When "Time over Task" defines Productivity !

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It's easy to get lost in the maze of work (tasks) during our quest to become more productive. Little do we realise that productivity is as much about time as about tasks and merely focusing on finishing as many tasks as possible may not always be the best approach to being productive. When productivity is at stake, then both quality and quantity hold equal importance, and we can't afford to compromise on either. But maintaining the balance between quantity and quality is easier said than done !

It's not easy being productive in a VUCA (Volatile, Uncertain, Complex and Ambiguous) world, where distractions exist in plenty and we need to try really hard to stay focused. Speed is of great essence in everything that we do but at times things may get too overwhelming for us because of the plenty that we need to work on. So, when "unlimited tasks in limited time" becomes the order of the day, then "prioritisation" is our only saviour and the focus shifts from merely accomplishing things to accomplishing the right things.

Here's sharing about a tool/ technique that could stand us in good stead when we need to balance prioritisation and speed/ time. The tool/ technique is known as TIMEBOXING, a simple way to get the best out of our every effort. Let's explore it in detail below

What is Timeboxing ?

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TIMEBOXING refers to allocation of a fixed length of time to an activity with the purpose of limiting the amount of time spent on each of the identified activity. This technique ensures 2 things

for us

• appropriate time is spent on each activity based on their importance (the discretion lies with us in terms of how much time we allocate to each of the identified task/ activity). 

• dedicated attention and maximum focus is put to each of the identified task/ activity

Unlike POMODORO technique, where the length of time allotted to each identified task is fixed to 25 minutes, here, in TIMEBOXING, there is a flexibility provided in terms of allotting any length of time to an activity, based on our judgement.

Read Related Article : POMODORO - The "Tick-Tock" way to Boost Productivity !

Why TimeBoxing would work ?

This technique would work for the simple reason that we live in a highly distracting world and with our attention span waning day by day, we need a technique that could deliver us results without demanding our prolonged attention.  

What are the benefits of Timeboxing ?

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Among the many benefits of timeboxing, few of the important ones are as mentioned below:

• Better control over 
• time
• task and 
• prioritisation of tasks

• Opportunity to reassess the task in terms of complexity and effort and accordingly modify time allotted, if need be

• Focus our energy and effort on important items and render us more productive

• Avoid burnout as we only spend a defined time-length on any activity/ task, irrespective of whether the task gets completed wholly or partially

• Builds concentration as we devote our full attention to a task for that time-duration.

• Flexibility in defining different time-lengths for different activities/ tasks

• Helps avoid procrastination as important things get precedence over less important ones 

What are the steps for applying Timeboxing ?

• Identify the goal to be accomplished and the objectives to be met

• List down all the tasks/ activities required for accomplishing the goal/ meeting the laid down objective(s)

• Calculate and set time-length for each of the identified task/ activity

• Prioritise the tasks, in alignment with the goal/ objective, in terms of sequence/ order, length and breadth pertinent to each activity

• Evaluate the progress against the goal/ objective 

• Reassess the time-length if desired results are not obtained 

Few precautions to take 

• Before applying the timeboxing technique, ensure to establish the goal first 

• Set short and realistic timeboxes, keeping in mind the average human attention span and the individual attention span too

• Have in place a dedicated timer. If using a smartphone or any other gadget for use as a timer, ensure the data is off to avoid any distracting prompts or pokes

• Build in relevant breaks during timeboxing

• If not required/ needed, avoid the temptation to finish the entire activity/ task in one go 

Remember, timeboxing is the way to go when you want to be in flow !

When Prioritisation defines Productivity (Part 3) - Warren Buffet 5/ 25 Rule

Warren Buffet's 5/25 Rule

When Prioritisation defines Productivity, it is not always about what we select but also about what we leave/ don't select. We will always have plenty on our list and it will never be easy to focus and direct our energy and effort on the things that matter most. Here's a rule/ strategy by Warren Buffet, one of the most successful investors in the world, about identifying an focusing on the important things in our life. The rule is known as 5/25 Rule. The power and impact of the rule could be gauged from the fact that it comes from one of the most successful person in the world. 

The story behind the rule goes like this - Mike Flint was Buffet's personal airplane pilot for 10 years and one day Buffet decided to help him plan out his career goals and priorities. The exercise involved Mike listing down 25 important goals of his life and then identifying the top 5 important goals to focus all his energy and effort on. The key highlight of the story is when being asked by Buffet about what he would do with the remaining 20 goals, Mike replied that he would work on these 20 goals intermittently while working on his 5 key goals. This is when Buffet corrected Mike by telling him that those 20 goals are the ones that he needs to avoid at all cost until he finishes with the top five. This is how Buffet helped Mike apply the 5/25 Rule for creating dedicated focus on his career goals and priorities. 

Let's look at the steps of applying the 5/ 25 Rule 

• Identify the area you want to focus on : Choose the area that's creating the most imbalance in your life and that has the maximum impact on your life

• Make a list of 25 goals in the area : Build a list of 25 goals, whether short-term or long-term. Make it a wish list and include every conceivable goal related to that area of your life.

• Identify the top 5 priority goals : This is the most crucial step of the process. Out of the 25 identified goals, identify the most important 5 goals that (according to you) has the maximum impact on your life. 

• Focus on the top 5 identified goals : Focus all your energy and effort on the top 5 identified goals and eliminate the rest 20 goals. Ensure you don't pay any attention to these "avoid at all cost" 20 goals till you have succeeded in the top 5 identified goals.

The 5/25 rule can be applied to any area of our life and the above exercise could even be done, in general, about life, without getting specific about any area of life.

Remember, the items 6 - 25 are also important but the rule suggests that we avoid letting them become distractions for us while we work on the topmost 5 goals.

Related Articles :

• When Prioritisation defines Productivity (Part 2 )- PARETO PRINCIPLE 

• When Priritisation defines Productivity (Part 3) - EISENHOWER MATRIX

So, get focused and go full throttle in achieving your 5 goals !       

Productivity in a matter of (5) Seconds !

Do you remember how many times you let go of life-transforming opportunities because of a want of action ? Those moments when just a single "inside push (motivation)" from you could have changed the things for better and made your doubts, fears and worries disappear ! 

Try and recollect 

• That resolution of yours to get up early to exercise/ meditate but then letting laziness take over
• that intent to imbibe a new positive habit in self but not supplementing the intent with action,
•  that chance/ risk to make life better but preferring to stay in the comfort zone !

The examples are plenty and all they point to is that it's just a matter of "few seconds" that can make all the difference. If utilised well, these "few seconds" could move us from a static state to a state of action and onto the road to high productivity ! 

Here's sharing about 5 Second Rule (5-4-3-2-1) rule by Mel Robbins and this rule is all about how "five seconds" could turn out to be life changing for us if we can push ourself to take action in the right direction. The rule states that we just get a window of 5 seconds to act on our instinct of doing something we want to and if we don't act within these 5 seconds then hesitation kicks in and excuses take over our brain.

The 5-second rule is very simple to apply - Whenever you get an urge/ instinct to do something that you know you should do, then count backwards from 5 to 1, like 5-4-3-2-1, and just do it (take action). 

Mel has provided the following definition for the 5-second rule "If you have an instinct to act on a goal, you must physically move within 5 seconds or your brain will kill it". 

  

The 5 elements of the rule are nicely explained by Mel and i touch upon them, briefly, below:  

First: “The moment you have an instinct…” 

The "instinct" is defined as the the urge, pull or "gut feeling" which tell us to go or not to go for something. It's that guiding "inner voice/ wisdom"

Second: “To act on a goal…”

Being aware of our goal(s) ensures that we take actions to achieve them. Tie/ Align the "gut feeling" or "instinct" to a goal of your life to get the necessary motivation/ inspiration for taking action.

Third: “You must push yourself…”

However hard the things may be, but if we need to take control of our life, we need to push ourselves out of our comfort zone. 

Fourth: “To move within 5 seconds…”

When we get the 5-second opportunity, it's important that we take some positive and progressive action in the direction of our goal. If we don't take any action within those 5 seconds, then our brain is gonna take control and kill the thoughts of action. Even a small, tiny action within these 5 seconds will matter a lot.

Fifth: “Or your brain will kill it.”

Hesitation, Confusion, Overthinking on our part sends a signal to the brain that things are not okay. This leads the brain to go into a defensive mode, compelling us to move into an "inaction" mode.

For a detailed explanation on the five elements of 5-second rule, please refer to this wonderful article by Mel herself - https://melrobbins.com/blog/five-elements-5-second-rule/

Science behind 5-second rule 

Prefrontal cortex is the area of the brain that is related to things like decision making, planning, and cognitive functions. The 5-second rule has direct relation with the pre-frontal cortex. When we start applying the 5-second rule (start taking action within those 5 seconds), we start taking control of our life and turn on the pre-frontal cortex too. I am not detailing the science behind the 5-second rule because Mel has detailed it our wonderfully in her article at -  https://melrobbins.com/blog/5-second-rule-hack-science-explained/

Recommended Reading - The 5 Second Rule by Mel Robbins

Ted Talk by Mel Robbins

https://www.ted.com/talks/mel_robbins_how_to_stop_screwing_yourself_over?language=en

Just 5-4-3-2-1-GO ! and let more productivity flow !