I'm More Productive When I'm Busy. Are You?

In this series, professionals share their secrets to being more productive. Read the posts here, then write your own (use #ProductivityHacks in the body).

Productivity itself is a product of my own head space. I struggle to be creative if I’m negative. (In fact if you are in a bad head space — nothing seems to go right). Likewise, I struggle to be productive when I am not busy (thankfully that doesn’t happen often!). It is seldom that I have any time these days to twiddle my thumbs, but when I am in an “inbetween” head space, it is dangerous... I need to be on the run to get things done. One tip from me that I stick to every single day, it’s about being busy, and intentionally productive as a result.

The reality is that one must be intentional about being productive… floating through the day or ‘hope as a strategy’ simply results in a lot of wasted energy…

Often people begin emails to me along the following lines: “I know you are exceptionally busy but….” or “I know how tricky your calendar must be to coordinate, but…” — these are both accurate opening lines, but the truth is that when I am busy, I am so productive. I might be in back to back meetings from 9-5 p.m. (I choose to construct my day like that), at evening events, flying in and out of cities — but I use my time wisely to follow up on all those meetings and action items from them.

I will have one day a week with no appointments — this is my day to create...

Above is one of those days of creation... one of the days of writing my book Live What You Love...

If I am at the airport or on a flight, I will always use this time to send all the emails I need to clear my inbox, follow up and set actions forth into motion for the next day. I think the practice of yoga has taught me a lot about the importance of “finishing the day off," allowing capacity for a fresh headspace for the next day. To embrace a new day of work, as best we can, I believe we need to leave the frustration of yesterday behind, and see the day through a positive lens. No good (or productivity) will come from harbouring negative energies overnight. My practice of “clearing out the day” before I sit down to an evening meal, allows me to be truly ‘present’ in my home life, with family and friends — all of which are intrinsically important for a true sense of wellbeing.

No meeting days — and do all the follow-ups from meetings that day (so no meetings after 4 p.m.)

Another trick I have “devised,” if you will, is to be intentional about meetings. If your objective is to meet someone to discuss a project, opportunity, grievance, plan or outcome — then do just that. Meetings do not need to go for one hour. If you know you have 40 minutes to get the job done in that time, that is far more intentional than if you have 60 — because you will always use the 60 (mainly because everyone in the room knows they have more time together). If you are having intentional discussions with someone, this may only require 30 mins. And then you can both go away and work on set targets to achieve before the next meeting, and revert once done.

Have 30 minute meetings — but prepare and have an agenda

One can only measure their productivity by reporting honestly on it — true metrics and outcomes of that work that are measurable. At the start of this financial year, together with my colleague, we devised a ‘Scorecard’ using Google Sheets where we look at a variety of metrics that we can assess our performance on — on a month by month basis. We can set targets, and track this in real time each month. Google Drive is an engine of productivity on its own. Look how it has changed the face of work….

Scoreboards show that you are moving the game forward

How I work is critical to maximising not just my day, but my experience of life:

1. I manage my calendar so that all appointments in the same location are around the same time
2. I allow 15 minutes between them so I can make notes or even complete the follow-up actions
3. Wherever possible, I have people come to me (still with 15 minutes between)
4. I have one day with no appointments — to write and be creative
5. I have a plan for each quarter — so I keep focused on where my time goes
6. I have a score card so I can see the game moved forward.

Naomi Simson is the founding director of Australian online tech success story RedBalloon and Redii. She has written more than 950 blog posts at NaomiSimson.com, is a professional speaker, author of Live What You Love & Ready To Soar and is one of five “Sharks” on TEN’s business reality show Shark Tank 9.00pm. Follow her on Instagram, Twitter, and Facebook