Max Productivity Mastery [Review]

Productivity - The Art of Making Every Moment CountWouldn’t it be nice if you had a productivity system that provided you with the right task to do at any given time? If you had a way to organize ideas, goals and tasks in such a way that you didn’t have to constantly juggle them in your mind?

My focus of late has been in the arena of time management… the art of making room in my schedule for everything that I need to fit.

But there is much more to it than just making a schedule and getting everything to fit. And one of the big areas is how to make the most of each minute. In other words, productivity.

One aspect of productivity that I’ve been struggling with is keeping all the different ideas, goals, tasks, etc. balanced and in order. It is one thing to be able to schedule blocks of time for a task. It is quite another to know which task that should be.

Too much time is spent trying to figure out which task should be done next.

Not to mention the time wasted by the distraction of keeping your task lists and priorities in your head. How are you supposed to focus properly with all of that going on?

[stextbox id=”custom” caption=”Tweet!”]Wouldn’t it be nice if you had a productivity system that provided you with the right task to do at any given time? [Tweet Me!][/stextbox]

Alex to the Rescue!

Enter Alex Goodall and his Max Productivity Mastery training. Alex is an organization expert. He has spent a great deal of time developing organization techniques for data storage. He’s also spent some effort in developing organization techniques for tasks.

Max Productivity Mastery is a product to teach you how to organize your ideas, goals and tasks in such a way that you:

  • don’t need to remember everything
  • can easily capture and organize your ideas, goals and tasks
  • will quickly be able to determine which task is most appropriate next

The nice thing about Alex’s system is that he will teach you how to do it using free tools like Evernote, GQueues and Google Calendar. But you aren’t limited to using those tools — the system works with any tools that you may have at your disposal. The tools are only used to implement the system.

The Training

The training that Alex has put together is in the form of a mindmap within his site. There are notes, video and audio portions as well as links to the sites for the various tools that he recommends.

It is well laid out in a logical fashion. All the steps are well described so you can figure out the nuts and bolts of the system quite quickly.

However, the true test will be whether you implement it or not. The knowledge and principles of this training will be of little use to you if you don’t implement it.

I’m still learning how to work it myself. The concepts are there but I still need to train myself to use them consistently. It means changing some habits (bad ones I must admit 8=)

But I’m really impressed with this training so far. I believe that once I master it my productivity will increase.

[stextbox id=”custom” caption=”Action Steps”]Check out Max Productivity Mastery for yourself and see what you think.[/stextbox]


Gears image by deafstar at stock.xchng

Multitasking to Handle Multiple Projects Efficiently

Effective time management - multitasking with blocks of time

For effective time management we multitask at the project level using blocks of time.

In the last post we looked at multitasking and how it hurts your productivity rather than helps. But we’ve all heard that multitasking is great and can help us be more efficient and productive.

How can that be?

It has to do with the level at which multitasking takes place.

The Problem With Definitions

One of the problems with the word multitask is that it really has different meanings. Well, maybe more like levels of application. What we talked about in the last post was going on at the brain level — in your brain from second to second. What we want to consider here is the project level — which deals planning and execution of projects.

[stextbox id=”custom” float=”true” width=”250″]“Avoid multitasking at brain level while multitasking at project level” <– Tweet Me[/stextbox]

When you have a project (or projects) on the go, you will not find that everything else you need to accomplish just simply disappears. You will still need to deal with phone calls, meetings, paperwork, etc. And you’ve learned that trying to do all of these things at the same time doesn’t work as well as we had hoped. At least I hope you’ve learned that 8=)

So how do we manage to avoid multitasking at the brain level while still making the best use of multitasking at the project level?

Project Level Multitasking to the Rescue!

When used properly, multitasking at the project level can help you become more productive. You will be more efficient and productive.

You will …

  • avoid the drain of trying to do a single task for hours on end
  • make productive use of time when a task must be on hold for any reason
  • minimize the loss of context switching
  • produce higher quality work
  • make better decisions
  • use your time more wisely

The Concepts

Scheduling

Multitasking at the project level involves setting aside blocks of time throughout the day. You should divide your available time into blocks of 15 minutes to 2 hours.

Each block has a single task assigned. During the block you will focus on that specific task. No brain level multitasking allowed. The idea is to maximize your focus on one single task to avoid the context switch penalty.

Assign tasks to blocks of appropriate size and time. For example, you may want to schedule the first 15 minute block as time for email, phone calls and social media. Then a 1 hour block to write an article or work on the dining room table that you’re building for a client.

Whatever tasks you’re planning to do today, schedule them appropriately.

That means you’ll need to set aside a block of time to do the scheduling! So make sure you include that.

Some people like to do that first thing. It gets you into the day. Others will take time at the end of the day to plan tomorrow. This allows them to release things. They won’t have to spend any of their family time wondering what they should do tomorrow?

You need to figure out what the best technique is for you and do it. When you plan what things you will get done you’re free to focus on the task at hand, whether it be work related or family.

Leave Some Slack

Remember to leave slack for emergencies and other contingencies. If one task goes over time, the built in slack helps you adjust and compensate without ruining the whole day. It’s like expansion joints built into a bridge. Without them the pressure of day to day temperature changes would destroy the bridge.

Keep it Flexible

You may find tasks that seem to come out of nowhere — a customer has a problem that needs immediate attention, a friend is having a hard time and needs some coffee and chat time, etc.

A rigid schedule doesn’t allow for these tasks to be added on the fly. But don’t get so flexible that you lose control. There is a fine balance you need to achieve here.

Make the One Thing the One Thing

Now that you’ve scheduled your tasks for the day, get into each block and stay there until it is time to change.

You need to focus on the one task. Just that one task.

[stextbox id=”custom” float=”true” align=”right” width=”250″]Leo Babuata’s focus – a simplicity manifesto in the Age of Distraction has some excellent tips on learning to maximize your focus.[/stextbox]

Remember that you’re trying to avoid the bad effects of brain level multitasking here. So do everything that you can to help yourself remain focused on the task at hand.

Some people like to have music playing to help block out other noise. Just make sure that you choose appropriate music that won’t be distracting to you. Kind of defeats the purpose!

If you are easily distracted by the phone, email, Facebook and Twitter then close them. Close down your browser, or if you are working in the browser like I often do, close down all the other tabs that don’t relate to your task.

If you work in your home then you may need to close the door. Let your kids and other family members know that this is focus time. Ask them to respect the closed door and only intrude for emergencies (you may have to teach them what is an emergency from time to time 8=)

Whatever it takes, learn to get yourself focused on the task and stay focused for the time you’ve allotted.

Plan Ahead

Make sure that when you schedule the tasks that you will be doing today (or tomorrow as the case may be) that you plan to have the supplies that you need for those tasks.

If one of your tasks is glazing some pots that you’ve been working on, make sure that you have the appropriate tools and supplies ready. If you come to the scheduled time and you don’t have any glaze then you will be stalled. Your plans will have to alter. Either you will have to go get the supplies you need or switch to another task.

When you’re making your schedule, think ahead to what you will need for each task. You may have to schedule preparation tasks as well.

Know Thyself

When it comes to scheduling, you really need to get to know yourself. Learn how your circadian rhythms affect you. Understand your peak times for focus. We all have them. Make sure to schedule tasks that require peak mental and physical focus for those time periods as much as you can.

You also need to know how long you can stay on a given task. It does you no good to schedule 2 hours for writing your manifesto when you can’t stay focused for more than an hour. That’s not to say you can’t learn to increase your focus. Just don’t plan unrealistically.

Have a Backup Task

I’m not talking about backing up your work (although that is always a good idea). What we’re talking about here is having a task that is ready to go if the opportunity presents itself.

Suppose that you’re working on a 2 hour block writing some software for a client. Suddenly, you hit a roadblock. You need to get more clarification from the client about the feature that your coding for them. You won’t get a response from them for a couple hours. What do you do now?

[stextbox id=”custom” float=”true” align=”right” width=”250″]Timo Kiander (aka Productive SuperDad) has an excellent article on being prepared for unexpected time blocks that inspired me on this topic.[/stextbox]

That’s where your backup task comes in. This is a task that you know needs to be done eventually, but isn’t as critical as the tasks you’ve already scheduled. But when there is time available, you just jump to the backup task.

This removes the time spent trying to figure out what to do now. This can also be used when your personal schedule suddenly frees up some time and you want to get some extra work done (you over achiever you 8=)

Next Steps

Now that you know the difference between brain level and project level multitasking, you can start to make the most effective use of your time. You’ll get more done and have better quality work. And more satisfaction about your work as well.

Just be careful that you don’t overdo the project level multitasking. You can get overloaded there too if you try to take on too many projects.

So, what do you see yourself doing differently? What scheduling tricks do you use? What areas do you struggle with?

Let me know in the comments!


Photo of Gear Clock by phobol at stock.xchng

Multitasking – A Million And One Reasons To Do It, One Reason Not To

Multitasking-The Answer You Think You Need

Is multitasking as beneficial as we think it is? Perhaps it isn’t…

A busy life gives you a million and one reasons to multitask. And it is tempting to give in to that, especially when work and family collide.

You’ve got to get the kids ready and off to school. And they need new clothes, supplies, video games, whatever. Extra curricular activities, after school events, visiting with friends.

On top of that, you have to get yourself ready for work, help your spouse, do chores, volunteering, social time with friends, hobbies and recreation…

And you still need to get some work done!

Multitasking – The Answer You Think You Need

Until cloning is perfected the answer most of us turn to is multitasking. The simple skill of doing more than one thing at a time.

Talking on the phone with a client while you read emails and file bills.

Listening to motivational tapes while you change the baby’s diaper and feed her.

Working out your schedule and to do list while in a staff meeting.

It’s great! You can get so much more done by doing more than one thing at a time! Why didn’t they invent this sooner?

[stextbox id=”custom”]Until cloning is perfected the answer most of us turn to is multitasking. — Tweet This![/stextbox]

Back Up A Second

Let’s back up a second. Let’s look at what multitasking really is before we get all excited about it.

I am a computer programmer and studied computer science in university oh so many years ago. And I learned about multitasking in computer environments as part of that.

You see, computers did not multitask in the beginning. They were given one program to run at a time. The computer ran the program without any interruptions. When it was finished, another program was loaded and it ran to completion (well, usually… let’s not talk about infinite loops).

This was fine when there was no human interaction with the program. But when programs were made that interacted through a keyboard and crt, it was found that they spent a lot of time just waiting for the user to do something. Wasted time!

So computer scientists developed algorithms that allowed the computer to spend a few milliseconds on one program, then switch to another, and then another. This allowed the computer resources to be productively used and shared.

The Human Computer

So let’s bring this into the realm of you and me. The human computer (your brain) is able to multitask as well. You can spend a few seconds thinking about 1 task, then switch to another, then back to the first, then switch to a 3rd, and so on.

You can multitask!

But there is something that you need to know. It is something that is called context switching. This is another computer term. And it describes the task of pausing one program and switching to another. [If you want to read more, see this Wikipedia entry]

The important thing about context switching is that it has a cost. Every time that the context switches the operating system has to do some stuff to move the one program out of the cpu and load the next one it. Depending on the resources available (and what the programs need) this can consume a large part of the computer’s time.

It can even get so bad that the computer spends all of it’s time trying to switch from one program to another and never actually runs any of the programs! That is known as thrashing.

Just like a computer cpu, your brain has to go through a context switch when you change from one task to another. Every time that you switch what your focused on, you lose a little time.

And often, you don’t actually get into focus on one task before you switch back to something else — you start to thrash.

So Is Multitasking Really The Answer?

I suspect that you already know what my answer to this question is going to be.

A few NY Times articles might be eye opening…

Slow Down, Brave Multitasker, And Don’t Read This In Traffic has some interesting things for you to ponder. I was especially shocked by the results of the study of Microsoft employees — 15 minutes to get back to work after getting an email or instant message? Wow!

Multitasking Can Make You Lose … Um … Focus is another great article. You’ll recognize the part about email voice. I’m sure you’ve heard it (and had it yourself 8=)

Another article at Innovation Management deals with how multitasking in projects affects delivery time. While it is speaking about multitasking at higher level (i.e. in projects rather than tasks), there are some graphics that really show the effects of context switching. You need to check that out.

The fact is, multitasking is not the best use of your time. I will admit that there are times where you have no choice. And I know that some people are better at it than others (although most of us think we’re better at it than we really are 8=)

But the simple fact is that you won’t do your best work on any of the tasks when you try to do them all at the same time. You just can’t.

Maybe the work will be good enough. And maybe that’s okay with you. But it won’t be the best you could do.

So stop reading this article! Share it with your friends, and then get to work!


Image by nota at stock.xchng

Time Management and Productivity

ProductivityWhen you start to learn about time management, the concept of productivity becomes one of the important things you need to learn. You don’t want to just create a schedule to control which activities are done when. You need to look at which activities are worth doing.

How Do You Measure Productivity?

You probably have a pretty good idea of what productivity entails? You know that productivity has something to do with producing results — preferably profitable results. But how can you measure it? How can you look at whether a given task is productive? Let’s look at a few possibilities.

Activity

I know a lot of people who are very, very busy. They are always doing something, talking about something or thinking about something that relates to their business. I’m like that sometimes too.

But is that being productive? Sadly, it often isn’t. Busyness is not an effective measure of productivity.

Much of the activity is meaningless. It doesn’t move the business or your life forward. It is like trying to fill a pool with a bucket. If you scoop the water out of the pool to pour it back in, the pool doesn’t get full.

So, while activity is probably a component of productivity, it isn’t a good way to measure it.

Products

Well, let’s look at measuring the actual product of our time and action. Perhaps that can be used to measure productivity.

When we build a piece of furniture, write an article for our web site or make a phone call to close a new client deal, we are obviously being productive. We have done something that has created something new in our business. We’ve scooped some water from the well into the pool.

But there is a lot of activity that doesn’t make something new. Yet it is vitally important activity. So there must be more to productivity than just those activities that create tangible results.

Intangibles

This is where things can get tricky. There are many activities that don’t directly create income or profit for our business. But they can be extremely productive activities. In fact, they can often be keys to making the other activities more productive.

I’ll give you an example from my programming days.

When faced with a new development project or module request, I usually spend a significant amount of time just thinking about it. I don’t write anything down, at least not anything technical. It is more like doodling if anything. Anything that I do write down will be thrown away. I don’t create any code. I don’t create any design documents.

If you watched me during this step you’d think “He’s off in la la land again.” I’m sure that it seems like I’m daydreaming. Well, the honest truth is that is exactly what I am doing!

This step allows me to wrap my mind around the problem. It gives me an overview of everything at a high level. It allows me to see how the various pieces are going to fit and work together. I can see multiple solutions and weight them against one another. I can envision how they will impact future revisions rather than just fixing the immediate problem. I can get a feel for the most efficient solution for the long term.

Once I get past this stage then the design and development of the software flows much more smoothly and quickly. I have a mental map of where everything fits and how it interacts.

There are many activities that don’t produce any tangible product for you to sell or work with. The results of my daydreaming was never anything that I could sell.

But when you start to do build the actual product or provide the service that makes your profits, the intangibles that you’ve put together will make the job more efficient. You’ll be more effective at whatever it is that you do.

Productivity

So, when you look at what productivity is you need to think of it in terms of more than just actions and products.

You need to look at the actions you take and how they impact the ability to deliver the products that you sell to your clients.

Three Types of Activities

1) Some activities have no productivity. Let’s call these time users. These are the activities that you need to reduce in your daily schedule. I’m sure you can find tons of examples of these types of activities.

Don’t completely discount these activities though. Sometimes they are a necessary evil (like taxes) or provide stress release (such as checking Facebook). Just make sure that you control how much time you spend on these tasks.

2) Some activities result in products or services that you provide to your clients. These are your money makers. You want to maximize the amount of time you spend on these tasks and/or the efficiency with which you perform them.

For a carpenter, building a kitchen table is a productive task. For a blogger, writing an article. For a sales person, setting up appointments and making sales calls. For a programmer, integrating a new feature to a piece of software.

These money makers are your bread and butter. You want to spend as much of your work time as possible performing these tasks since they bring your income.

3) I believe the third group of activities is the most crucial. I call them multipliers. These are activities that don’t produce any income themselves. But they allow you to be more efficient and effective in the activities that do. In other words, they leverage your time. They make your money maker tasks more valuable.

It could be a simple thing like building a jig that allows a carpenter to make the same angled cut consistently without having to measure and mark it. Or blogger making a series of outlines for their articles.

It may be more complicated like a sales person writing and rewriting sales copy for their sales presentation or a programmer learning a new programming language or technique.

No matter what industry you work in, there are tasks which will make your work tasks more productive even though they don’t bring in any income directly. Discover what these tasks are and make it a priority to schedule these tasks appropriately.

You don’t want to spend all your time here. That would be leveraging nothing! But you do need to make time for this — especially if you’re busy. If you can find a way to make the money tasks more efficient you can work less, make more or both!

Scheduling Productivity

Now you need to look at the activities that you perform for your business. Break them down into the 3 categories: time users, money makers and multipliers.

Schedule your day becomes much easier. Minimize the time users by scheduling them at specific and limited times. Eliminate the ones that you can.

Fill up the bulk of your work day with the money maker tasks. But be careful not to let them bleed into your non work times. Those need to be guarded as well!

Finally, find some time to work on the multipliers. You may not be able to fit them into every day, but be intentional about it. Make specific times for these tasks.

What’s Next?

Now you’ve got a handle on determining what tasks are productive for your business. You can work your schedule to maximize the productivity of your working hours.

But there are some other factors that you’ll need to learn about. In the next few posts we’ll be talking about how circadian rhythms affect your productivity, the perils of multi-tasking and the need for downtime. If you want to be notified when these posts are up make sure to sign up for the newsletter.

In the mean time, start to look at the tasks that you do. What category do they fall into? What multipliers do you need to focus on?

Share what you’re finding or questions you may have in the comments. And make sure to share this article with your friends, family and co-workers.


Photo of watch by bartgroe at stock.xchng

Productivity and Sleep

How does sleep affect productivity?When the demands on your time increase it is very tempting to make more time in your day by sacrificing sleep.

But this is the biggest mistake you can make!

The Myth

Our technologically advanced society has pushed the idea that sleep is a waste of valuable time.

Notable historical figures such as Thomas Edison have led us to believe that all we need to do is fight through the urge to sleep and become more productive. History is full of leaders and wise people who equated sleeping with laziness.

With the invention of the electric light, we’ve been able to push back the darkness and work “productively” through the night.

The Research

But are we truly more productive?

The research that has been performed in the sleep arena in the past 6 decade clearly tells us otherwise.

Having sleep apnea has forced me to learn more about sleep and the effects that it can have on your life. And the more I learn the more impressed I am with how critical a part it plays in a productive and happy life.

Researchers find that the need for sleep is not just a way to conserve energy or stay safe from predators during the dark hours of the night. Rather, sleep is a biological necessity. Without the proper amount of sleep our mental and physical health begins to decay.

A Failed Experiment

Stanely Coren, a researcher in neuropsychology, tells his own personal experience with the effects of trying to be more productive by cutting out sleep in his book Sleep Thieves. He actually kept a journal of his attempts to get an extra 2 or 3 hours of time every day by sleeping 1/2 hour less each week or two.

By the time that he got down to 6 hours a night he finally had to give it up. He was spending the extra time vegging in front of the television. His performance at work had dramatically declined. He also became much less pleasant for his co-workers to be around — his sense of humour was gone.

Basically, in an effort to become more productive by getting an extra 2 hours of time, he became less productive, less social and less alive.

And thankfully he wasn’t doing anything that involved dangerous equipment or materials considering the mistakes he discovered in the work he had done.

Get Your Sleep!

The fact is that we only have 24 hours every day. And almost all of us need to have at least 8 (9 is probably a better amount) of that for sleep. There are some people who get by with less, but you’re not likely one of them.

If we don’t get the sleep we need, we’ll be less productive in the hours that we are awake. Kind of defeats the purpose, doesn’t it.

You’ll need to cut some things out of your schedule to make time for what is most important to you. But cutting sleep isn’t the right choice.

When you’re scheduling your day, make sure that you get the sleep you need so that you can be truly awake when you need to be.

Share Your Story

So, how about you? Have you had any experience with the effects of less than adequate sleep? Leave a comment to tell us what happened. Or share tips on how you make sure that you get enough sleep.

Then you can pop on over to We Are All Of Us Nuts! where I share more of my thoughts on the importance of sleep.

Flexibility and Productivity from Timo Kiander

Am I famous?

Well, not really, but Timo Kiander at Productive Super Dad interviewed me as part of the first post in his series on productivity for work at home dads. So, while I’m not really famous I am definitely honoured!

If you want to learn how flexibility and productivity go together then you’ll love this article. It deals with the importance of flexibility with regards to productivity for WAHDs and WAHMs too. It is the first in a series of seven that Timo has planned. I’m really looking forward to the rest of the series.

You’ll definitely want to sign up to his list so that you’ll get notified as they come along. Plus the signing bonus is a great list of 222 productivity tips.