Productivity and routine

I have a lot of technology tools. I have spent a lot of money on devices. I have a smartphone, productivity apps, a laptop, desktops, and a tablet for personal use.

I even wear a device on my wrist that reminds me I need to stand up and do some stretching.

And with all these physical tech benefits and accouterments (uh-koo-tr-muhnts), I find myself not willing or perhaps even unable to depart from my fountain pen and my notepad. I need to strategize, plan, and write down the major things I will do the next day.

Will all of these tech things and activities increase my productivity? The answer is a big “Depends!” With all the apps and the notepad that guide me through the things I need to do, I keep on getting distracted.

I have to make lessons and write articles. So, as I prepare myself for the task, but this “ping” notifies me if I have a new Viber message. Attached to that message is a link that brings me to another site, and so I read the article and it brings something I read there that reminds me to open another tab in my computer and look over the collaboration app that reminds me to do something for the team. And so I do. And then, pretty soon, one glance over my notepad tells me I have spent precious minutes on so many things, whereas the significant tasks were left untouched. I have been distracted. I have been busy; I just was not productive. My productivity level is down, not because I have not been working, but because I have been distracted from critical tasks. Has this happened to you?

Perhaps the following ideas may help you increase your productivity level as they have increased mine.

1. Allocate the time of the day to do heavy mental lifting and creative work.

I prefer to do TNA or training needs analyses with my clients no later than 11 am when my mind is fresh and we can brainstorm ideas on how to do my presentation for their learning event. We do our best work for only about five hours, after which our energy wanes and our attention is quickly distracted. I do my writing, strategic planning, and all creative work during the choice hours of the morning when the mind is fresh and the ideas are flowing. I accept that there is a limited time for focused work and I will not allow distractions to muddle this opportunity for me.

2. Consciously pause and take quick breaks.

I wear a device on my wrist that reminds me it is time to pause, stand up, drink a glass of water, stretch my muscles for a while, and then go back to work. The opposite of distraction is mindfulness, and I make sure that once I get back to work I will refuse the temptation to peek at new Viber messages or chats awaiting my response.

3. Plug all those energy leaks.

I prepare all the things I will need for the following day. This gives me more mental clarity to concentrate on the crucial first five-choice hours required for creative work. Starting the day with time spent searching for my keys/ phone/ charger/ cables/ pen/ paper will only add to my frustration and kill my creative mood.

4. Jot down thoughts and ideas so you will not forget them.

It is a common practice for me to finish my critical tasks ahead of time; this affords me time to open a book or browse through important literature on the craft that can help me improve. The thoughts I come across I collect in an organized manner to have them handy for my future work.

5. Administrative work is done after creative work or tasks are finished.

Materials are all prepared; I do my recording for my podcasts and radio program at this time; this is when I spend the rest of the working day answering emails, making phone calls, responding to Viber messages, etc. When I may feel mentally tired, especially when I have to give webinars in the day, I flop on my lazy chair and take a power nap and rest.

Then I clock out of work and look forward to having a fun dinner time with family and enjoy the day’s reward by watching a movie or so with the Ilocana. This way, productivity is up and the day is invested, not spent.

And then wash, rinse, repeat; this is my routine. Now, what is yours?

(Francis Kong’s podcast “Inspiring Excellence” is now available on Spotify, Apple Podcasts, Google Podcasts, or other podcast streaming platforms.)