The Science of Productivity: Tips Backed by Research
Most of us would love to be more productive. Knowing how to use our time effectively increases both our efficiency and satisfaction, leading to better results and reduced stress. However, it can be difficult to develop an effective routine that works for us. Read on for the key scientific insights about productivity and tried-and-tested strategies you can use to maximize the use of your time.
Identifying the Goal
The path to productivity begins with identifying your goal. While it might be tempting to list off tasks and commitments on autopilot and try to just “get them done”, this approach cannot account for our changing priorities and differences in individual circumstances. That’s why it’s essential to spend time thinking clearly and set concrete objectives that factor in our short and long-term aims.
Before deciding what to prioritize, start by applying the SMART system: Specific, Measurable, Achievable, Realistic, and Time-bound. Get specific about what changes you would like to see in your productivity, think about how you would measure an increase in your output, and decide on a goal that is realistic to achieve given your time and capabilities.
Breaking Down The Goal
Now that you have identified your goal-setting approach, the next step is to break it down into actionable and achievable chunks. A strategy often used to tackle this could be to apply the “30, 15, 5” rule: break down the year into 12 months, the month into four weeks, and the week into days. Allot each time mark with tasks that feel achievable and manageable, with 5 tasks per day, 15 tasks per week, and 30 tasks per month.
It can be helpful to think of this process as “Leveling”, a term coined in the Kaizen technique. This incremental approach allows us to gradually make progress in developing the habit of productive goal setting, without feeling overwhelmed by a task list that’s too long and complex. Having identified your priorities, use the Daily Leveling System to create a plan of action.
Getting Things Done
Having brainstormed and prepared a thorough plan of action, it’s time to get to work and make the most of our time and energy. A good way to start is the Pomodoro technique, a technique designed by Francesco Cirillo in the 1980s. This technique involves setting a timer for 25 minutes and focusing intently on an activity when the timer is “on”, then taking a few minutes break when the timer “off”. This approach can be effective in managing multitasking as it ensures we chain tasks together to leverage momentum and remain focused on prioritized goals.
Example 1:
You decide that you want to be able to write five pieces of creative writing in one month. You break down that goal into the 30, 15, 5 structure, which boils it down to two pieces of creative writing each week. Using the Pomodoro technique, you set aside two 25-minute slots each day to focus on crafting one piece of each week’s writing. During the Pomodoro timeslots, you put away your phone and other distractions, take a few deep breaths, and just write.
Example 2:
You decide that you want to be able to finish reading three books in one month. Using the 30, 15, 5 structure, the task is broken down to one book a week, meaning you have to do 7 pages a day. You set aside two 25-minute slots during the day with the Pomodoro technique, and use that time to read the designated 7 pages. To complete the task even faster, you use audiobooks during your daily commute as additional reading time.
Example 3:
You decide that you want to complete a module in a MOOC course in one month. Using the 30, 15, 5 structure, the goal is whittled down to studying for one hour per day. You use the Pomodoro method to break study time into four 25-minute slots. During these timeslots, you access the course resources, watch tutorial videos, and take practice quizzes to ensure you are getting the best use of your study time.
Rest and Revitalize
Fuelling productivity isn’t just about implementing strategies; it’s equally important to include vital restorative activities. Working in short chunks is useful, but so is allowing ourselves enough down time to refuel. Make sure to set aside time to allow yourself time away from specific goals, and allow your mind to the break the cycle of overworking to improve your overall mental wellbeing.
Research shows that regular breaks boost our creativity and output—allowing us to come back to our productive goals with renewed energy and enthusiasm. This can come in the form of exercise, recovery naps, relaxation activities, or even as mundane as getting out of the house and into nature.
Example 1:
You decide that you want to recharge your batteries and renew your productivity. To do this, you set aside a 30-minute lunch break for yourself that you dedicate to going for a walk or a run in your local park. Doing so allows you to get out of the constant rush of ideas in your mind and allows your brain to reset and utilize the rest of the day with clear focus.
Example 2:
You decide that you want to be more productive but find it hard to stay focused after a few hours. To work through this, at the end of each work day you set aside 15 minutes for yourself to refocus and recharge. During this time, you listen to some calming music or take some slow, deep breaths to detox from the day’s events and re-center yourself.
Example 3:
You want to improve your focus and energy levels to stay productive throughout the day, but feel unable to concentrate for more than a few hours. To help with this, you set aside two 10-minute breaks and two 5-minute breaks throughout the day to get up, stretch, and get something to eat. This creates an hour and 10 minutes of recovery time in the day, allowing you adequate time to charge your batteries and carry on with your tasks with even more enthusiasm.
Frequently Asked Questions
Q: How do I prioritize my goals?
A: Make use of the SMART goal-setting principle to analyze your goals. This system requires you to make sure your short and long-term goals are Specific, Measurable, Achievable, Realistic, and Time-bound.
Q: What is the Pomodoro technique?
A: The Pomodoro technique was developed by Francesco Cirillo in the 1980s. It involves setting a timer for 25 minutes and focusing intently on an activity when the timer is “on”, then taking a few minutes break when the timer “off”. This technique works for breaking down multipule tasks to efficient, manageable chunks.
Q: How much rest do I need to stay productive?
A: While the amount of rest needed varies depending on the individual, breaks are essential to make sure our productivity remains in balance. Take regular breaks throughout the day to allow your mind to clear. Make sure to choose activities that genuinely bring you joy and release your stress.
Q: Where do I start when optimizing my productivity?
A: Start by applying the SMART system to your goals to make sure they are Specific, Measurable, Achievable, Realistic, and Time-bound. Break the goal down into manageable chunks using the 30, 15, 5 rule. Use the Pomodoro technique to manage your time and set aside regular breaks for