Why write another piece on productivity? Well, two words: compound growth, it’s considered a financial concept, but it goes for careers as well, and it is magic. Think about this: a tiny productivity gain, compounded over 50 years, is worth a lot. Thus figuring out how to optimize productivity is worth it. The moment you get 20% more done and 3% better every day compared to someone else, results in a massive compounded difference. That’s why I decided to gather my thoughts on productivity and write them down in one place (and people have been asking me for productivity tips).
Why are you doing this?
It doesn’t matter at what speed you’re moving if it’s in a useless direction. Determining the right thing to work on is (by far) the most crucial element of productivity and usually almost always ignored. So think about it more! I know, independent thought is hard. But the good news, it’s something you can learn with practice
The most impressive people I know have firm beliefs about the world, which is uncommon for most in society. The moment you find yourself periodically agreeing with whomever you last spoke with, that’s bad. You will, of course, be wrong occasionally, but you will develop the confidence to stick with your convictions. It will let you be brave when you’re correct about something important that most don’t see.
I always create time in my schedule to think about why I work and what goals I need to set. For me, the best way to do this is by reading books, hanging out with interesting people, and spending time in nature (cycling and running are ideal for that).
Furthermore, I’ve discovered that I can’t be productive working on things I don’t care about or don’t like. So I try not to put myself in a position where I have to do them (by delegating, avoiding, or something else). Completing tasks that you don’t like is a severe drag on your spirit and momentum.
These thoughts also apply to delegation: remember that everyone else is also most productive when they’re doing what they like. So figure out who loves (and is good at) doing what, and delegate respectively.
If you notice not liking what you’ve been doing for an extended period, seriously consider a significant job change. It’s not strange to experience a short-term burnout, but if it isn’t solved with some time off, then perhaps it’s time to do something that interests you.
I’ve been lucky to find work I like so much I’d do it for free, which makes it simple to be productive.
It’s essential to learn that you can learn anything you want and that you can improve swiftly. It seems like an incredible miracle the first few times it happens, but ultimately, you learn to trust that you can do it.
Producing exceptional work requires colleagues of some sort typically. Thus make sure to be around bright, productive, happy, and positive people that don’t lower your ambitions. I enjoy being around people who push me and inspire me to be better. Make sure that to the degree you can, avoid the opposite kind of people—the cost of letting them take up your motivation and productivity is truly immense.
To simplify: you have to both choose the right problem and put in the work. There are no shortcuts. So if you want to do something significant, you will need to work both bright and hard. The toughest competition is for the biggest prizes. I know this isn’t true in every discipline (some outstanding mathematicians never spend that many hours a week working), but it is right for most.
Prioritize
My system for prioritization has three fundamental pillars: “Do no stupid shit,” “Get the important shit done,” and “make lists.”
A list is great. I create lists of what I want to achieve each year, each month, and, most importantly, each day. A list is by necessity very focusing, and they help with multitasking because you don’t have to keep as much in your head. For example, if I’m not in the mood for a particular task, I can always start something else I’m eager to do.
I think the best lists are written down on paper. It’s easy to create and remove items. You can access them during meetings without feeling rude. A good tip is to re-transcribe lists regularly, which forces you to think about everything on the list and allows you to add and remove items.
I don’t use categorization and don’t think about the size of tasks (sometimes, there’s an exclamation mark next to essential items).
For me, I prioritize in a way that drives momentum. The more you do, the better you feel, and then the more you get shit done. I love to start and end each day with something I can make progress on.
It’s important to be relentless about getting critical projects done—I’ve noticed that if I really need something to happen and I push hard, it happens.
It would be best if you also were ruthless about saying no to stuff and doing non-critical things in the quickest way possible. However, I probably take this too far—for instance, I am almost sure I am so direct to the point of being rude when replying to emails.
Meetings and conferences also take up much time, so I tend to avoid them—for me, the most productive time is the time spent in the office. Yet, it is vital that you keep some space in your agenda to allow for accidental encounters and exposure to new ideas and people. Operating an open network is invaluable; though 90% of the random meetings I take are a waste of time, the other 10% make up for it.
Most meetings are best scheduled for 15-20 minutes, or 2 hours. The default of 1 hour is usually too short for decisive action and too long for getting acquainted and therefore leads to wasted time.
Different times of the day are used for different kinds of work. The first few hours of the day are my most productive time of the day, so I make sure not to schedule anything then. I try to do plan my meetings in the afternoon, and I take a break or switch tasks whenever I feel my concentration is getting less.
Most people don’t value their time enough—I am amazed by the number of people I know who make $100 an hour and yet will spend a couple of hours doing something they don’t want to do to save $20.
Most importantly, don’t step in the trap of productivity porn—chasing productivity to be productive isn’t necessary. Numerous people spend so much time thinking about how to optimize their system, and not nearly enough asking if they’re working on the right problems. It doesn’t matter what method you use or if you squeeze out every second if you’re not heading in the right direction. The right goal is to plan your year optimally, not your day.
Listen to your body
Probably, what is best for me won’t be optimal for you. You’ll need to try to find what works best for your body. It’s worth spending some time on—it helps in all regards for your life, and you’ll feel a lot healthier and happier overall.
It took a bit of my time every week for several years to understand what works best for me, but if I do all the below, I’m at least 1.5x more productive than if not.
Sleep seems to be an essential physical factor in productivity for me. So I make sure not to keep my phone in my bedroom. Instead, I make sure to set the alarm on my Google Home and bring a book so that I can read something before going to sleep. I also like a cold, dark, quiet room. Additionally, not eating a lot in the few hours before sleep helps. Not drinking alcohol helps a lot, though I’m not ready to stick to that all the time.
To make waking up more comfortable, I use smart lights and program them to turn on just before I wake up to mimic the sunrise. I find that they make it easier to wake up, and it’s nice that I don’t have to start my day in a dark apartment. I also use the Google Assistant to catch up on the news, weather, and calendar for the day.
The second most important physical factor is exercise. I tried some different exercise programs for a few months each, and the one that seemed best was a mix between running and cycling a couple of times a week, with high-intensity interval training and rowing occasionally. Next to the gains in productivity, this is also the exercise program that makes me feel the best overall.
The third area is nutrition. I always make sure to eat a simple breakfast with coffee when I wake up. Next to that, eating lots of sugar is the thing that makes me feel the worst and that I try carefully to avoid. I know I don’t have much willpower when it comes to sweet things, so I mostly keep junk food out of the house.
I have one big cup of coffee immediately when I wake up and one after lunch. I attempted a few other configurations; this was the one that worked the best. I don’t do anything special, I aggressively avoid stimulants, but I will have more coffee if I’m super tired and need to get something done.
Some extra’s
What’s essential in a workspace for: silence, natural light, knowing that I can escape interruption if I want to, long blocks of time, and being comfortable and relaxed (I’ve got a beautiful desk with a great monitor on it in my office, but I spend almost all my time on my couch with my laptop).
Moreover, I use custom software for the annoying things I have to do frequently, which is lovely. I also put in the effort to learn to type fast and master the keyboard shortcuts that help with my workflow (shoutout to the guys from Superhuman, they rock the shortcut game).
Like everybody, I sometimes have a week or two, where I have no motivation to do absolutely anything (I suspect it may have something to do with nutrition or emotional wellbeing). Not being in your best vibe sucks and always seems to happen at inconvenient times. I don’t know a solution yet besides waiting for the fog to lift, and trust that eventually it always does. And I avoid people and situations that put me in bad moods, which is good advice, I think, whether you give a shit about productivity or not.
In general, I think it’s useful to set a high bar. Experience taught me that I almost always get done what I take on, and if I have too much to do, it makes me more effective at everything. Having a lot on your plate is also a way to train how to deal with distractions (a great habit to build!). But, overcommitting a lot is destructive. It’s vital not to neglect your family and friends for productivity—that’s a simple solution (moreover, probably a net productivity loss, because you won’t be happy). Don’t neglect to do things you cherish or that clear your mind either.
Finally, to repeat one more time: it doesn’t matter at what speed you’re moving if it’s in a useless direction. Think more about why your work is good work.