From the moment we wake up each day, we’re faced with a continuous flow of choices. Many are minor and some are major. Even things that don’t seem so important, like what to take along for lunch or which task to complete first, can become bigger deals when we start to consider how aligned they are (or aren’t) with our goals and strategic priorities.

When we’re confronted with too many options, we tend to feel overwhelmed, anxious, stressed or otherwise out of sorts. This is known as decision fatigue, a state of mental overload that can impede our ability to make additional decisions. When our minds are fatigued, we tend to make worse decisions and exercise less self-control.

Take It Easy on Your Brain!

We rely heavily on our brains to help us get more done. According to research, we do it way too much. We rely on our brains constantly to remember a litany of tasks on our mental to-do lists and to help us prioritize the list so we can and take the right action.

The problem is that our brains burn through much energy and attention trying to hold on to ideas, tasks, etc. that it doesn’t want to forget. It’s called the Zeigarnik effect. Think of it as a reminder system built into our minds that keeps pinging us when we know that there are things that we need to do and can’t forget about.

Eat That Frog!

Retired U.S. Army four-star General Stanley McChrystal gets a lot done. And it starts with his mornings, which are organized with military precision. Since his day is booked with work, he wakes up each morning at 4:00 AM to get in a 90-minute workout in before he heads into the office. This is the advice he dispenses for all of us to improve our own morning routines.

“Find certain things you know you should do, don’t like to do, or make excuses to avoid, and then do them every day or every other day, and then it just becomes a habit.”

Feedback from my "Break often but briefly" post

“Thank you for sharing these helpful tips about taking breaks. Somehow, I was already taking a walk, reading and eating during my breaks. I intend to continue doing them. However, I may explore listening music which I rarely do. Sometimes, one feels a sense of guilt when one takes a break. It is reassuring to know that it is beneficial.”

Break often but briefly

Breaking often to get more done may seem counterintuitive. I mean, who would think that that taking additional breaks would help you be more productive? Especially when you’re so busy as it is, and your to-do list is packed with things that must get done.

But hear me out. Because even if you pride yourself in your work ethic and your ability to concentrate for prolonged periods, your brain, your mind and your to-do list will thank me.

There are many reasons that we should be taking regular work breaks. Here are some of them.

Say "no" to unimportant meetings

So often, we get excited about a new process but lack the tools, commitment and/or mindset to see it to completion and long-term integration. This is particularly true when there are multiple elements to it and a number of people involved.

Just because we decided to become more productive and took initial action toward that end does not guarantee long-term success or maximal productivity.

The goal of this fourth step is to empower you to keep going in the face of expected setbacks and maintain the requisite level of well-being required for succeeding over the long haul.

Schedule tasks and block out time

The reason why time-blocking works is simple. When a task is jotted down on a list, odds are that it will take a while for it to be completed (many listed tasks never get done at all.) Or you may choose to work on the list “top down” even when items that are further below will deliver stronger benefits.

When a task gets scheduled, however, you are committing to getting that specific thing completed at a particular time and expect to have it finished when the period has ended. In effect, you’re telling yourself, “This one task is of great importance to me, and I will devote time and singular focus to it, to the exclusion of everything else.” It is as if you’ve created a meeting with yourself that cannot be interrupted. You prepare yourself mentally for the task and go all in.

Schedule tasks and block out time

Time-blocking works since it helps us to focus on getting our work done right then. This is critical because our brains need constant focus when we’re at work. Absent focus and discipline, Parkinson’s Law will likely kick in. This law states that our work expands to fill the time available for its completion. So, a task that should require 20 minutes may take double or triple that if we don’t focus on it and instead just “let it happen.”

How to identify (and then do) your most important tasks

When considering what to work on, start with the “big rocks,” the priorities and cornerstones that you first need to “place in your jar” before filling other things (the metaphorical pebbles, sand, and water) around it. These could be “one off” tasks that can be achieved in a single time block (we’ll discuss time blocking later,) or may span several days. If you don’t put the top priorities into your calendar first, all of the other demands will clutter your time and mental bandwidth.

The “big rocks” are commonly called “MITs,” or most important tasks. Whatever term you use, it is a critical to identify the tasks that will produce the most important results you’re looking to achieve. Not everything on your plate is of equal importance, so don’t treat them equally. At the beginning of every day, create a list of 2-3 MITs, then focus on getting them done as quickly as possible. So as not to get distracted, keep this short list separate from your general to-do list or task tracking system. I suggest you write them down on a Post-it or index card and keep it positioned squarely in front of you until the list is complete.

BLOG