Steps to Become More 'Productive'

 "When you think about how do we be more productive, it's really about being more present with what you're doing. Because you can hit a golf ball better. You can cook spaghetti better. You can you can tuck your kids into bed better. There's a lot of things you can do a whole lot more productively if you take the broader definition and, interpretation of that term, there are a whole lot of things you can do more productively if your head's clear." 

This is what author David Allen said to me a few years ago, and I remind myself of this very time I try to squeeze one more big task in my day. We need to figure out the best ways to use our time. 

Here are some recommended steps inspired by Allen's 'Getting Things Done' method. 
 
First, capture all your activities for the week. Do not leave out things that you think will take “only a few minutes”… we have all been there. A quick thing can turn into hours! So, capture all the things that must be done. If there are activities you need to complete with others, ensure you discuss what your part of the task consists of. 

Next, prioritize your tasks into 3 categories: urgent, important, and nice to do. You would expect to tackle first something that is urgent. 
From there you’ll need to figure out what is important. This is perhaps something from a priority project that must be done and you do not want to leave for the last minute.  
Then define what is good or nice to do. Perhaps a project that you wanted to get started or schedule time with a coworker for some learning. 
 
After prioritizing, allocate time in the day or the week to put together all of these activities. Schedule each one based on the category you set for them. Estimate the time you will dedicate to each and be generous. For example, if you consider a task will take you about an hour, how about adding an extra 30 minutes to that? Also, it may be tempting not to include items in the “nice to do” category, but these can allow you to have great breakthroughs on your other pressing projects. 

The last step is to execute with consistency and review the results. You’ll have a handle of where your time goes during your work day. 

It will also help you manage your expectations, allowing you to do what you can REALISTICALLY, not what you wish to do. You’ll soon discover you will be able to take control of your schedule and reduce stress.