Single Best Productivity Tip

I was recently tagged by GTD Wannabe with the Ultimate Guide to Productivity meme. The challenge is to name my “single best productivity tip.”

This is a tough one, but I love it, as it forces me to simplify. I can’t do a Top 10 list! Instead, I have to do a Top 1 list, and that’s the kind of challenge I like.

So here it is, my Single Best Productivity Tip (in one word, no less): Simplify.

How does simplifying make you more productive? If you’ve been reading this site for long, you’ll probably know the answer. But let me list the ways anyway:

Simplify your to-do list. If you have less to do, and you focus on the Most Important Things (MITs), you will actually accomplish more with less effort and time. Get rid of all the less important stuff on your list — or delegate it.
Simplify your surroundings. If you can git rid of the clutter on your desk and computer, the distractions and notifications and interruptions, you will be able to focus more and get more done. Interruptions slow you down.
Simplify your work process. Single task, not multi-task, and your productivity will shoot through the roof. Multi-tasking is an inefficient way to work (on a smaller level — on a larger level, such as during the course of a month, it’s better to work on several projects at once rather than just one). So focus on one task at a time, get it done, and move on to the next one.

Ultimate Productivity List
What do others have to say? Here are some that I’ve found:

GTD Wannabe: Start strong - start your day with something productive.
Cranking Widgets: Write. It. Down.
Ian’s Messy Desk: To thine own self, be true (do what works for you).
Instigator Blog: Work in short bursts.
azazil.net: Time-map, uni-task, start small & strong.
Do I Dare Disturb the Universe?: Regularly process what you write to extract actionable items.
HD Bizblog: Keep your appointments, especially with yourself.
Matt’s Idea Blog: There is no single best productivity tip.
Design Adaptations: Don’t check email constantly, quit checking stats all day, stop Tweeting, Digging and Furling, and stop blind surfing.
ZoomStart: GTD, the Zoom method.
reflections: dirty desk = dirty mind, increased caffeine, take breaks, stay on top of email, get a whiteboard.
miLienzo: read GTD, 2-minute rule, live by the list, tidy desk, good cuppa.
graphic design blog: write everything down — lists, lists, lists.
randa clay design: break things down to small bits, prioritize, weed your feeds, do icky stuff first, no down time, make it easy.
Lost in Cyberspace: just start, get organized, primetime/best time, slack off.
j david macor: itemize, prioritize, deadlines, desk.
Goal Setting College: Visualize to a great start.
Andy Beard: define your purpose.
healthywebdesign: focus.
Monk at Work: clarity.
eMoms at Home: leverage.
engtech: find focus with less distractions, be more effective by doing less, use technology efficiently.
the Kiss Business: have fun.
Zugunruhe Coaching: advance planning.
Today is That Day: Keep your eyes on the prize.
Home Office Women: stay focused.

Posted on 16 May 2007 in Simplicity |
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Comments (22)

Stephen Says:

May 16th, 2007, 5:43 am

First!

One tip,
in three parts,

with links.

Good job!

Karin H. Says:

May 16th, 2007, 5:54 am

Hi Leo

A productivity list to my heart!

Karin H. (keep It Simple Sweetheart, specially in business)

Paul Enderson Says:

May 16th, 2007, 6:21 am

Thanks for the ping - you have a great blog here, and one I will no doubt find useful in the future!

Matthew Cornell Says:

May 16th, 2007, 7:34 am

Thanks for the link. Very interesting list!

Goal Setting College Says:

May 16th, 2007, 7:58 am

Hey Leo, Thanks for consolidating the list. Nice to see other’s entries :)

Cheers,
Ellesse

David Hollingworth Says:

May 16th, 2007, 8:10 am

Sorry Leo; but I just don’t get your first point.

If I’ve stuff on my to-do list it’s there because it needs doing, not because I like a long to-do list. If I take a hatchet to my to-do list then stuff ain’t going to get done, I’ll miss my goals or let other people down and I’ll no longer be able to trust my trusted system so my whole productivity system will fall down.

I agree with the basic premise that simple is better than more complex; but shouldn’t that be done upfront when you’re deciding if an item is actionable, reference or for the bin? Once an item has made it onto my to-do list it’s there to be done!

Leo Says:

May 16th, 2007, 8:33 am

Thanks for the comments, guys!

@David Hollingworth: That’s an excellent question, and you have a good point. There’s actually several things I mean by simplifying your to-do list:

* Often we make a list of things to do today (not part of GTD, but still a common practice). This list is usually way too long. I suggest cutting it to 3 things, with two more “possibles” if you get those 3 things done. And those should be the 3 most important, productive things you can do today. If you have extra time, pull other things from your master list(s).

* Often we put stuff on our lists thinking it’s something we need to do. But if we go over the list (as in the weekly review), it often turns out that we don’t really need to do a lot of those things. Weed them out.

* Often we try to do too much. We commit to more than we can handle. We do stuff just because we thought of it. Or maybe someone else can do it instead of us, but we try to take it on anyway, for a number of reasons. Shunt those tasks to others; put them on your someday/maybe list; or go back to the person who requested it and say that you just don’t have the time to do it. Eliminate some of your commitments, and your to-do list becomes more simplified.

* Really what I’m saying is that we need to focus on a smaller number of tasks — those core tasks that move us toward our overall purpose. Those tasks that give us the *most* value for our time. Those tasks that will bring us the most amount of customers or revenue or long-term business. And if we focus more on these tasks, a smaller group of very important tasks, we will then lose focus on all the rest. We cannot do everything — and if we chose to do those MITs, we are choosing not to do the rest.

Dawud Miracle Says:

May 16th, 2007, 9:02 am

I love the link love…thanks.

I also really enjoy your blog. Have your feed and read it often.

Matt Says:

May 16th, 2007, 9:06 am

I agree. Following the KISS (Keep It Simple Stupid) priniciple works great for just about anything.

GTD Wannabe Says:

May 16th, 2007, 9:12 am

Great list compilation. Lots of great tips out there!

Scott Elias Says:

May 16th, 2007, 9:24 am

Hi Leo -

Thanks for the link to my blog. You get just a wee bit more traffic than me so it’s much appreciated.

Regarding, “Simplify,” I think you’re right on with that. In fact, so much of being productive is based on that very idea. I remember on one of Merlin Mann’s older podcasts he talked about the myth of multi-tasking — that it is physically impossible for a human being to be doing more than one thing at a time. So when we think we’re “multi-tasking” what we’re actually doing is switching rapidly from one mode to another.

I think it’s interesting what staying in one mode for more than a few minutes (not an easy task with all of our enticing distractions…) can do for your productivity.

– Scott

MiGrant Says:

May 16th, 2007, 9:36 am

I thought I knew what “single” means, but maybe I was wrong….

Ben Yoskovitz Says:

May 16th, 2007, 9:39 am

Leo - thank you for participating in the group writing project, I appreciate it. I’ve got a whole new batch of links to post on Instigator Blog, including yours - and you can expect to see that in the next day or so.

I’m fairly certain I’m over 100 contributions at this point which means I’m going to start looking more seriously at producing the e-book on productivity…

Bob Says:

May 16th, 2007, 9:50 am

Maybe I just don’t get it… why all he fuss over GTD… if your life is so complicated you can’t keep track of what you need to do, or need some tool… you got a problem… bottom line… just do it and get it done.

I see people at work put more effort in using they’re tools to GTD than just sitting down and doing what they need to do.

There’s more than one of us here at work wondering what the big deal is over GTD… I guess it gets back to the premise of your article… simplify your life.

David Hollingworth Says:

May 16th, 2007, 12:20 pm

Thanks for the expansion Leo, it makes a lot more sense to me now. I have quite a rigorous GTD implementation and at time it does become difficult to see the wood (MITs) for the trees.

Cheers.
David

Leo Says:

May 16th, 2007, 15:10 pm

@Bob: You have a point … many people doing GTD fuss too much over their system and tools instead of doing things. That’s why I wrote about Zen To Done (ZTD) — read about it by looking in the sidebar under Popular Posts. Its focus is on the doing and the habits, not the system or the tools.

But GTD can be immensely useful in many ways, which you may not be aware of (or maybe you are). The habit of writing everything down, the weekly review, the 2-minute rule, the system of processing your inboxes, the use of context lists (so instead of looking over everything you have to do on one big list, you just look at a list of stuff you can do right now), the waiting-for list, the concept of next actions (breaking a task or project down to the very next physical action necessary to move it forward) — these are all very, very useful concepts from GTD. They’re often overlooked in favor of the question “What tools and setup should I use?” but they are of utmost importance and usefulness.

Leo Says:

May 16th, 2007, 15:14 pm

@MiGrant: I can see how you might think it’s not a “single” tip on productivity, but three tips. But really, it’s just one — simplify. The three things I list out are ways that you can simplify. There are actually many more ways you can simplify, but I just wanted to list the most important to me.

But the point is that you can use that principle - simplify - and apply it to many areas of your life. And using that one principle, you can become much more productive.

Shane Says:

May 17th, 2007, 2:13 am

Hey Leo,

Thanks for the shout out! I really enjoy your blog and the stuff you’re writing on Freelance Switch — you’re a writing machine and it’s all top notch, so whatever you’re doing, you’re GTD!

Sara Says:

May 17th, 2007, 12:25 pm

Steve Pavlina’s recent lengthy post about being an A-list blogger had some interesting insights into simplification. I agree this is the most important thing. Successful/productive/quality work comes when you ruthlessly choose your focus. To simplify means to believe that your own time is the most precious, valuable commodity you possess. It takes enormous confidence in oneself. Frittering/complicating/distracting to me, says you don’t believe in yourself; you don’t believe, deep down, that you are “worth it”.

Aaron :: miLienzo.com Says:

May 17th, 2007, 17:39 pm

Hi - thanks for the mention.

Simplification is a great way of summing up a lot of what productivity is. Clean, efficient simplicity.

I have to admit though that my desk here could do with a bit of the simplification treatment!

Travis Says:

May 18th, 2007, 18:46 pm

Great list! I made a number one tip as well -
http://www.traviseneix.com/2007/05/17/my-a-number-1-productivity-tip/

Enjoy!

Wallet Rehab - Ways to save money Says:

May 20th, 2007, 2:14 am

What a great list. Sometimes, when I get confused and don’t know what to do, or when to do it, I just clean up my desk area. If it’s already clean, I re-arrange it. Afterwards, I find that I realize that’s really important to do. Those all-important MITs that you outline as part of ZTD. :)