4 Rules to Help Increase Your Productivity

Summary

This video script emphasizes understanding human behavior to enhance productivity, debunking the myth of effortless work. It introduces four key rules: planning for delays, processing similar tasks together, increasing uninterrupted work hours, and tackling difficult tasks promptly. The speaker shares personal experiences and practical advice to help viewers not just feel productive but achieve actual productivity, while also discussing the importance of managing expectations and mental health in the process.

Takeaways

• 📅 Plan for projects to take longer than expected to account for the unplannable and to manage expectations effectively.
• 🔍 Understand that productivity is not constant; it fluctuates with periods of high and low output due to various factors.
• 🛠️ Apply a buffer to project timelines by doubling the estimated time to complete tasks, which can improve mental health and reduce stress.
• 🔁 Batch similar tasks together to enhance focus and efficiency, rather than rapidly switching between different types of tasks.
• 📉 Recognize that multitasking often leads to a false sense of productivity and can splinter attention, reducing the quality of work.
• 📝 Categorize weekly tasks into communication, creation, and maintenance to streamline workflow and energy conservation.
• 🚫 Minimize interruptions to maximize uninterrupted work hours, which are crucial for deep work and maintaining productivity.
• 🏠 Be aware of the impact of the work environment, including open office plans and home distractions, on productivity levels.
• 🔍 Prioritize difficult tasks and conversations to alleviate the mental burden and free up creativity and focus for other projects.
• 🗓️ Schedule difficult tasks at the beginning of the week to clear mental space and make room for more productive work later in the week.
• 🤔 Reflect on personal productivity patterns and adjust strategies accordingly, whether that means slowing down or increasing effort.

Q & A

What is the main focus of the video script?

The main focus of the video script is to share four rules for productivity that can help reshape work habits and ensure actual productivity rather than just the feeling of being productive.

Why does the speaker suggest planning for things to take longer than expected?

The speaker suggests planning for things to take longer because productivity ebbs and flows, and there are many unexpected events in life that can disrupt schedules. It's also because people are generally bad at estimating how long tasks will take.

What is the recommended approach to manage expectations when working with clients?

The recommended approach is to double the amount of time you think a project will take. This helps in managing client expectations and reduces the need to push back deadlines multiple times.

How does the speaker define 'process similar tasks at the same time'?

The speaker defines 'process similar tasks at the same time' as batching tasks that require similar types of energy or focus together, which can increase efficiency and reduce the splintering of attention caused by rapid task switching.

Why is it beneficial to process similar tasks together?

Processing similar tasks together is beneficial because it allows the mind to warm up and become more efficient at a particular type of task, leading to better focus and productivity.

What is the issue with rapid task switching according to the script?

Rapid task switching can make one feel productive without actually being so, as it splinters attention and reduces the focus on individual projects, leading to less actual work being done.

How does the speaker describe the impact of interruptions on productivity?

The speaker describes interruptions as a significant hindrance to productivity, especially when working from home with roommates or partners, as they can prevent one from entering a state of deep work.

What is the importance of uninterrupted work hours?

Uninterrupted work hours are important because they allow for deep work, which is more productive and allows for better focus and completion of tasks without constant distractions.

What is the fourth rule for productivity mentioned in the script?

The fourth rule for productivity mentioned is not to put off the most difficult tasks, especially those that are burdensome and weigh on one's mind, as they can affect creativity and focus.

Why should difficult tasks not be postponed according to the script?

Difficult tasks should not be postponed because they tend to build up and intrude on other projects and thoughts, affecting overall productivity and creativity. Addressing them promptly can release mental pressure and improve focus.

What is the speaker's view on the idea of having a perfect productivity system?

The speaker is skeptical about the idea of having a perfect productivity system, stating that even those who claim to have it all figured out are likely not being truthful, as there will always be periods of less productivity.

How does the speaker suggest determining whether to slow down or increase productivity?

The speaker suggests paying attention to one's feelings and planning moments of stillness for reflection to determine if one needs to slow down and take a break or if it's time to increase productivity due to prolonged procrastination.

Outlines

00:00

📈 Understanding Productivity and Human Behavior

The speaker introduces the topic of productivity, emphasizing the importance of comprehending human behavior and the common traps that hinder productivity. They share four rules that have helped reshape their work approach, focusing on not just the feeling of productivity but actual output. The video is sponsored by Squarespace, which will be discussed later. The first rule is to plan for tasks to take longer than anticipated, debunking the myth of effortless work and acknowledging the natural fluctuations in productivity. The speaker advises doubling the estimated time for tasks to account for the unplannable and manage expectations, which is beneficial for mental health and reduces the feeling of being unproductive.

05:00

🔄 Batching Similar Tasks for Efficient Workflow

The second rule focuses on processing similar tasks at the same time to avoid the inefficiency of rapid task switching, which often leads to a false sense of productivity. The speaker argues that multitasking splinters attention and reduces focus on individual projects. Instead, they suggest batching tasks together, such as communication, creation, and maintenance, to leverage different types of energy required for each task. By scheduling tasks in this manner, one can warm up and improve performance over a series of similar tasks, leading to a more efficient workflow.

10:00

🚫 Avoiding Distractions for Uninterrupted Productivity

The third rule addresses the challenge of interruptions in the workplace, whether in an office or at home. The speaker humorously illustrates the frequent interruptions they experienced while working from a small apartment with their partner. They emphasize the difference between work hours and uninterrupted work hours, suggesting that deep work requires blocks of focused time. To achieve this, one should proactively block out time on their calendar and minimize distractions. The speaker also discusses their personal experience with Squarespace, highlighting its user-friendly website builder and the benefits of its all-in-one platform for creating an online presence.

🏋️‍♂️ Tackling Difficult Tasks to Boost Long-Term Productivity

The final rule encourages tackling difficult tasks promptly, focusing on the psychological burdens that weigh on one's mind rather than technical challenges. The speaker shares personal experiences from their career, where they delayed difficult conversations, leading to increased stress and reduced creativity. They suggest prioritizing these tasks, especially if they can be resolved quickly, to release mental pressure and enhance overall productivity. The speaker concludes by acknowledging that no one has a perfect productivity system and that it's essential to reflect on one's own work patterns, adjusting the approach as needed to maintain a healthy balance between work and rest.

Keywords

💡Productivity

Productivity refers to the efficiency with which an individual or system accomplishes tasks or goals. In the video's context, it is the central theme, focusing on how to genuinely increase one's output rather than just feeling busy. The script discusses common misconceptions about productivity and offers practical advice on how to improve it, such as planning for tasks to take longer than expected.

💡Unplannable

The term 'unplannable' is used to describe events or circumstances that cannot be anticipated or scheduled for. The video emphasizes the importance of acknowledging the unplannable in productivity planning, as unexpected events can disrupt even the best-laid plans. The speaker suggests doubling the estimated time for tasks to account for such occurrences.

💡Buffer

A buffer in the context of the video refers to extra time or space added to a schedule to accommodate potential delays or unforeseen events. The script recommends planning a buffer into every project to manage expectations and reduce stress, which is crucial for maintaining productivity.

💡Task Switching

Task switching is the act of rapidly moving between different tasks, often with the misconception that it increases productivity. The video argues against this practice, stating that it splinters attention and reduces focus on individual projects. Instead, batching similar tasks is suggested for more efficient work.

💡Batching

Batching in the video script means grouping similar tasks together and completing them in dedicated time slots. This approach is presented as more efficient than task switching, as it allows one to warm up and maintain focus on a specific type of work, such as communication or creation tasks.

💡Interruptions

Interruptions are disruptions that break one's focus and can negatively impact productivity. The script discusses various sources of interruptions, such as meetings and open-office environments, and suggests strategies to minimize them, like blocking out uninterrupted work hours.

💡Deep Work

Deep work is a concept that refers to focused, uninterrupted work that produces high-value outcomes. The video emphasizes the importance of scheduling deep work hours to enhance productivity, as it allows for concentrated effort on complex tasks.

💡Squarespace

Squarespace is mentioned in the video as a website building platform that the speaker endorses. It is highlighted for its intuitive design and ease of use, allowing users to create professional websites without worrying about the technical backend.

💡Difficult Tasks

Difficult tasks in the video refer to those challenging or uncomfortable activities that people often postpone, such as difficult conversations. The script advises tackling these tasks early to avoid the buildup of stress and to free up mental space for creativity and productivity.

💡Procrastination

Procrastination is the act of delaying or postponing tasks, often due to a lack of motivation or fear of the task's difficulty. The video discusses the negative impact of procrastination on productivity and encourages viewers to assess their reasons for delaying tasks and to address them directly.

💡Energy Conservation

Energy conservation in the context of the video pertains to the management of one's mental and physical resources to sustain productivity over time. It is suggested that by addressing difficult tasks promptly and avoiding task switching, one can better conserve energy and maintain a steady level of productivity.

Highlights

The importance of understanding human behavior to improve productivity.

Four rules for productivity that reshape work habits and project planning.

The myth of effortless work and the reality of fluctuating productivity.

Unexpected events as a common cause of falling behind in schedules.

The difficulty of accurately estimating the time required for tasks.

Planning buffers into projects to account for the unplannable.

The negative impact of rapid task switching on productivity.

Batching similar tasks together for more efficient work.

The concept of scheduling tasks based on the type of energy they require.

The difference between work hours and uninterrupted work hours.

The impact of constant interruptions on the ability to focus and be productive.

The benefits of blocking out time for deep work in the weekly schedule.

Squarespace as a partner and its features for building websites and online presence.

The long-term benefits of not postponing difficult tasks and conversations.

The importance of addressing burdensome tasks early to improve overall productivity.

The acknowledgment that no one has a perfect productivity system and the need for self-reflection.

The advice to determine whether to slow down or increase productivity based on self-assessment.

Transcripts

- Apart from all the digital tools and systems we use,

if you're looking to improve your productivity,

what you actually need

is to better understand human behavior,

the ways we trick ourselves into feeling productive,

and the common traps we fall into over and over again.

So I wanna share four rules for productivity

that have really helped to reshape how I work every week,

how I plan for both big projects and small ones,

and how I make sure that I'm not just feeling productive

but I actually am productive.

Let's get into it.

This video is brought to you by Squarespace.

I'll share more about them later in this video.

All right, so rule number one,

plan for things to take way longer than you think.

The biggest myth that's perpetuated

about productivity is that you can get to a place

where work always feels effortless.

And once you unlock that secret,

you'll never procrastinate again,

you'll have an infinite source of motivation,

and you'll never fall into a slump.

But that's not the case.

The truth about productivity is that,

it ebbs and flows.

There are gonna be those weeks

where we feel like we're really on top of everything.

We might even get ahead for the first time in a while.

And then there are gonna be those weeks,

maybe even months where we fall behind,

where we feel like we can't keep up

with the amount of things that we had set out to do.

And this really happens for two main reasons.

One, there are so many unexpected things that will come up.

Our lives are filled with the unplannable.

We get sick, our kids get sick,

we get sick of working so we pretend like we're sick.

There are so many things that we can't plan for.

And therefore, when those things pop up,

we inevitably fall behind in our schedule.

And the second thing I'd say is that,

just overall, we're really bad at planning

how long something is gonna take us to do.

And when it comes to my own videos,

I've been a filmmaker for over 10 years,

and I've made hundreds, thousands of videos,

but I still couldn't give you a really accurate estimate

to how long my next video will take to make.

There are so many details, questions,

and problems that will come up within that

that we can't foresee when we first get started.

And so regardless of the fact that I've done it before,

that I've made tons of videos in my life,

I still will have a really difficult time planning ahead

and meeting all the little deadlines that I set for myself.

I think the biggest problem with this is that,

we are left feeling unproductive

when it's actually completely natural to have weeks

or months where we're not getting as much done

as we had planned to or set out to.

And I think the best way to really work

around this is to plan buffer into every project we make,

plan for the unplannable.

A good rule of thumb is to double the amount

of time you think it's gonna take you to do

a particular project.

If you're somebody who actually works with clients,

this is so important to manage the expectations

of the people that you're working with.

Even if you wanna give a deadline for your boss,

double the amount of time you think it's gonna take.

It's so much better to get it done quicker

in a shorter amount of time than to need to push back

the deadline once, twice, three times.

And of course, it's okay to push back those deadlines

even if we fail to estimate it,

especially for those bigger projects.

But when I plan in buffer,

when I plan for those unplannable things,

I find that it's much better on my mental health.

I feel so much better about the things that I do get done,

and I'm not always continually letting myself down.

Rule number two, process similar tasks at the same time.

Rapid task switching is one of the all-time best ways

to feel productive without actually being productive.

We convince ourselves that we can multitask,

we can do a lot at the same time

and switch back and forth between these tasks.

We can check email while we're watching TV.

We can listen to a podcast

while we have deep and meaningful conversation

with our partner.

God, I love this podcast.

- Excuse me?

- God, I love how you talk fast.

- Okay, so anyways, when I was talking about-

- [Podcaster] The monkey interaction thing

is still not very good.

- But this approach to work only splinters our attention

and affects how much we can actually get done

and how much focus we can have on any individual project.

Instead, when we focus on one task at a time

and then batch all those tasks together

at the same time each week,

we can fly through them with much more ease.

You might even choose to bucket your weekly tasks

into categories like communication,

creation, and maintenance.

Communication would be things like phone calls,

video chats, and presentations.

Creation would include things like writing,

painting, and photography.

And maintenance would include things like emails,

taxes, chores, and polishing your framed photo of The Rock.

The hidden power behind this approach

to scheduling our days is the fact

that different tasks require different types of energy.

And so a phone call is very different

from writing an email.

And so if I choose to schedule, say, five phone calls

on Monday morning back to back to back,

then I can get warmed up.

So that first phone call,

I might feel a little bit tongue-tied.

I might not be really great at communicating my ideas.

By the time I get to that fifth phone call, I'm warmed up.

I'm feeling as if my brain is processing

my thoughts much better,

which is a surprisingly difficult task for me.

And I just feel better about all of those phone calls.

Maybe not the first one,

maybe that first one was just a warm up.

And I think this obviously goes for everything else,

so writing emails, responding to people,

getting into that mindset where you're writing,

getting into this mindset where you're editing a video,

or doing photography, something creative,

making sure that you're conserving your energy

and you're really using it in the right way

at the right time.

Rule number three, increase uninterrupted work hours.

We've got meetings, meetings to plan meetings,

open-office floor plans, constant interruptions,

water cooler conversations.

Is that a thing?

Do people still do water cooler chats?

That seems like something from the 80s.

I've never had a job, if you can't tell.

But regardless, whether you're working from an office

or working from home,

I'd say actually, especially if you're working from home

and have roommates, a wife, a partner,

there are gonna be so many interruptions,

none greater than the people around you.

- Hey, Matt, Matt, Matt, Matt, Matt, Matt, Matt, Matt,

Matt, Matt, Matt, Matt, Matt, hey, Matt.

What you doing?

Oh my God, this is crazy.

Yes, I tried the whole organic thing,

but what I found out was that,

my vagina just doesn't take it well to organic tampons.

What's RedTube, oh my God,

no, this is actually crazy.

Is this annoying?

- Yes, okay, I'm gonna be fair here.

It's definitely not Natalie

that's the only person that does this.

(Matt laughing loudly)

Ah, that's funny, that's funny.

- What's funny?

- Oh, nothing.

So ever since we moved into this apartment in early January,

Nat and I have been working together

in this room right here.

Literally, Nat would sit on the floor in the corner.

I don't know why she chose to work on the floor.

I guess she was just more comfortable that way.

I'd be here at this desk.

This is like everything.

That's the kitchen, the living room,

there's a bedroom down the hall there,

but that's literally it.

It's a tiny apartment to live

and to work from with two people,

and so we found ourselves constantly talking about work,

constantly interrupting each other,

never finding a time to switch off.

And that was actually a really big detriment

to our own productivity

because we never got a chance to rest.

And so us working together

from this space together affected our productivity.

It affected our relationship in a negative way.

And it wasn't until Natalie decided

to get a co-working space just a couple weeks ago

that we realized what a big problem it was.

Because all of a sudden, we felt so much more free.

We felt so much more productive.

There's a huge difference between work hours

and uninterrupted work hours.

You need to make as much time in your week

for deep work as you can.

You might choose to proactively block out this time

on your calendar each week,

especially if other people have access

to your availabilities.

I've got one more rule to get to

before I wrap this video up.

But before I do,

this video is brought to you by Squarespace.

Squarespace has been a partner on this channel all year,

and I've chosen to include them as a sponsor

because I truly get value from their platform.

And I have been using them for years.

Why do I use Squarespace, good question.

Their website builder is super intuitive and easy to use.

You can can select from a range of beautiful templates,

plug-in your message, and publish your site in no time.

You can easily add whatever call to action you need.

For me, that's my social media accounts

and my email signup form.

And you can buy your domains

and set up your G Suite email accounts

directly in Squarespace.

You don't need to stress out

about all the technical backend stuff of building a website

and setting up your email servers.

You can get right to work

and start pushing your ideas out into the world.

Go to squarespace.com for a free trial.

And when you're ready to launch,

go to squarespace.com/mattdavella

to save 10% off your first purchase of a website or domain.

From websites and online stores

to marketing tools and analytics,

Squarespace is the all-in-one platform

to build a beautiful online presence and run your business.

And finally, rule number four,

don't put off your most difficult tasks.

Being productive for the long run is very different

from being productive for just a one-week sprint.

When you're trying to be productive week after week,

it really requires you to conserve your energy.

This is so important.

And so when I talk about

not putting off your most difficult tasks,

I'm not talking about the difficult things

from a technical perspective

or a problem that needs to be solved.

I'm usually talking about those things

that are weighing on your shoulders.

Those are the burdens that you carry around

that can't help but intrude every other project

and every other thought you have.

And when it comes down to it,

the things that we constantly put off week after week,

the most common culprit are difficult conversations.

There were many instances early on in my career

as a filmmaker where I put off difficult conversations

with clients or collaborators because I was worried

about what those conversations might lead to.

Will I lose the client?

Will I let someone down?

Will I embarrass myself?

But what happens when you put off these difficult tasks,

these uncomfortable conversations?

It builds up.

It continues to build up

the longer that you don't resolve it.

And it really affects your creativity,

what you can bring to each project.

If you find yourself in this situation

where you're constantly putting things off

because you're afraid of that confrontation,

ask yourself what would happen

if you tackled that problem first,

if you did that immediately,

if you put it to the top of your to-do list,

especially if it's something that can be resolved

in 30 minutes or less?

So you have a 30-minute conversation,

it will be unpleasant,

it might be a little bit awkward.

But then after that 30 minutes,

it lightens up the rest of your week.

Suddenly, you're able to release the pressure valve

and free up your creativity

to truly find that focus that you need

to be more productive.

And so you clicked on this video hoping to feel productive.

And I hope that that worked,

but I also hope that you got a little bit more

of a deeper perspective of what it means to be productive

and the common traps that we fall into on a regular basis.

Now, like I said earlier in this video,

I'm no productivity guru,

I don't have it all figured out,

and I don't think anybody really does.

I think people that say that they've got it figured out,

they've got the perfect productivity system,

and they never slack off,

if they say that, then they're absolutely lying.

I don't believe them.

There are gonna be weeks in the months

where you don't feel productive,

when you're not getting much done.

And I think that you need to just pay attention

to how you're feeling.

Plan for some moments of stillness to be able to reflect,

and determine whether right now you just need to slow down

and you need to give yourself a freaking break,

or you actually need to kick up the arse

because you're procrastinating

and you've been doing it for months

and you need to actually get to work.

And so you need to figure out where you are.

I can't tell you where you are right now, but I do hope

that this video helped you gain some perspective

and learn some ways to make your days more productive.

I'll see you guys next time, bye.