PERSONAL EFFECTIVENESS AND PRODUCTIVITY: BEHAVIOURS ASSOCIATED

 

Story - The Ivy Lee Method:

By 1918, Charles M. Schwab was one of the richest men in the world. Schwab was the president of the Bethlehem Steel Corporation, the largest shipbuilder, and the second-largest steel producer in America at the time. The famous inventor Thomas Edison once referred to Schwab as the “master hustler.” He was constantly seeking an edge over the competition. One day in 1918, in his quest to increase the efficiency of his team and discover better ways to get things done, Schwab arranged a meeting with a highly respected productivity consultant named Ivy Lee. Lee was a successful businessman in his own right and is widely remembered as a pioneer in the field of public relations.

The Ivy Lee Method:. . . . . . . . During his 15 minutes with each executive, Ivy Lee explained this simple set of daily routine steps for achieving peak productivity:

1.      At the end of each workday, write down the six most important things you need to accomplish tomorrow.

2.      Do not write down more than six tasks.

3.      Prioritize those six items in order of their true importance.

4.      When you arrive tomorrow, concentrate only on the first task.

5.      Work until the first task is finished before moving on to the second task.

6.      Approach the rest of your list in the same fashion.

7.      At the end of the day, move any unfinished items to a new list of six tasks for the following day.

8.      Repeat this process every working day.

The strategy sounded simple, but Schwab and his executive team at Bethlehem Steel gave it a try. After three months, Schwab was so delighted with the progress his company had made that he called Lee into his office and wrote him a check for $25,000. A $25,000 check written in 1918 is the equivalent of a $400,000 check in 2015.

The Ivy Lee Method of prioritizing our to-do list seems stupidly simple. How could something this simple be worth so much?

A) It is simple enough to actually work: . . . . . . . . The primary critique of methods like this one is that they are too basic. They do not account for all of the complexities and nuances of life. What happens if an emergency pops up? What about using the latest technology to our fullest advantage? Sometimes, complexity is actually a weakness because it makes it harder to get back on track. Emergencies and unexpected distractions will arise. Ignoring them as much as possible, dealing with them when we must, and getting back to our prioritized to-do list as soon as possible is what brings productivity. The use of simple rules to guide complex behaviour often serves the best results.

B) It forces us to make tough decisions: . . . . . . . . . There is nothing magical about Lee's number of six important tasks per day. It could just as easily be five tasks per day. However, there is something magical about imposing limits upon ourselves. Sometimes, the single best thing to do when we have too many ideas (or when we are overwhelmed by everything we need to get done) is to prune our ideas and trim away everything that is not absolutely necessary. Constraints can make us better. Lee's method is similar to Warren Buffett’s 25-5 Rule, which requires us to focus on just 5 critical tasks and ignore everything else. Basically, if we commit to nothing, we will be distracted by everything.

C) It removes the friction of starting: . . . . . . . . . The biggest hurdle to finishing most tasks is starting them. Lee's method forces us to decide on our first task the night before we go to work. If we decide the night before, we can start work immediately the next day, and not end up wasting time deciding what needs our attention. It is simple, but it works. In the beginning, getting started is just as important as succeeding at all.

Another tool that could be useful here is known as the Eisenhower Box (or Eisenhower Matrix) and it’s a simple decision-making tool. General Dwight Eisenhower had an incredible ability to sustain his productivity for weeks and months. And for that reason, it is no surprise that his methods for time management, task management, and productivity have been studied by many people. Before becoming the 34th President of the United States, Eisenhower was a five-star general in the United States Army, served as the Supreme Commander of the Allied Forces in Europe during World War II, and was responsible for planning and executing invasions of North Africa, France, and Germany.

D) It requires us to single-task: . . . . . . . . . Modern society loves multi-tasking. The myth of multi-tasking is that being busy is synonymous with being better. The exact opposite is true. Having fewer priorities leads to better work. World-class experts in nearly any field—athletes, artists, scientists, teachers, CEOs—have one characteristic that runs through all of them: focus. The reason is simple. We cannot be great at one task if we are constantly dividing our time ten different ways. Mastery requires focus and consistency. The bottom line? Do the most important thing first each day. It's the only productivity trick we need.

The Myth of Multitasking: Why Fewer Priorities Leads to Better Work

Yes, we are capable of doing two things at the same time. It is possible, for example, to watch TV while cooking dinner or to answer an email while talking on the phone. What is impossible, however, is concentrating on two tasks at once. Multitasking forces our brain to switch back and forth very quickly from one task to another. This would not be a big deal if the human brain could transition seamlessly from one job to the next, but it cannot. Multitasking forces us to pay a mental price each time we interrupt one task and jump to another. In psychology terms, this mental price is called the switching cost. Switching cost is the disruption in performance that we experience when we switch our attention from one task to another.

For example, A 2003 study published in the International Journal of Information Management found that the typical person checks email once every five minutes and that, on average, it takes 64 seconds to resume the previous task after checking your email. In other words, because of email alone, we typically waste one out of every six minutes.

The myth of multitasking is that it will make us more effective. In reality, remarkable focus is what makes the difference. While we are on the subject, the word multitasking first appeared in 1965 IBM report talking about the capabilities of its latest computer.

Finding Your Anchor Task: . .. . . . . . .  . Doing more things does not drive faster or better results. Doing better things drives better results. Even more accurately, doing one thing as best you can, drives better results. The power of choosing one priority is that it naturally guides our behaviour by forcing us to organize our life around that responsibility. Our priority becomes an anchor task, the mainstay that holds the rest of our day in place. If things get crazy, there is no debate about what to do or not to do. We have already decided what is urgent and what is important.

Saying No to Being Busy: . . . . . . . . As a society, we have fallen into a trap of busyness and overwork. In many ways, we have mistaken all this activity to be something meaningful. The underlying thought seems to be, “Look how busy I am? If I am doing all this work, I must be doing something important.” And, by extension, “I must be important because I'm so busy.” The people who do the most valuable work have a remarkable willingness to say no to distractions and focus on their one thing.

Implementation Intentions: Mastering One Thing at a Time

Many people have multiple areas of life they would like to improve. The problem is, even if we are committed to working hard on our goals, our natural tendency is to revert back to our old habits at some point. Making a permanent lifestyle change is difficult.

The approach to mastering many areas of life is somewhat counterintuitive. If we want to master multiple habits and stick to them for good, then we need to figure out how to be consistent. How can we do that? Research has shown that we are 2x to 3x more likely to stick with our habits if we make a specific plan for when, where, and how we will perform the behaviour. For example, in one study scientists asked people to fill out this sentence: “During the next week, I will partake in at least 20 minutes of vigorous exercise on [DAY] at [TIME OF DAY] at/in [PLACE].”

Psychologists call these specific plans “implementation intentions” because they state when, where, and how we intend to implement a particular behaviour. For example, implementation intentions have been found to increase the odds that people will start exercising, begin recycling, stick with studying, and even stop smoking. However (and this is crucial to understand) follow-up research has discovered that implementation intentions only work when we focus on one thing at a time.

When we begin practicing a new habit it requires a lot of conscious effort to remember to do it. After a while, however, the pattern of behavior becomes easier. Eventually, our new habit becomes a normal routine, and the process is more or less mindless and automatic. Automaticity is the ability to perform a behavior without thinking about each step, which allows the pattern to become automatic and habitual. But here is the thing: automaticity only occurs as the result of lots of repetition and practice. The more reps we put in, the more automatic a behavior becomes. The most important thing to note is that there is some “tipping point” at which new habits become more or less automatic. The time it takes to build a habit depends on many factors including how difficult the habit is, what our environment is like, our genetics, and more.

The counterintuitive insight from all of this research is that the best way to change our entire life is by not changing our entire life. Instead, it is best to focus on one specific habit, work on it until we master it, and make it an automatic part of our daily life. Then, repeat the process for the next habit. The way to master more things in the long run is to simply focus on one thing right now.

Content Curated By: Dr Shoury Kuttappa