Five Ways to Maximize Your Productivity: findings from brain science

The Information Age has brought with it a virtually infinite number of channels, media, and accompanying demands for our attention. We are often inundated by emails, instant messages, phone calls, and meetings, which in turn generate unending lists of projects, tasks, and reports. Many of us charge into it all determined to conquer the deluge through sheer force of will and monster effort, only to find ourselves feeling defeated and overwhelmed. We may spend hours trawling through time management books, testing the latest productivity apps, and implementing fad systems that are guaranteed to bring our entire lives into perfect order, and then end up even more confused about what will actually work for us. What if you could apply what is known about the brain to significantly increase your productivity? Brain research suggests that there are a number of changes that you can make that will do just that.

1. Establish a routine

Some of us are free spirits who like to “feel motivated” before we take on a particular activity. We go with the flow or invest our time in trite, non-strategic tasks that create a false sense of accomplishment. Indiscriminately trawling through emails is one way of doing this. There are times when we are faced with a mountain of work to do and find ourselves paralyzed by “worker’s block” or plagued by distractions - both external and internal. Research is showing that we thrive on routines. A routine is really a series of habits that we establish over time. When we develop habits, our brains are able to run on a kind of auto-pilot. This allows us to bypass emotions and distractions and focus more effectively on the work at hand. Your routine should include:

• A set time for waking up and going to sleep. (Adults typically need 7 - 8 hours of sleep to function optimally).

• A morning ritual that ideally incorporates a centering activity (e.g. meditation or prayer), exercise, and a brief review of plans for the day. (If possible, also include a brief time of learning by reading or studying).

• Clearly delineated times for starting and ending work so that your brain becomes accustomed to concentrated productivity within a set timeframe (This also prevents workaholism which eventually becomes counterproductive).

• Set meal times.

• A period of reflection on the day that is past, including journalling about what went well and what you could have done better. (This orients your mind towards improvement).

2. Do energy-intensive work first. Prioritize prioritizing.

Many of us jump into email and social media as soon as our eyes open. This practice drains mental energy and adversely affects our ability to complete more demanding activities such as planning, analyzing, problem-solving, and creation. We increase our productivity by doing energy-intensive activities first. One of the most intensive activities that we can do is prioritizing. This requires us to identify what we are required to do, evaluate each item’s importance relative to the others, and organize them for completion in order of priority. The need to prioritize prioritizing can’t be overemphasized. It creates a clear line of action so that we are less likely to waste time on less important tasks.

3. Organize your day into blocks of activity

Our brains thrive on structure and variety. By organizing your day around different types of activity, you provide both things. Therefore, schedule blocks of time for intensive creative work like writing or designing (when your energy level is high), meetings, returning phone calls, and reading and responding to emails. Make sure that you integrate short breaks as well.

4. Focus

I used to boast about my multi-tasking prowess. I prided myself on being able to speak on the phone, rattle off an email, and switch between several open computer applications, all while eating my lunch! I then came across this idea that we cannot really multi-task. We actually have limited attention spans which means that doing several activities at once boils down to dividing that attention several times. What we end up doing is increasing the length of time each activity eventually takes, and reducing the accuracy with which each is completed. In reality, research is showing that we can only concentrate on one activity at any point in time. The exception is if we are doing a relatively automatic activity as well such as driving. So, this means that we should turn off all distractions, including email notifications, phones, and social media, and simply focus on the priority task at hand.

5. Write things down

I am sure that you have had the experience of trying to hold on to an idea that emerged out of a conversation, a personal insight, or something that you observed. By virtue of trying to remember that idea, you are dividing your attention and expending unnecessary effort that could be addressed by simply writing down what is on your mind. Leonardo da Vinci faithfully followed this principle by always keeping a notebook with him where he sketched concepts and made jottings as they occurred to him or came through people he encountered. You can take a lot of pressure off your memory and conscious attention by simply recording things. Apart from a simple notebook that you carry around with you all the time, you can also invest in digital versions such as OneNote or Evernote, which sync across multiple platforms. If you are interested in learning more about the brain and effective work practices, check out Your Brain At Work and other books by David Rock. Question: Do you already practice any of these productivity tips? How do they work for you?