Understanding the Importance of Workday Workflows

Structuring processes and workflows is essential for an effective and efficient workday.

By having a solid system for your work, you are less dependent on motivation or a particular mood. It's normal to sometimes have less energy, but deadlines still need to be met. A structured approach helps you stay productive despite these energy dips.

In his book "Atomic Habits," James Clear emphasizes the importance of focusing on systems rather than goals. The idea behind "system over goal" is that focusing on the process (the system) leading to results is more effective than simply being fixated on the end result (the goal).

By focusing on the system, you make small, consistent improvements that can lead to significant changes in the long run. This helps you make progress, regardless of whether you have already achieved your goal. Moreover, focusing on systems can help prevent disappointment when goals are not immediately achieved, as your attention is directed towards the actions you take daily.

Stress Management Throughout the Day:

Your physical state also plays a role throughout the day. It's good to know that there are roughly two systems that determine your state of being. A little insight into these systems will help you greatly in achieving the desired state.

First, your sympathetic system helps with action and stress ("fight or flight"). Stress is almost always considered negative, but a little (controlled stress) is good for you. The trick is to balance the amount of stress with your parasympathetic system, which provides relaxation and recovery ("rest and digest").

Since we have no shortage of stress in our society, you ideally want to influence the parasympathetic system throughout the day. This allows you to maintain an overview and have peace of mind.

Exercise:

A simple and effective way to bring yourself into a relaxed state is Block Breathing.

It was originally developed by the Navy Seals to keep a cool head in the heat of battle.

The method is very simple:

1. Breathe in through your nose for 4 seconds
2. Hold your breath for 4 seconds
3. Exhale through your mouth for 4 seconds
4. Hold your breath for 4 seconds

Repeat as often as needed.

Workflows:

To-Do List vs Time Blocking (Agenda)

To-do lists are great for quickly jotting down your tasks. However, they fall short when it comes to structure. A major problem is that a list doesn't give you insight into the amount of time and energy it takes to complete the task.

You can tackle this more intelligently by working with time blocks in addition to your to-do list.

How?

1. Take your calendar.
2. Determine which tasks need to be completed today or this week based on your to-do list.
3. Estimate how much time the task will take you and block that time in your calendar.
4. NOTE! Keep time free between blocks for unexpected matters, such as phone calls, tasks that take longer, etc.
5. Aim for a success rate of 70%. If you succeed, you are probably already the biggest productivity guru in your organization!

Your NOT-TO-DO List

In his book "Clockwork ," Mike Michalowicz describes the 4D model. It is better known as the Eisenhower matrix, and this model can help you determine what you will and, more importantly, what you will no longer do. And the latter is essential if you want to achieve something.

? Decide

Determine which tasks you WILL and especially which you WILL NOT put on your to-do list. Don't make it too complicated, but make sure you know why you're no longer doing them. Since you're stopping certain tasks, some people may be disappointed or now have to do the tasks themselves. Don't worry, but you do need to let them know WHY.

? Delegate

Tasks that belong on the list of a colleague, supplier, etc., should be removed from your list as soon as possible. As an entrepreneur, you can hire a freelancer or agency. Employee? Schedule a meeting with your manager and explain why these tasks should no longer be done by you.

? Design

It is possible that the tasks still on your to-do list can be carried out much more efficiently. Look at which parts of the task can be automated. Write down the steps you take to perform the task. Now look at the list and discover what you can automate using a text expander, an email template, an auto-reply, or a shortcut.

This process takes time, but it will pay for itself tenfold in the future.

? Do

You now have all the information and strategies. Don't put more than 5 tasks on your daily to-do list, so you don't overwhelm yourself. This should be easy since you have removed many tasks from your list. Do 10 push-ups (or whatever works for you) to get your body into action mode, and let's start doing the things you need to do!

Other practical tips for even more focus:

Inbox zero strategy. Want to get your mailbox under control once and for all? Check out this workflow from Jeff Su

P.A.R.A. Tiago Forte has devised a clever system for organizing your folders, mailbox, and all other systems you use. Highly recommended, and I've written a blog about it before.

About Martijn

In the era where AI shapes much of our work and communication, the irreplaceable value lies in your unique personal, knowledge, and social capital. My 13 years of experience is dedicated to enhancing these capitals for you and your team, fostering recognition as industry leaders.

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