When Less is More [8/10 Time Management]

In today's fast-paced world, the pursuit of productivity and efficiency has become almost an obsession. Self-help books, productivity tools, and time management apps promise to revolutionize our lives, helping us pack more into our days and achieve our goals faster. But what if this relentless drive for optimization is actually counterproductive?

Today I want to explore the concept of less is more and how over-optimization can hurt in time management.

Why do we optimize?

It's easy to see why optimization is so appealing. Who wouldn't want to get more done in less time? The market is flooded with resources designed to help us achieve peak productivity:

1. Self-Help Books: Promising life-changing habits and secrets to success.
2. Productivity Tools: Offering ways to streamline tasks and boost efficiency.
3. Time Management Apps: Providing schedules, reminders, and analytics to keep us on track.

While these resources can be valuable, there's a danger in becoming overly reliant on them. Every pill does not work for everyone, and the quest for the perfect system can lead to diminishing returns.

The Pitfalls of Over-Optimization

1. Packing Too Much In: The more we try to fit into our schedules, the less we may actually achieve. Over-optimization can lead to burnout, decreased productivity, and a sense of constant stress. By attempting to maximize every minute, we lose the ability to adapt to unexpected changes and opportunities that arise during the day.
2. Dependency on Tools: Relying heavily on productivity tools and apps can make us dependent on external systems rather than developing our own habits and discipline. Sometimes we joke among friends that the productivity tools are efficient ways of wasting time! It's easy to fall into the trap of managing the tools themselves, which can become a task on its own, rather than focusing on the tasks they are supposed to help us manage.
3. The Illusion of Productivity: Self-help books and productivity apps often sell the illusion that there is a perfect system or magic formula for success. In reality, productivity is highly individual and situational. Constantly seeking the next best tool or strategy can distract from actually getting things done, leading to a cycle of perpetual optimization without real progress.

Striking the Right Balance

1. Know Your Limits: Understand that there are only so many hours in a day, and it's impossible to do everything. Prioritize tasks that align with your goals and values. We discussed that in the 2nd article in setting your own priority. Accept that some tasks will take longer than expected, and that's okay. Building in buffer time can accommodate the unexpected and reduce stress.
2. Selectivity with Tools: Choose tools and strategies that genuinely fit your work style and needs. Experiment, but don't be afraid to abandon what doesn't work. I have tried multiple things like excel sheets, water reminders, break reminders, prioritization apps but none of them were sustainable for me. So I integrated what I need into my own workflow. Be it timeboxing into my calendar, creating snooze for emails or sending future dated emails to yourself. Tools should enhance your workflow, not become additional burdens. It's about finding what truly adds value and discarding the rest.
3. Mindful Optimization: Focus on being effective rather than just efficient. Doing fewer things well is better than doing many things poorly. Incorporate regular breaks and downtime into your schedule to maintain mental and physical health. This approach fosters sustainable productivity and well-being.

The Real Goal: Sustainable Productivity

True productivity isn't about cramming more tasks into your day; it's about achieving your short term and long term goals in a balanced and sustainable way. Here are some practical tips:

1. Set Realistic Goals: Aim for progress, not perfection. Set achievable goals and celebrate small wins along the way.
2. Embrace Imperfection: Understand that not everything will go according to plan. Once something went totally wrong in a deliver project I was running back in 2009 and the Program Manager working from me from Argentina told me to just "add it to the shit happens list". Thought I haven't created an actual excel sheet yet, the mental list of "shit happens" is long.. and I keep adding things out of my circle of influence to it.
3. Find Joy in the Process: Enjoy the journey rather than just focusing on the destination. This mindset can reduce stress and improve overall satisfaction.

My personal experience on less-is-more

In my own experience, I've found that a minimalist approach often yields the best results. Rather than trying to follow every new productivity fad, I focus on a few core principles: prioritize what matters, take regular breaks, and stay flexible. This approach has helped me maintain a healthy balance and avoid the pitfalls of over-optimization.

In my professional life, I have focused on improving one skill at a time for 6-12 months the list roughly looks like: presentation skills, data analysis, public speaking, machine learning, deep learning, GenAI, AI Ethics. While each of it contributed to my role, it worked better to open new opportunities.

Even in my personal art/hobby projects, I choose one theme for a given time and stick to it. For several years it was Insect Macro (learning and teaching), then I did high speed water drops , after doing some bird photography for a couple of years , during covid moved to Art with Chemicals and continued it for close to 3 years. Now for two-three months I am focusing on doodling (putting pen to paper).

While life can feel short, if we break it down into few months at a time, we can achieve a lot but keeping it simple and doing one thing at a time, but doing it well.

In shot!

Self-help books, productivity tools, and time management apps and techniques can be helpful, but it's important to avoid the trap of over-optimization. Striving for efficiency should not come at the cost of our well-being or the quality of our work. Remember, every pill does not work for everyone. Find what works for you, maintain balance, and don't be afraid to do less to achieve more.

What do you think?

Have you ever fallen into the trap of over-optimization? What strategies have you found helpful in maintaining a balanced approach to time management? Share your thoughts and experiences in the comments below. Let's learn from each other and strive for sustainable productivity.