Before my masters, I used to run Breakfree Journeys. As an entrpreneur I owned my schedule. I could set or decline meetings as per my priorities. But after graduating in 2018 I joined Samsung as a Management Trainee and within the first few weeks I was overwhelmed. There was so much to do, so much expected from me but my calendar was not in my control. Anyone could block a slot on it. Besides I was also preparing for the UPSC exam along with my job so I was struggling even more to manage my time.
In exasperation, I began to identify techniques and tactics to deal with my burgeoning to-do list and deadlines. I read through many popular books and frameworks, experimented with many popular ideas, learnt from my seniors and eventually evolved my own productivity system which I continue to follow.
System & Tools:
This system is grounded in the philosophy of essentialism – doing less but doing it well.
Tools I use: A simple blank/dotted grid notebook (pocket size), a pen and a calendar app (preferably synced with your work calendar)
Step 1: List down all tasks/ongoing projects at the start of the week/day
Step 2: Prioritise top 3 as per importance (important>urgent in case you follow the Eisenhower Matrix)
Step 3: Identify the estimated time to finish them and set them as events on your calendar (preferably in Focus Mode) – this time boxing prevents over engineering of work (Parkinson’s Law).
Step 4: Finish the other tasks which typically would take <10 mins per task as and when you find time
Track your score of completion on the 3 tasks and measure yourself everyday. A 3/3 earns you a perfect 100 – chase it relentlessly.
Additionally, as I have grown into my career I have realised that the secret to making the most of your available hours is ruthless prioritisation, saying no more often and constantly automating repetitive tasks (which is a post for another day!)
One spends about 60% of your time working so it is essential to make every hour count.
For special projects which require you to get into the ‘Flow’ mode, I prefer to mark out certain days and work undisturbed.
Over the years, this minimalist approach has served me well and with a team this approach has the potential to become a big capacity multiplier.
Further Reading:
- Deep Work & Slow Productivity – Cal Newport
- Flow – Mihaly Csikszentmihalyi
- Essentialism – Greg Mckeown