Surviving high workloads

"How come you don't drown in all the work and burn out?" is the most frequent question I'm getting asked as the Chief of Staff of a multi-billion-dollar business. Here, I share seven techniques that help me to maintain my productivity and well-being. It all comes down to what Thomas Edison once said:

"I never did a day's work in my life, it was all fun."

1. Ikigai: Finding Purpose

Happiness, to me, is the result of pursuing one's passion. The concept of Ikigai, depicted as a Venn diagram where all four circles overlap, guides me in finding my purpose. I see it as an evolving goal, revisiting it periodically to ensure I remain aligned and make adjustments whenever necessary.

Learn more:? Tim Tamashiro: How to Ikigai | TED Talk

2. Eisenhower Matrix: Prioritizing What Matters

Effective time management begins with planning and deliberate control of allocating your time to specific tasks. I use a simple 2x2 matrix – the Eisenhower Matrix – to organize my tasks on sticky notes or digitally in OneNote.

Learn more: https://theblogrelay.com/eisenhower-matrix-for-decision-making/

3. Pareto Principle & Wabi-sabi: Action Over Perfection

The Pareto Principle suggests that roughly 80% of outcomes can be achieved in just 20% of your time. I frequently ask myself, "Could 80% of the outcome already be good enough?" (instead of investing the remaining 80% of my time to reach 100% of the outcome). More often than not, the honest answer is yes. This acceptance of imperfection, embracing the Wabi-sabi philosophy, allows me to invest my time more efficiently. Combining both concepts and spending 5x 20% of the time on different tasks dramatically increases my output to 400%! (5x 80%) instead of spending 100% of time on one task only.

Learn more: https://www.simplypsychology.org/pareto-principle.html

Learn more: Wabi Sabi The Japanese Art of Finding... |

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4. Shoshin: Maintaining a Curious Mind

Approach every task like a beginner with the same curiosity as if you were doing it for the first time (growth mindset). It also counters the hubris and closed-mindedness often associated with thinking of oneself as an expert.

Learn more: The power of believing that you can improve | TED Talk

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5. Kaizen: Small Improvements Each Day

This is all about expectation management. The best way to move a mountain is stone by stone, only some at a time. The same is true for improving productivity. Keep looking for small things to improve daily, and you'll experience exponential growth (1% each day = 1.01^365 = 37.78). Continuous improvement each day pays dividends!

Learn more: Kaizen: Understanding the Japanese Business Philosophy

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6. Pomodoro Technique: Enhancing Focus Through Time-Boxing

Fully dedicate yourself to 25 minutes of focused work without distraction and take a break for 5 minutes afterwards (also applies to meetings!). It helps me to get started and prevents working beyond the point of optimal productivity.

Learn more: The Pomodoro Technique — Why It Works & How To Do It

7. Hara Hachi Bu: Eating Mindfully

Stop eating when you're 80% full. This practice keeps your energy levels high after meals, supports a healthy metabolism, and aids in maintaining your shape, particularly if you have a sedentary job.

Learn more: Hara Hachi Bunme: A Japanese Approach to Eating

Would love to learn what additional methods work for you!