4 Productivity Strategies I Use Every Day

Writing Down my Big Three

Do you ever feel like you spent the entire day working, but somehow, you didn’t get anything done? We all have. But a few of us don’t feel that way anymore, and that’s because we write down our “big three.” The big three is a concept that comes from personal productivity expert Michael Hyatt, and it essentially means writing down the three most important tasks for the day. Only three. Not ten. Not five. Three. Choosing three important tasks helps us focus and actually accomplish what’s important. 

When you write down your big three, you’re forced to ask yourself if they really are important tasks. Are they tasks that help you accomplish your monthly or annual goals? Are they tasks that really move the ball down the field of your dreams? This is why separating your big three from your other tasks and appointments is crucial. It gives them the respect the deserve, so you can give them the focus and thought they need to get done. 

Backlogging Time with Google Calendar 

I use Google Calendar like anybody else when it comes to planning for the future. I’ll accept a few phone call invites, block out a weekend for a trip, or write down a friend’s birthday party so I don’t forget. I use Google Calendar like a mad scientist when it comes to understanding the past. 

I started backlogging my time with Google Calendar once I got more than two or three freelance clients. I needed a way to understand how I spent my days. A viable freelance business depends on delivering good quality work in the fewest amount of hours possible. Not okay work. Not perfect work. But good quality work. When I started backlogging time with Google Calendar, it became really clear to me which clients were my most profitable, which ones had to go, and which ones I could be a little more efficient with. 

It’s pretty simple to do this. I just quickly drag out color-coded hours on my calendar after the day is over. Boom. Instant clarity at the end of the week. 

Creating Quick-Reference Notes with Apple Notes 

Do you ever spend fifteen minutes trying to remember a password to some random site you only use once a year? You can’t remember, so you reset your password, and then you realize you forgot your username too? I think this happens to most of us. And it’s a frustrating time-suck. 

The simplest way I’ve found to overcome this is to create a locked note on my iPhone with Apple Notes. It’s password protected, so I’m not worried about someone getting in. I keep all of my usernames and passwords on this quick-reference note. Whenever I have to create a new login for something, I add the username and password on there, and I can very quickly check back on it later. 

I’m aware that this isn’t the most secure way of doing things, so I’m not putting identity-theft level information on here. But when I need to remember a milage number, or a login for an online subscription, I’m all set. 

It’s also great to create notes like this for thangs that don’t require passwords. When I go on a work trip, I like to add all my relevant information to one simple note. This way I’m not digging for an Airbnb address, or confirmation code with other people breathing down my neck.  

Taking Consistent Breaks

This is the most counter-intuitive strategy of all, and it took me years to learn. The best way to ensure success over the long-term is to take consistent breaks. This goes for your days, weeks, months, and years. I try to take a screen break every 60-90 minutes, just to keep my mind fresh and my decisions sharp. Taking Sundays off helps me feel rejuvenated for another productive week, even if I don’t feel like I need to take a day off in the moment. Scheduling outings and vacations with friends is another way I keep the months moving along. 

When I started my career, I worked through the weekends, and late into the night all the time. But after a while, I realized that I wasn’t going to achieve my goals in a day or a week, so I could afford to take some time off. In fact, taking time off was the best way to avoid burnout, thus making my dreams even more probable. Taking breaks isn’t something that comes naturally, especially for ambitious people like us. But it’s a skill we can practice and get better at–and we’ll all be better for it. 

I hope you’ve enjoyed reading about these strategies. If you implement any of them, let me know how they’re going by sending me a message here.