Issue #5: Let's get productive
With so many 'to-dos' in your day to day how can you be more productive
Hello October!
Can you actually believe that we have only three months left in this very busy year?
With September in our rearview let’s talk about how to make the most of our day-to-day and close out this year in the best, more productive way possible!
TL;DR: Scheduling Tools & Tips, Building Breaks Into Your Day, 2-Minute Rule, The 20-20-20 Rule and Quick Survey
📌Tip of the Week
Scheduling tools are your best friend. Don’t be that leader, sending 3:00 AM Slack messages - there’s a scheduling feature for that.
It is safe to say that everyone, especially when working remotely, has their own schedule and time when they are most productive. For some, it is early morning before the day of chaos begins, and for others later in the evening after the kids are in bed.
Scheduling tools can help you and your team by:
Respecting time zones and personal boundaries
Minimizing distractions and boosting focus
Ensuring consistent communication and reducing last-minute stress
Improving asynchronous collaboration, especially in remote teams
Automating routine tasks for better time management and efficiency
Purposely adding breaks into your day- the Pomodoro Technique
Have you heard of the Pomodoro Technique? Simply put, it’s a way to incorporate breaks into your working day to promote better focus and reduce the risk of burnout.
This particular technique has been studied greatly and has proven that the structure and timed work intervals significantly improve focus. One key reason the technique is effective is that it aligns with the brain’s cognitive rhythms. By working in focused bursts, people can manage distractions better and stay motivated without feeling overwhelmed.
Essentially, the goal is to have focused work time, followed by a short break.
Work in short bursts: Focus for 25 minutes (called a Pomodoro) followed by a 5-minute break.
Take longer breaks: After 4 Pomodoros, take a longer break (15-30 minutes).
Encourages focus: Helps maintain high concentration while preventing burnout.
Did you know that most people are only able to maintain focused attention in 90-minute intervals, after that their attention and ability to retain information diminishes significantly.
There’s an interesting science here related to ultradian rhythms, which indicate that our bodies operate in cycles of approximately 90 minutes of activity followed by a period of rest. After this time, productivity and focus tend to wane, and a break is recommended to recharge.
p.s think about this next time you schedule a long working meeting.
How I put this technique into practice:
Goodbye to 30-minute meetings! Schedule meetings for the 25-minute time frame and give everyone the 5-minute break in between discussions to recharge.
During deep work, I set my alarm on my watch or use my handy-dandy hourglass (which currently is a 30-minute timer) to remind me to take breaks
When sitting in a long meeting or having to remain focused for an extended period of time I use the 20-20-20 rule. Read more about that in the Wellness Corner.
Bonus* Using my standing desk as much as possible allows me to move around which helps me personally stay focused.
Got 2 minutes - use it wisely
The 2-Minute Rule, part of David Allen’s Getting Things Done (GTD) framework, is a simple but powerful strategy for handling small tasks immediately.
The rule is based on the idea that if a task takes two minutes or less to complete, it’s more efficient to do it right away rather than adding it to your to-do list or scheduling it for later.
If you want to write the task down, just to cross it off - I understand.
Here's why it works:
Avoids procrastination by handling the task right away. If you continue to push off the little things, when accumulated it can be overwhelming.
Frees up your mental space by removing the tasks from your mind completely so now you can concentrate on larger to-dos.
It’s a win! Like I said no judgment here if you add the tasks to your list and cross it off for a little serotonin boost.
So, what do you say - let’s knock out all those 2 minute tasks!
Wellness Corner
20-20-20 Rule* 👓
My optometrist, a brilliant woman has repeatedly reminded me of the 20-20-20 rule.
Why? Because I stare at screens the majority of my day, and I am guessing you do too!
So, let’s break it down: 20-20-20 Rule.
Every 20 minutes, look 20 feet away for at least 20 seconds.
It’s as simple as that. This technique helps with eye relaxation, reduces fatigue, prevents eye strain, and encourages blinking, reducing dry eye.
This simple habit can significantly improve eye comfort, especially for those who spend extended hours working on screens.
Give it a try this week and use it in combination with the Pomodoro Technique!
Community Insights
Until next time, stay well.
𝒕𝒉𝒆 𝒃𝒂𝒍𝒂𝒏𝒄𝒆𝒅.𝒃𝒐𝒔𝒔 𝒕𝒆𝒂𝒎
* Consult Your Doctor First: Before starting any new exercise routines, wellness plans, or making significant changes to your diet, it’s important to consult with your doctor or healthcare provider. They can help ensure that any new practices are safe and appropriate for your individual health needs. Your well-being is our top priority, so please take this step before making any changes.