A Simple Productivity System
April 4th, 2008
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To be highly productive, you need a fancy system like David Allen’s Getting Things Done (GTD), right?
Actually, I’ve never seen the point of making productivity complicated. While I haven’t read GTD, the summaries I’ve seen don’t impress me. I think most people are overdoing it. Spending countless hours learning and implementing elaborate productivity systems and reading so-called productivity blogs seems a lot less effective than just doing stuff.
Steve Pavlina is well known for being productive. He finished college in just 3 semesters, taking triple the normal course load while also working a full time job in his last semester. In the latest issue of his newsletter (sign up on his home page, a few issues a year, free), he described the productivity system that allowed him to do this.
He just used a notebook. When a new assignment came in, he added it to the end of the list, along with its deadline. He decided which one to do by scanning the list and quickly picking one that seemed like a good choice. Then he’d work on only that task until it was done, and cross it off.
If anything stayed on the list too long, it would eventually be the only thing left on its page, with everything else crossed out. When this happened, he’d either do it immediately, decide it wasn’t worth doing, or possibly move it to the end of the list and try again later.
I was glad to see Steve agreeing with me that productivity can be simple. My system is very similar to his, but I use Windows Notepad instead of a physical notebook. I like Notepad because I can easily reorder items, as well as copy and paste URLs. And unlike Steve, I don’t automatically add new tasks to the end. I sometimes add them near the front if I think I’ll want to do them soon.
I’ve tried reading some productivity blogs, but I haven’t been able to get into any of them. I couldn’t understand how reading a productivity blog that posts ten times a day was going to do anything other than destroy my effectiveness. Clay Collins had a good take on this, when he discussed the difference between the productivity habit and the productivity hobby.
Never forget that sometimes the simplest solution is the best one.
April 4th, 2008 at 2:43 am
Hi Hunter
No truer words were spoken – “the simplest solution is the best one”.
I went through this same process with keeping track of our frequently called business phone numbers. I used a Rolodex, business card files, electronic devices, cell phones (that was a pain until the SIM card came out), and a mini phone book. I finally took all of the names and numbers, put them into an Excel spreadsheet, alphabetized it, copied it on colored paper and keep the list in a plastic sheet protector.
It’s easy to find amongst all of the white paper on my desk, and I save myself tons of time and lots of money. It’s a win-win, just like your “to do” list in Notepad.
Barbara Swafford’s last blog post..Google AdSense – Arrrows For More Ads
April 5th, 2008 at 7:41 pm
Barbara, that’s a great example of finding a productivity hack that works for you! Thanks for sharing.
April 6th, 2008 at 11:16 pm
Hi Hunter,
I use a similar system, but keep it in a paper based planner. Everyday I review yesterdays list, re-write the list on the next days page (and re-evaluate the priorities). The next day I just open the page and start crossing things off. Works a charm for me
Steve Mills’s last blog post..Lifetime Customer Value Explained
April 6th, 2008 at 11:54 pm
Steve, this shows how we can make minor tweaks to suit our tastes without over complicating things. When you say it’s working like a charm, you know you’re on to something!
April 7th, 2008 at 1:35 am
Hi Hunter,
Thanks for the comment . My other half and i were just taking about this today. i have been following Zen Habits and trying to implement systems and was going well and last week i lost the book I have been carrying around- today I am devising a simple system to GDT . I want to have one that works like a charm
April 7th, 2008 at 2:10 am
Good points
I’ve seen bad systems happen to good people. The most common mistakes I find in productity systems include:
1. they don’t let things slough off (each day adds like a growing snowball)
2. they don’t allow for day to day volatility (without a lot of pain)
3. they’re too heavy and admin intense (they aren’t scannable or maintainable enough)
4. tools try to be too smart and get in the way
I think the most important thing is to provide your brain with simple, scannable tickler lists. I also think it’s important to start each day fresh, and think in terms of your most valuable results for the day (and activities aren’t outcomes.)
April 7th, 2008 at 3:21 am
Hi Hunter,
Makes sense. I would get lost in all that needs to get done to make a week complete without such a system to post and bring forward to-do’s.
I’ve taken to keep in a 5 by 8 bound notebook. For a couple extra bucks at WlaMart I got several that are leather bound, you know, nice. As it holds a place of importance it doesn’t get lost and is always to hand for the myriad of details in my life that would be a disaster to lose.
When I fill one book I go to the next but the last one is always there and can be referred backed to for key datums, sign-up infos, project plans and of course my to do’s list.
Write it down and it doesn’t clutter your head is key. More productivity occurs when you don’t have to waste time trying to recall something you needed to remember.
I never had any lasting success with any of the computer notepads as personnally too unwieldy. Maybe someday when I’m not so computer dummy I’ll autmate. For now my system works fine for me.
April 7th, 2008 at 9:50 am
This has been my latest epiphany lol and it’s helping me get a lot more done.
I didn’t know that about Steve – wow. Bless him, lol, college is plenty of work for me
I’m getting the hang of doing more at a time though
JEMi’s last blog post..Survival of a Broken Heart: A How-To Guide
April 7th, 2008 at 10:43 am
I completely agree. I often think that when people devote so much of their time and energy to creating, implementing and maintaining productivity systems, they’re focusing too much on the process.
Vered’s last blog post..When Bloggers Receive Hate Mail
April 8th, 2008 at 12:16 am
Wow, this is a lot of first-time commenters for me! I’m a bit surprised that none of you were ardent GTD supporters. I know there are plenty of people out there who find that GTD works for them, but it’s also nice to see that simple productivity has plenty of fans as well!
April 8th, 2008 at 10:52 am
Hadn’t been a GTD spporter, Hunter, but I could be now. I am certainly one for getting things done. Glad I found your site from Suzie’s and that from Darrel’s. I guess that is what they call networking.
And for learning (I noticed that my earlier comment had an error in the URL, this one is correct).
Robert Gisel’s last blog post..Bears At Large
April 8th, 2008 at 9:17 pm
Robert, I think it’s interesting to see who you meet through blog networking. If you come across a new blog and follow the leads, eventually you’ll find a lot of people that you know from other blogs. It’s a small blogosphere. BTW, I fixed your URL above.
April 9th, 2008 at 2:06 am
Hi Hunter,
Thanks for fixing the URL. I don’t seem to be getting any posts to my OnceAnAlaksan bolg though. Maybe it’s no set set up running, or I should leave my other new blog WhoWouldWrite.blogspot.com.
Robert Gisel’s last blog post..Bears At Large
April 9th, 2008 at 10:32 pm
Robert, your blogs appear to be only 3 and 6 days old! Getting comments will take some time, but I just left you one on your writing blog.
I do have one tip for you: you definitely want to allow anonymous comments. Leaving a comment on a blogspot blog is already a bit cumbersome, and you don’t want to require people to have a Google account. You’ll get many more comments if you let people just type in their name and URL.
April 11th, 2008 at 4:36 am
Completely agree, Hunter. Forget crazy productivity systems. Just pick up a pencil and get on with it!
Nick Cernis’s last blog post..By: Sandie
April 11th, 2008 at 7:06 pm
Hi, Nick. I recently subscribed to your blog on Sterling’s recommendation, and it’s good to see you here. Somehow I had a feeling you’d agree with me on simple productivity!
April 12th, 2008 at 5:35 am
Ha! You’re right, Hunter — I couldn’t resist being drawn into the comments on this one. Really enjoying your writing so far. Keep up the great work!
Nick Cernis’s last blog post..Moleskine Notebooks: The Ultimate Guide (and how to rank your addiction)
May 7th, 2008 at 7:35 am
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