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How do you know what is needed to be productive and then use those tools to kick into drive? Productivity, as we know it, is about producing outcomes, and reaching goals, whether you set them or someone else did.
I list out my to-do’s by using Google tasks which hosts all my tasks in one spot, and then I write down chunks of time for the day based on that list and their priority. For example:
I drop my daughter off at school.
I get home and view each task list divided by Client, including my business projects.
After assessing their priorities based on deadlines, I then create my time block.
Sidenote: My time block is typically an hour minimum, sometimes an hour and a half, and I complete as many tasks from my list as possible within that time block. It’s not just about one task.
I create a separate block if I choose to do a warm-up that day.
Then I work off that schedule until I pick up my daughter from school.
I do this day by day because my schedule can change in a day, and thankfully, my profession allows me to be flexible. I am committed to being an Entrepreneur, and I use that word because it truly takes a commitment. It is not easy in one way to be an Entrepreneur, but it has its benefits, much like any other profession.
For example, if I need to be flexible because there’s no school for Nilyah or she’s sick, I have to stay up late (night owl innately), but that typically throws me off a schedule. Even though I’m flexible, I am very schedule oriented, which explains why time blocks help me in many ways. I try my best to use time blocks even when Nilyah is home, but in reality, those aren't as easy to follow with a Toddler wanting all of my attention.
I’ve gotten up early at times to start my day, but it also may wake her up and force her to start her day earlier than usual, which defeats the purpose of getting up to work! So typically, I am awake and working in the middle of the night because that is when she is in her deepest sleep state.
Lately, I’ve tried to find a sweet spot for working late because it's important to me to wake up feeling ready for the day. To find that sweet spot, I’m testing out a ‘work mode off’ deadline of 2 am.
In my opinion, if I’m working on getting something done, then that means I am being productive.
Sometimes you can’t see the daily effort you put into something as making progress, but when it’s all said and done, you'll look back and realize every minute put into it made it productive.
But getting back to the productivity tools. Allowing myself to time box alleviates some pressure from feeling like I’m not getting stuff done.
Time blocking is similar to what Jay Shetty does, and they call it timeboxing. The difference is this is how I do it:
1. Create Daily Time Blocks
I still have to be available in advance for my clients to schedule meetings with me, and I want to be prepared for anything that could happen. For example, I had to help my parents one day because they had a flat tire; that consisted of picking them up and carpooling and running errands with my dad to get everything needed to fix the car. That day, I started working around 12:30 pm, and from there, I created time blocks.
How much time can I give for the rest of the day? That question always considers 1) if I have to pick up Nilyah at a specific time and 2) if I can commit to working additional hours after picking her up.
2. The Key Is To Be Realistic
If I ask myself how much time I have to commit, I think about 1) how I’m already feeling that day and 2) How Nilyah feels.
3. Be Disciplined
Being flexible is not the same as having free time, but you can have free time in your flexibility. However, being flexible with your time may only go so far if you do not have discipline. It takes discipline to follow through on the tasks you committed to working on. I have to be attentive to my client's needs & as well as my goals. If I know a deadline is approaching, I’ll prioritize the task/project on the time block.
4. Bonus if you like to see how you spend your time or if you have to track your time
Using Toggl track helps me document my time in such a streamlined flow. I love the app a lot, and I appreciate all of the updates to its features list. Recently they launched the plug-in feature directly in the app you’re using. I thought it was cool they offered a browser extension, but now it’s directly in the app, like Google docs. I use all Google products too, so the integration just perfectly streamlines my day-to-day. This app is extremely useful, and I do recommend it. I even integrated into a client's onboarding process as an HR Ops solution. Need I to mention, they also have a free version!
Using Google tasks for my to-do/task list is helpful too. I still get the satisfaction of checking stuff off the list. But after reading that article, I appreciated the twist on the traditional to-do list and changing it to a “done” list per Rachel Turow.
The done list “still gives you the thrill of checking something off” but instead of using a to-do list of all things you have to do instead you see a list of things that you’ve done.
With Google task, I can see the things I’ve done at the bottom of each list if I click on the checked-off list, but I think it will be extra satisfying to see all the things I did in a week checked off in one spot. That little encouraging “good job Ash” moment can be nice sometimes and who better to give it to me than me?
Alright, gotta go. I’m typing on my phone, and my arm is cramping.
In wellness,
Ashlee
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