Finding Your Personal Productivity Method with an Intentional Formula

Photo by Northfolk

Productivity methods are not one size fits all. 

Our minds function uniquely to us, so how we approach the goal of peak productivity should be aligned to us. How effective a productivity method is depends on the way the method helps you surpass the challenges that naturally hinder you from being productive.

To know what is the right approach to productivity, we can reflect honestly on the following questions.

The 2-part formula to identify the right productivity approach:

1. What challenges do you face when trying to achieve productivity? Is it procrastination, a lack of focus or motivation, or a lack of a routine and schedule?
2. How can you ease the resistance? How can you make it easier for you to get to work?

My productivity levels are only as good as the method, and the method should align with the way my mind operates.

Formula in action — 

1. Your greatest struggle is starting.

Productivity Method Options:

• Hold yourself accountable and lead the way. Create a written hour-to-hour schedule outlining a handful of priority tasks, the night before. Planning ahead allows you to jump right into the already-specified tasks, reducing any path of resistance. 
• Be mindful of the priority you give tasks. When you have awareness of the importance of your priorities, you're more inclined to treat them as important and act right by you.
• Identify your purpose and intention. Recall your "why" whenever you feel resistance to start. If you clearly picture your end goal and know why you're doing what you're doing, it's naturally motivating because you can picture what it will feel like to get to the end and that purpose gives you energy to go on.
• Give yourself the incentive of an anticipated break after a period of focused work. One research study, focusing on the Zeigarnik effect, found that it is human nature to need to finish what we start and if it is not finished, we experience dissonance. As humans, we're inclined to want to continue something that we start. The push of an anticipated break lets you focus freely, know a break is upcoming and gets you going.

2. You get easily distracted by exterior sources.

Productivity Method Options:

• Put technology on airplane mode, in another room or in your desk drawer during the time you've committed to work through. The culprit is the ease of access to your distraction. Hide it from your sight line so you won't see the temptation or notice notifications coming in. Less is the golden light in this case.
• Limit long breaks away from your tasks. The longer of a break you take, the harder it is to get back into a focused state. Stay in your flow state as much as you can by preparing yourself to have everything you need during your work period. Have your water or snack on your desk before you start so you don't interrupt your flow to get those things. Do take short breaks (no more than 15 to 20 minutes) where you can more easily get back into the trance of a flow state.
• Keep your workspace clear and free of clutter. An organized environment makes for an easier time to focus on the work. One distraction fewer is a +1 in your favor. 
• Make sure the sounds in your environment serve your focus and attentiveness. Whether you thrive with white noise, classical or any music, or peace and quiet, set up a space that makes it easy to focus.

3. Sometimes you feel no motivation and it stops your will to do.

Productivity Method Options:

• Consider getting into the mindset that you're in a competition with yourself to achieve. Some people like me thrive on setting goals and proving to themselves that they can meet them. It's motivating to want to make yourself proud and to successfully reach goals daily. Consistent achievement is undeniably motivating. Consistent highs precedes consistent motivation.
• Set daily goals containing a realistic number goal. For example: read 25 pages of a book before bed, or finish that task in 1 hour, a short time frame that's not intimidating to commit to. Write them down so you have a visual representation of your intentions. This will also allow you to compare your productivity over time in a measurable way, and you can refine your method.
• Fill yourself with energy by means of nutrient-dense snacks, like a banana, peanut-butter apple or a nice hardy sandwich to raise tired, low energy levels. Time away from your mental wall, plus snacks, can reset your system. It's much harder to do if your mind is stuck thinking "no motivation here." By separating yourself and having space and snacks away from the feeling, it's a break that can be enough to pass the feeling and get you going. Feelings come and go naturally, so you can influence its passing. Be the driver of your life. 
• Recalibrate your mind to recognize your "why" (as mentioned in #1). Know what drives you. Your purpose warms up a genuine internal motivation that persists with every thought of it.

4. The greatest productivity challenge of all time is related to Parkinson's law: "Work expands to fill the time available for its completion" 

Productivity Method Options:

• Write down the amount of time you need to complete tasks. When time can become its own obstruction to productivity, it's essential to replace the habit of letting yourself run wild with time. Having no guideline or time frame for a task is effectively promoting Parkinson's law, a tendency for work to fill time that's available. I could easily spend 6 hours completing 3 hours worth of work if I let myself, but I won't let myself. Planning a time goal is the first step, and following through is the next step.
• Check-in on your progress. See that you're on the right track. Realign your focus if you find yourself falling into the trap of Parkinson's law. Consider what ways you can be more efficient. Sometimes in a flow state I lose track of what pace I'm moving at, so checking-in is a worthy move.
• If time tends to feel non-existent when you're focused, try setting an alarm for your goal time. Sometimes I set an alarm at a time before the end time so I can "check in" and work more efficiently if necessary, and set an alarm for the end time. Having an alarm is a great way to track time, since you can view how much time is left and be notified when you've spent the time you expected to take.

With a little self reflection, my personal productivity method is best structured. A structured day gives me reason to show up for myself and the intentions I set. I'm one to follow through for others when I make a commitment, so structure gives me the perspective that I should follow through for myself too and build that self-trust. 

Structure helps me overcome the mental obstacles of starting and doing when I don't feel motivated. Structure allows me to have a time dedicated to a task, giving me the means to work in a flow state. That flow state is when I am most productive and focused.

For me structure looks like a daily planned schedule with boxes to check off upon completion. This is satisfying, motivating and just right for the kind of person that I am.

A structured productivity method needs some motivation to go along with it, as well as drive. My motivation is the self-appreciation I get after fulfilling daily goals. For every action I take that aligns with my bigger picture, I know I'm contributing to the life I want. That motivates me to stick to my structured schedule.

Final words: 

The heart of a successful productivity method requires taking control of your time so it works for you. 

Reflect on your obstacles to form your ideal plan for productivity. A plan is a roadmap that leads you the right way. Consider the methods that speak to you, and stick to the process. Our brains are malleable and able to rewire past methods with a new one that serves you better. Once you have a clear vision of your productivity approach, you are on your way to achieve the productivity levels that you deserve.