My Self-Optimization Playbook: 5 Rules That Maximized My Productivity

Written by Davorin ?mit, Head of Campaigns at ARCH. Influencer Agency

In our fast-paced, information-heavy world, focusing and effectively managing time is crucial. As a co-founder and head of campaigns at ARCH., I've learned that mastering self-optimization is not just a skill; it's a necessity for success and well-being.

Previously, I had massive to-do lists, and I always tried to finish every single task, and you can guess - I never finished even half of them. And I was always angry with myself - how can I not finish everything? What's wrong with me?

Later on, when I started to use the blocking technique (more about that later), I realized that my past daily to-do lists were filled with tasks that would take about a week to complete.

Here, I share my concise guide to time management, developed through constant improvement:

Prioritize Ruthlessly

Establishing clear priorities is key to enhancing productivity and job satisfaction whilst avoiding reactiveness.

Harvard Business Review supports the idea that focusing on tasks with the highest impact first not only maximizes focus and dedication but also encourages the development of discipline and routine.

This approach ensures that important tasks are addressed efficiently, contributing to overall success and well-being.?

Following the model, every Friday, I dedicate time to planning the week ahead. I identify the top three tasks that are most critical and offer the highest ROI for our organization. These tasks, while sometimes monotonous, are non-negotiable for our success.

You can learn more about this model here.

Embrace Time Blocking

Allowing myself too much time for a task turned out to be counterproductive. I found that when I had too much time, I used to put things off and didn't concentrate well while working. I needed more focus to work slowly and efficiently. It seemed like I was always busy but not really getting much done. To overcome this, I realized I needed to set more realistic time limits for my tasks to improve my concentration and productivity.

Time blocking involves dividing your day into defined periods, each dedicated to specific tasks. This approach replaces open-ended to-do lists with a structured daily plan, outlining tasks and their specific times. Prioritizing tasks in advance, such as through a weekly review, is crucial.?

I have been using a calendar as my to-do list for almost 6 months, and I have noticed a massive increase in my productivity, focus, and quality of work. If you want to learn this method step-by-step, this video will show you how.

Create a phone-free zone

A research study from the University of Carolina at Irvine found that it takes 23 minutes, on average, for most people to get back on a task after an interruption - the more complex the task, the longer it takes to recover.

Admitting that my phone (read: social media) was really hurting my ability to work well took me a while to accept. I'm convinced that multitasking doesn't work well. I believe that multitasking often leads to errors and superficial or shallow work. It's better to concentrate on one thing at a time. Focusing on one task at a time typically brings better results.

I've found two other practical ways to boost my productivity. First, I use the Freedom app to block distracting websites and apps. Second, I keep my phone at least 2 meters away most of the time, which helps me stay focused. Give it a try – it's not easy, but it works!

Minimize meetings

Research from Atlassian indicates that the average employee spends about 31 hours each month in unproductive meetings, with half of them being considered a waste of time. This statistic underscores the importance of efficient communication and the need to be critical about which meetings to attend. In my personal experience, most things can be solved via Slack or email with efficient communication.

I appreciate well-prepared meetings where participants focus on the agenda rather than catching up. Additionally, informal coffee sessions are made for genuine connection and colleague bonding.

‘I forgot’ is banned

Historically, I've struggled with forgetfulness (from losing around 50 umbrellas to forgetting my school bags - I’ve had enough). To solve this, I've implemented a system incorporating a notebook for weekly and daily planning, setting alarms for reminders, and using project management tools like Monday.com, which is a great tool, by the way!

In sharing these rules, backed by research and experience, I aim to provide practical insights and inspire self-reflection on personal and professional productivity.

Are you as productive as you believe? This is not a perfect scheme for everyone, and I am constantly developing new strategies, but let's challenge ourselves to be honest and continually strive for improvement.