leaves you little time to handle or tackle the more complex challenge that you might face during the day.
However, by implementing the five-minute block method, the system overrules your natural tendency to move away from more difficult and complicated tasks. It helps you to overcome the initial fear and apprehension that is a natural part of challenging projects. It also helps you to eliminate the overwhelm that happens.
The other positive side effect of implementing this method is the laser-like focus it provides you. You become more focused on the task at hand and eliminate the noise in your mind as you go through each task. It becomes a great way to leverage your time by forcing you to focus on the here and now. Both the pressure of getting something done in five minutes and the realization that it’s only five minutes is a fantastic combination that helps your mind to focus.
It’s important to know that when you are implementing this method throughout your day that you give yourself plenty of room for error. Occasionally you will need to pull away from this process, especially if you continue to have to deal with distractions that pull your attention away. Over time, your mind will begin to get stronger and be able to resist the distractions that are around you more easily.
