Tools for Improving Productivity | Dr. Cal Newport & Dr. Andrew Huberman

Summary

The video script discusses an efficient workflow management system known as the poll-based system, as opposed to a push system. It emphasizes limiting active tasks to two or three items, with the rest queued and ordered for future work. This approach reduces administrative overhead and distractions, allowing for faster completion of tasks. The script also introduces multi-scale planning, which involves planning on daily, weekly, and seasonal or quarterly scales. This method ensures that long-term objectives are broken down into manageable tasks and integrated into daily schedules through time blocking. By allocating specific time blocks for different activities, including communication and distractions, individuals can maintain focus and control over their time, leading to increased productivity and reduced cognitive strain.

Takeaways

• 📝 **Poll-Based Workflow Management**: Keep a prioritized list of tasks with only 2-3 items at the top that you're actively working on, and an ordered queue for everything else to reduce administrative overhead.
• 🔄 **Task Queue System**: When you complete a task, replace it with the next one from your queue to maintain focus and limit distractions.
• 🚫 **Limit Active Tasks**: Actively work on only three things at a time to increase productivity and efficiency.
• 📋 **Visibility and Shared Lists**: Make your task list visible and shareable to manage expectations with others and allow them to add to your queue.
• 📈 **Progress Tracking**: Keep track of your tasks and their progress so that stakeholders know when to expect updates or completion.
• 🗓️ **Multi-Scale Planning**: Plan across different time scales, from daily to weekly to seasonal or quarterly, to maintain a clear path towards long-term goals.
• 📆 **Weekly and Daily Scheduling**: Use your larger scale plans to inform your weekly and daily schedules, ensuring that you allocate time effectively to meet your objectives.
• ⏰ **Time Blocking**: Assign specific time blocks for different activities throughout your workday to maintain focus and prevent task-switching fatigue.
• 🚫 **No Distractions During Blocks**: During a scheduled block, avoid all unrelated activities such as email and social media to enhance concentration.
• 🔗 **Communication Blocks**: Designate specific time blocks for communication and administrative tasks to prevent them from interrupting focused work periods.
• 🔄 **Adaptability**: Be prepared to adjust your plans as the reality of the week unfolds, while still working towards your long-term goals and deadlines.

Q & A

What does the term 'poll system' refer to in the context of workload management?

In the context of workload management, a 'poll system' refers to a method where an individual actively works on a limited number of tasks at the top of their list, typically two or three, and only addresses items lower on the list once the top items are completed. This is contrasted with a 'push system' where tasks are continuously added to the top of the list as they come in.

How does reducing administrative overhead help in increasing productivity?

Reducing administrative overhead helps increase productivity by minimizing distractions and the cognitive load of managing a large number of tasks simultaneously. By focusing on a smaller number of active tasks, an individual can complete them more quickly and efficiently, leading to a higher rate of accomplishment.

What is the benefit of having a visible task queue?

A visible task queue allows others to see what an individual is currently working on and what is pending. This transparency helps manage expectations, as others know when to anticipate progress or completion of tasks and can plan their interactions accordingly.

How can using a tool like Trello help with task organization?

Trello, as a web-based service, uses a system of virtual index cards in piles to help organize tasks. Users can create cards for different tasks, attach files, write notes, and move them around as priorities change. This tool allows for easy aggregation of information and collaboration among team members.

What is the 'push-based' system and how does it differ from the 'poll-based' system?

A 'push-based' system is a workflow management approach where tasks are continuously pushed onto an individual's plate as they arise, often leading to a reactive and scattered approach to work. In contrast, a 'poll-based' system, as described in the script, is proactive where an individual pulls tasks from a prioritized queue only when they are ready to work on them, reducing the overwhelm and distraction.

What is multi-scale planning and how does it work?

Multi-scale planning is a method of organizing work across different time scales, such as daily, weekly, and seasonally or quarterly. It involves setting long-term goals and breaking them down into actionable steps that fit into shorter-term plans. This method helps maintain focus on important tasks and prevents energy from being dispersed randomly throughout the day.

How does time blocking within the daily plan help with productivity?

Time blocking involves allocating specific time slots for different tasks during the day. This technique helps to create a structured workday where each minute is dedicated to a particular task. It enhances productivity by reducing the time spent on deciding what to work on next and helps maintain focus on one task at a time.

What is the psychological benefit of scheduling communication and distractions into dedicated time blocks?

Scheduling communication and distractions into dedicated time blocks simplifies the decision-making process. Instead of constantly debating whether it's the right time to check email or social media, one can focus on following the time blocks. This approach reduces cognitive load and the need for self-control, making it easier to stay on task.

How does the multi-scale planning method help with long-term projects like book writing?

Multi-scale planning helps with long-term projects by breaking down large goals into smaller, manageable tasks that are distributed across different time scales. This allows for a clear view of upcoming deadlines and the necessary steps to meet them, ensuring that progress is made consistently without last-minute rushes.

What is the significance of including communication as a separate time block in the daily plan?

Allocating a separate time block for communication ensures that tasks like checking emails and social media do not interrupt focused work time. It creates a clear boundary between work and distractions, allowing for more efficient use of time and better control over daily activities.

How can the poll-based workflow management system be implemented in an organization with a boss or supervisor?

The poll-based system can be implemented in an organization by having a discussion with the boss or supervisor about the benefits of this approach. It may involve showing how it can lead to higher productivity and better task management. If the individual is not their own boss, they may need to find subtle ways to introduce this system or adapt it to fit within the existing workflow of the organization.

Outlines

00:00

📝 Efficient Workload Management with Poll-Based System

The first paragraph discusses an efficient workload management strategy called the 'poll-based system'. It suggests maintaining a prioritized list of tasks where the top few items are actively being worked on, while the rest are queued in an ordered list. The idea is to actively work on only two or three items at a time and only engage in meetings or emails related to those tasks. When one task is completed, another from the queue is moved up. This approach is meant to reduce administrative overhead and distractions, allowing for a higher rate of accomplishment. The system can be made visible in a shared document, helping others understand your current workload and when they can expect you to start on a new task.

05:01

📅 Multi-Scale Planning for Time Management

The second paragraph introduces 'multi-scale planning', which involves organizing tasks and goals across daily, weekly, and larger time frames like a semester or quarter. The approach includes setting big objectives for the larger timeframe and breaking them down into actionable steps for the weekly plan. The weekly plan is then used to inform the daily plan, which involves time blocking—assigning specific tasks to specific time slots. This method helps in focusing on what's important, preventing aimless wandering through the day, and providing control over time allocation. It's suggested to include communication and social media in designated time blocks to maintain focus during other blocks.

10:03

🚫 Time Blocking to Enhance Focus and Productivity

The third paragraph emphasizes the importance of time blocking for enhancing focus and productivity. It suggests allocating specific time slots for communication activities like email and social media, separate from the time dedicated to focused tasks like writing. The rule is straightforward: during the designated block, one can engage in the scheduled activity, but outside of these blocks, distractions are to be avoided. This approach simplifies the decision-making process, as one only needs to adhere to the rule of following the time blocks. It is a psychological hack that makes it easier to maintain discipline and focus throughout the day.

Keywords

💡Poll System

A poll system, as mentioned in the transcript, refers to a method of workflow management where tasks are not continuously pushed onto an individual, but rather the individual polls or checks a queue of tasks to decide what to work on next. This approach is intended to reduce administrative overhead and distractions, allowing for a more focused approach to work. In the video's context, the speaker suggests keeping the top part of the to-do list limited to two or three active tasks and ordering the rest, pulling new tasks into the active list only after completing current ones.

💡Push System

A push system is a workflow approach where tasks are continuously assigned or 'pushed' onto a worker, often leading to a reactive and potentially overwhelming work pattern. It contrasts with the poll system discussed in the video, where the onus is on the worker to decide when to engage with new tasks. The transcript mentions this system as a common way organizations operate, which can lead to constant distractions and a lack of focus.

💡Administrative Overhead

Administrative overhead refers to the administrative tasks and efforts that are not directly related to the core activities of a job but are necessary for its functioning. In the context of the video, reducing administrative overhead is a goal to increase efficiency and focus. The speaker suggests that by limiting the number of active tasks and managing the rest in a queue, one can significantly reduce the time spent on non-productive administrative work.

💡Queue

In the transcript, a queue is used as a metaphor for a list of tasks that are waiting to be addressed. The speaker advises organizing tasks into an 'ordered queue' where new tasks are added to the end of the list and are only pulled into the active work when the current tasks are completed. This helps in maintaining focus and reducing the cognitive load of multitasking.

💡

💡Workflow Management

Workflow management is the process of planning, monitoring, and optimizing the way work is done in an organization or by an individual. The video discusses a 'poll-based' workflow management system, which is a proactive approach to handling tasks. It is contrasted with a 'push-based' system, where tasks are assigned without consideration for the current workload, leading to inefficiency.

💡Multi-Scale Planning

Multi-scale planning involves creating plans at different levels of time and importance, from daily to seasonal or quarterly. The video emphasizes the importance of aligning short-term tasks with long-term goals. By doing so, one can ensure that daily activities contribute to broader objectives and that there is foresight regarding upcoming deadlines or significant projects.

💡Time Blocking

Time blocking is a time management technique where the working day is divided into blocks of time, each dedicated to a specific task or activity. The transcript describes how this method can lead to higher productivity by assigning dedicated time slots for different tasks, including communication and distraction management. It helps in maintaining focus and reducing the urge to multitask.

💡Cognitive Work

Cognitive work refers to mental tasks that require cognitive abilities such as thinking, reasoning, and problem-solving. In the context of the video, the speaker discusses how the poll-based system and multi-scale planning can be particularly beneficial for cognitive work, as they help in structuring the workday and aligning tasks with strategic goals.

💡Distraction Management

Distraction management involves strategies to minimize interruptions and maintain focus on the task at hand. The video script discusses how allocating specific time blocks for activities like checking email and social media can help in managing distractions effectively. By doing so, one can prevent these activities from encroaching on time reserved for more focused and demanding tasks.

💡Self-Organization Tools

Self-organization tools are platforms or methods that help individuals manage their tasks and projects effectively. The transcript mentions Trello, a web-based service that uses a system of virtual index cards to help users organize their tasks. These tools are beneficial for implementing the poll-based system by providing a visual and interactive way to manage the queue of tasks.

💡Focus and Productivity

Focus and productivity are the ability to concentrate on a specific task and efficiently complete it. The video emphasizes the importance of focus for productivity through strategies like limiting the number of active tasks and planning across different time scales. By managing tasks effectively, one can work more efficiently and accomplish more within the same amount of time.

Highlights

Implement a poll-based system for workload management, prioritizing the top 2-3 tasks and ordering the rest in a queue to reduce administrative overhead.

Only actively work on 3 tasks at a time, pulling new tasks from the queue once current ones are completed.

Make the task queue visible in a shared document, allowing others to see what you're working on and add new tasks to the end of the queue.

Using a tool like Trello can help organize the task queue, allowing for easy addition of information and collaboration among team members.

The poll-based system reduces distractions and allows for more efficient work, as you only focus on the active tasks and avoid unnecessary meetings or emails about queued tasks.

Multi-scale planning involves setting goals and plans at the daily, weekly, and seasonal/quarterly levels.

Review the bigger picture plans each week when creating your weekly plan, ensuring you allocate time to make progress on long-term objectives.

Use time blocking to schedule specific tasks and activities for each time slot of your workday, based on your weekly plan.

Multi-scale planning helps you stay focused on what matters, prevents aimless wandering, and gives you control over your time at different scales.

Schedule dedicated blocks of time for communication activities like email and social media, to avoid constant distractions and maintain focus on your work.

Time blocking allows you to separate cognitively distinct activities and maintain a single rule of following your blocks, reducing the cognitive load of decision-making.

By following the poll-based system and multi-scale planning, you can achieve higher productivity and efficiency, while reducing distractions and administrative overhead.

The system can be adapted to different contexts, such as physical workouts, where you can plan and schedule your training sessions in a similar manner.

For cognitive work, the poll-based system can help manage tasks more effectively when combined with multi-scale planning.

Multi-scale planning allows you to anticipate and prepare for upcoming deadlines, ensuring you allocate sufficient time and stay on track.

The system provides a psychological hack to improve focus and productivity by scheduling communication and distractions, and committing to follow your blocks.

By implementing the poll-based system and multi-scale planning, you can achieve a more organized, efficient, and focused approach to work and life.

Transcripts

First of all, with your workload,

simulate something like a poll system,

instead of a push system.

And what I mean by that is

when you keep track of what you're working on,

have the top part of that list,

which is I'm actively working on these things,

and keep that top part of your list

to like two or three things.

Everything else is in the bottom part of the list,

it's to work on next, and it's in an ordered queue.

And so when you finish something that you're working on,

you pull something new to take its slot

from the list below, right?

So, what I'm trying to do with that advice

is reduce all this administrative overhead.

Because now, even if like you can't get away,

you have to say yes to these things

because it's the way like your organization works.

The stuff that's in the waiting to work on queue, you say,

"I don't have meetings about that,

I don't do emails about that.

I wait till I'm actively working on it,

and I only actively work on three things at a time!"

Now, I'm going to finish those things really quickly

because I don't have 15 items worth of meetings

I'm going to every day.

So, things are going to pull up there pretty quickly.

And so, the rate at which I'm accomplishing things will

probably be higher than it was before.

But I only work on three things actively.

You could even make this visible.

It's in a shared document if you want to,

when someone asks you to do something new,

tell them to put it on the end of your queue.

You're like, "Oh, okay."

So like, Andrew is not working on this right now,

he's working on these three things.

And there's seven things here,

and I'm adding something number eight.

So, I know not to expect something for a while.

In fact, I can keep checking this list

until I see Andrew's workin' on it,

so I can see it's making progress.

And then once I know he is workin' on it,

I can start emailing him about it,

and we can do just a normal type of overhead you would have

with projects right?

That alone is going to have a huge difference.

Like now, the amount of distraction your day

is going to plummet.

Because that's generated

from overhead of things you've agreed to do,

and that's going to plummet that down.

All right, so that'd be number one.

Could I just?

Thank you, could I just ask a few questions

about that just to?

Yeah!

Clarify, so for,

I'll use myself as an example selfishly,

but then of course, I don't know

what everyone else out there is pursuing,

but so substitute the specifics I'm about to insert here

for whatever it is that you care about in your life.

So, researching podcasts.

Solo podcasts in particular for me

is my major task in life these days.

With respect to work.

So, that would be top of the list.

And then, there could be two other items on this

top of queue, would daily activities like exercise,

social time with loved ones, et cetera,

would that be included there?

Or, we're talking specifically about work?

Yeah, let's just keep, just work.

Okay, so it would be, podcast prep.

CAL: So, you might have- Podcast prep. [laughing]

You might have the particular topic, though?

Right, right, okay, so pod, right,

I'm working on an episode right now

about skin health.

You could [Andrew's voice drowns]

have two different episode

topics you're prepping- ANDREW: Got it, yeah.

Those could both be up there.

Yep, so it was skin health, allergies, episode,

these are two that I'm spending a lot of time on.

Months, in fact, yeah, okay.

And then, your third might be something

that involves the media company,

something around the business side of it.

Like, okay, we're trying to figure out a plan for whatever.

Right, content for

a brand association- You can do content strategy

or something- Okay, got it.

Great!

So, those three would be top of the list,

and every day until those are done, they could sit

top of the list.

And then there are a number of items

underneath those that fall under whatever.

Yeah, and critically,

when these other items come up, right?

Like, oh, this is like a topic, for example,

I want to do a show on, you have a place to put it!

Where it's not being forgotten!

Or, here's a business idea.

Like, we need to figure out, like whatever, we want to add,

do something with our camera, configure.

Okay, put it on the list, so it's not being forgotten.

Like, it's on there, and you can see where it is.

Not only is it on there,

but like this could be shared among your team.

So, as people had extra information

or things to add to one of these projects,

they can add it to it on the list!

Right, so the information is aggregating.

So if you use a tool like Trello for this.

Trello? Spelled?

T-R-E-L-L-O.

Okay, is it an app?

It's a web-based service,

the metaphor is just index cards in piles.

Got it- Right?

But they're virtual.

But you can flip over the index card digitally,

attach files, write notes,

and so I use Trello for my own organization,

what I'm workin' on.

So now, you have a place where you can gather like, oh,

I just heard about something

that's relevant to this thing I need to work on.

You have a place to put it!

Like, it goes onto the Trello card.

Or, you could do this with shared documents,

it doesn't matter.

You're just like literally typing things

into a Google Doc,

you know- Or a whiteboard.

Or a whiteboard, yeah.

Yeah, you could be,

we're keeping track of these things, right?

I'm going to do this, by the way.

Yeah, well, I mean I'm a big believer in this,

and then everyone can see what you're working on.

And then, but the key thing is if it's not

in your active list, you don't have meetings about it.

And you don't have emails about it, right?

Like if people have ideas or things,

they just add it to the card.

So, when that gets up to the active list,

we can work on all the information there,

we haven't forgotten anything.

And what two word language

do you use to describe this first point?

This method.

I love this.

I called it a poll-based.

poll-based, right.

CAL: Workflow management- What gets pulled up.

You pull into the, so you're fixing in advance,

here's how much concentration I have to give on work.

And you pull stuff into that.

The alternative is push-based,

which is how most organizations run,

which is when I want you to do something,

I just push it onto you, [Andrew chuckling]

and now you have to deal with it.

Got it.

I once heard email described as a public post to-do list.

Yeah.

That made me scared of email in a way

that nothing else had.

It's Newport's poll-based system,

I called it that by the way.

Is this is what in the?

A lot of the advice in

one of the chapters of the new book, is basically,

how do you get away with implementing this?

And when you have a boss.

And there's like all sorts of different,

so you're your own boss, so you can just say,

"This is what we're doing, here's the board,"

but there's a lot of like, subtle ways you can do this.

Right, so that's number one.

That's number one.

Cal Newport's poll-based system.

I'm going to do this, and I'm actually going to report back

on this at some point.

You won't see the post on social media

'cause you're not there, but others will.

All right, so that's one, all right.

Number two would be multi-scale planning.

Okay.

So now, this is planning,

you're planning on three different scales.

Daily, weekly, at least seasonally or quarterly,

however you want to think about it.

So, you have a plan for like the semester,

the season, or the quarter.

Or like, this is what I'm working on,

these are the big objectives I want to hit,

here's the reminders to myself about like what matters.

Like remember, like I'm overhauling my workout routine,

we're trying to like do this with the podcast.

You look at that scale of planning every week

when you build your weekly plan.

And the weekly plan, it gives freeform text.

You don't need anything, any special tools.

Your weekly plan, you're looking at the actual calendar.

Alright, what for my bigger scale plan,

my seasonal quarterly plan, what am I trying

to make sure I can make progress on this week?

And you confront the reality of your week,

you see where it's the empty space,

where there's the busy space.

You also change what's on your plate right here.

If I cancel this thing, that frees up that whole morning,

which means like, I could really make progress on this,

which I really want to make progress on,

so great, I'm going to cancel that thing on Friday.

So, you're looking at the whole week as one unit.

Then, every day, you look at your weekly plan.

Like, okay, so I'm going to use this

when I make my plan for the day,

and when you do your daily plan, you do time blocking.

Now, I'm giving a job to every minute

on my workday, not my day after work,

but every minute on my workday, I'm time blocking.

So, I call it time blocking,

as you're literally drawing blocks around the free time.

Okay, this, I'm workin' on this, I'm workin' on this.

So, you're making a plan for your day

that is informed by the weekly plan.

So, in multi-scale planning, you have like,

the big picture things you care about, trickle their way

all the way down to, okay, what am I going to do

during this hour during the day?

But you don't have to grapple every,

this is what most people do.

Every time, I'm figuring out what to do next.

I'm not grappling with all these scales at the same time,

what are my objectives?

What's my big plan?

What's goin' on this week?

You're dealing with each of these scales

when the time is right.

And so, when it finally gets down to it's now three o'clock,

you're just doing what that block is.

And you figured out that block earlier today

when you looked at your weekly plan,

that weekly plan reflected what was in your semester plan,

which you figured out you spent a whole afternoon

working on at the beginning of the semester!

So, multi-scale planning,

it keeps you focused on what matters.

It prevents you from wandering through your day

and how you disperse your energy.

And it gives you control over your time on different scales,

from like canceling major ongoing obligations,

to just being more efficient about

what you do during a given day.

So, I swear by multi-scale planning, just to try to keep

this whole lumbering ship that is sort of like Cal Newport

aiming towards the right shores.

Like keep correcting and keeping it aimed back.

I love this.

This is more or less what I do with my physical workouts.

Every week, I know I'm going to get

three resistance training sessions.

Two or three cardiovascular training sessions.

I know I'm going to train my legs once,

it's either going to be on, depending on travel,

Sunday, Monday or Tuesday.

I'll train torso muscles in the middle of the week,

I'll train sort of limb accessory muscles on a Saturday.

Long run on Sunday or hike on Sunday, or some other day,

there'll be some sort of hit workout

in the middle of the week,

and ideally, there's a jog in there too.

And you can adjust it a little bit based on

the reality of the week!

Yeah, I might double up for two days,

then take a day off.

I have my ideal schedule, but sometimes,

it gets compromised.

And then, I do that for 16 week cycles,

where I vary the kind of intensity load, et cetera.

And I've done this for years,

and it's just kind of works for me.

Yeah!

Now with cognitive work, I don't tend to do this,

it tends to be more deadline-based.

But I think that

the poll-based system is really going to help.

If I dovetail it with this multi-scale planning.

I love this.

And you can see the deadlines now, you see 'em coming.

So, that's part of what's nice about multi-scale planning,

is you know the deadline's coming up,

and so when you're doing your semester planning,

you start thinking like, okay, for the big deadlines,

like when I get to December, I need to be

really starting getting after this thing

that's going to be due.

Yeah, I've got a book due.

Yeah!

So, then you know, and so this really helps me book writing.

Because now when I'm planning, it's like,

a year in advance, I know this month, I need to get

like roughly the rough draft of chapter two done.

And then, that trickles down to my week,

where I'm going to make sure I have enough time cleared,

to like be on track for finishing it.

And then, that trickles into my day.

Now, I know to like block those mornings to work on it,

so it all works together.

An added bonus of the daily scale is,

I would say communication should get its own block.

Email, social media, whatever, that's like you communicating

with the outside world, goes into your time block plan.

So if your block doesn't include that, you don't do it.

So, it's like this block is writing,

it's not email, it's not social media.

So, the rule is really simple!

I'm not going to use email or social media,

but I still need to do email at some point,

so I have to put a block in for it.

And when I'm in my email blocks, I'm doing the email,

if I need to go on social media to see what's goin' on

with like the latest episode or something,

I got to give that time!

And then, you can mono focus.

Because then, it's a psychological hack.

But basically, when you particularly,

when you schedule communication

and distraction, now the only thing

you have to muster willpower to do is obey

the single rule of I'm following my blocks.

If you don't do that, if you're like,

I just sometimes do email and social media,

and sometimes I don't.

Now, what you have to do is just constantly be

having this debate, is now the right time to do this?

I know I'm going to do it at some point today, why not now?

Well, what about now?

What about now?

Like, you're just constantly asking yourself, right?

That's impossible, right?

That's going to drain you.

But if all you have to do instead is say,

my commitment today is to follow my blocks,

and I get I really feel good when I do it,

and like I check off a box if I do,

give yourself some feedback here,

it's a much easier cognitive battle to win

than just trying to be reasonable about, well,

let me wait a little longer to check my email.

Like, you're going to lose that battle,

8 times out of 10, which is like enough

to really overcome it.

So, that's like a hidden bonus of time blocking,

is now you can really get your arms around

separating different cognitively distinct activities.

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