One of the biggest deterrents to setting up an effective productivity system is the size of the task involved. There can be a lot of work involved in setting up an effective productivity system but if done right, this is a project which only needs to be completed once. It is perhaps ironic that people are deterred from establishing their own productivity system by the size of the project when one of the main purposes of a productivity system is to allow you turn each project into small positive actions. Small positive actions are tasks which can be completed in one go and they take you one step closer to your objective. Each project should be broken down into a series of small positive actions which you can then complete, one by one, at the appropriate times. As you progress through the small positive actions, you start to make rapid progress towards your goal.
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The benefits of productivity through small positive actions
The main benefits of setting up a productivity system which focuses on small positive actions include increased productivity, reduced stress and a better work life balance. Other benefits lie in the way you work, including:
1. You have a plan
I am a fan of David Allen’s definition of a project as any task which needs to be done which is going to require more than one action to complete. Using this definition, the average person has far more projects than they would ever have thought. For any project which requires more than a few actions, you run the risk of being overcome by overwhelm and procrastination. To prevent these problems from occurring, this is where you must break the project down into a series of small positive actions which you can complete along the way to your goal. Once you have produced this list of tasks, it is pretty easy to order them into a plan which you can refer back to at each stage.
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Taking the time to make a plan is not time lost. When you have a good plan, you save time because it is much easier to get the job done e.g. you don’t have to keep stopping to think about what to do next. [/thrive_text_block]
2. Mini-projects
With large projects which may take a long time to complete, you can break each project into mini-projects before you break each mini-project down into small positive actions; with the completion of mini-project 1 leading to the beginning of mini-project 2, etc. By focusing on these smaller projects, you then have a goal which can be achieved sooner, thus building your confidence, self-belief and sense of achievement.
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Small positive actions allow you to build momentum; one of the most powerful forces in personal improvement and success. [/thrive_text_block]
3. You can track progress
Because each project has been broken down into a series of min-projects or actions; you now have an easy means to track your progress towards your goal. You have established a plan and you can regularly review your progress towards the completion of that plan. This allows you to identify any areas where you may need to make adjustments or improvements to get you back on track.
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Tracking your progress allows you to be proactive i.e. you can make the necessary changes before something goes badly wrong. [/thrive_text_block]
4. You can focus on the small positive actions
When you think about a large project, you can easily be overwhelmed. When you see how much you have to do, you start to doubt your ability to get it done. It is important to remind yourself of the goal you are trying to achieve i.e. the purpose of the project. This serves as motivation. However, you then need to be able to switch back to an action mindset, so that you can make progress towards that goal. To do this, once you have reminded yourself of the goal of the project, ask yourself:
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- What is the most important action I can take to make progress towards the goal? [/thrive_text_block]
5. Accountability
You are accountable to others. It is easier for you to communicate your progress on the project; what you need to do next and when you expect to have each task completed. Also, as you have broken the project down into small positive actions, it is easier for you to identify tasks which can be delegated and it is easier to keep a record of progress for each of these tasks too.
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6. You have a safeguard
When you have a productivity system, you know what is supposed to be done, by whom and by when. When you have a system this precise, it is much easier to catch things which have slipped through the cracks. An effective productivity system will have a regular (usually weekly) review built in. During this review you get the opportunity to ensure that you have captured every commitment that you have made. You can check that you have completed everything that you were supposed to complete. You will find tasks that have been missed or overlooked, for whatever reason, but the review gives you the chance to catch them and take action to see that you get them done as soon as possible.
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Even with the most effective productivity system, there will occasionally be something which falls through the cracks. This is most likely human error rather than an error with your system. However, with an effective productivity system, these incidents will be far less frequent. [/thrive_text_block]
If you are struggling with your time management and productivity, The Organised Mind will help you get back on track.
In the short-term, implementing an effective productivity system requires a lot of work. Unfortunately, this can put a lot of people off. If you put the effort in to create a system, in the medium and long-term, you will see that it allows you to reduce your projects into a series of small positive actions which will take you all the way to your goal. That is one of the main purposes of a productivity system i.e. to break your projects down into small, manageable positive actions which you can easily complete. You can then reduce procrastination, overwhelm and distraction by focusing solely on your small positive actions. When you achieve that much, you are well on your way to mastering your productivity.
Image credit: Gary Deibler