How to Act Productive Tip #10: Bring Massive Amounts of Work On the Plane

Photo by: Ma1974

Here at Grad Hacker, we feel that simply being productive is not enough. What good is your inner, clandestine, productivity, if your bosses, colleagues, and you yourself don't really know the extent of just how unbelievably productive, busy, stressed, in a rush, and important you really are? For these, reasons, each weekend we will provide you with a tip on how to act productive.

Summer is often a time of travel. Weddings, reunions, vacations, you name it. In non-summer months, travel for many grad students involves conferences and other work related trips. Common to most trips: flying. Flying is such a time-suck, right? Wrong.

You always know who the most successful people in planes are. They're the ones working. They've got their laptop out, the overhead light on, some papers, TPS reports, their briefcase within arms reach, a pen in their mouth, and a glass of red wine in a plastic cup on the corner of the tray table. When you see this and you look down at your "pleasure reading" or worse yet, The Office episodes playing on your iPod, recognize that you will never make your parents as proud as Mr. Productive in the seat next you will. Just a fact of life. The good news is, you can change your ways today with just three simple starter tips:

1. Bring papers. A good grad student doesn't go anywhere without scholarly journal articles handy. Resist the temptation to buy People Magazine at the airport and stick with articles that will get you ahead in life.

2. Use your computer. Productive people and rich people use laptops on planes, so get used to it if you want to be like either of them.
3. Never let nighttime deter you. The most successful people have the light on when everyone else is trying to get some sleep. This should be you. When they wake up, you'll be a good 2-3 hours ahead on life.

Start here. Don't take it too fast just yet. When you've mastered these tips, send me an email, we can then talk about more advanced tips like caffeine sources for red-eye or international flights.

Lastly, when you're flying in a group, make sure you ask everyone how much work they brought, and as I've always said, use their answer to spring-board into talking about how much you brought. "What'd you bring to work on? Man, I brought so much stuff, I'm gonna get really caught up on work."

Have Confidence

Photo by: chris.merwe

I’ve noticed a pattern. A large amount of productivity literature, blogs, and “hacks”, in the end tell a single story: Have the confidence to jump right in to your work. Often, they notice that there are certain barriers (self-created, or not) that are blocking your confidence or clouding your judgment so you simply cannot see clearly enough to have confidence. They then proceed to provide some tips on getting rid of those obstacles and get you back to jumping right in. That is, they modify the above phrase to: Take care of that garbage, then jump right in.

Let’s look at some favorites in the GTD, Lifehacky, blogging, and student communities and see what obstacles to confidence and getting started they wish to clear:

1. Getting Things Done – David Allen: David Allen’s whole philosophy is based on “knowing what you’re not doing.” Another way he’s phrased it is having the confidence that what you are doing right now is exactly what you should be doing. Keeping list after list of next actions and projects is simply a way to make sure that when you’re performing a certain task, that’s exactly what you should be doing right now. Unfortunately, many of us get so enraptured with the process that we forget the doing altogether. Don't do this, it's deadly. You think you're being productive, while you're really just wasting your time. The obstacle is uncertainty due to a massive amount of "open loops", clear that quickly and get start working on something as soon as you can.
   

2. The Now Habit – Neil Fiore: This book is a gem and is all about having confidence. Niel Fiore, however, is not removing the hundred and one day to day obstacles that are cluttering your head like David Allen, but rather reaching for things deeper ingrained: the constant feelings of self-doubt, guilt, and fear that lead to procrastination. He advocates not pretending to be working all the time and scheduling in guilt-free play as ways to have more confidence to start and finish your projects (by habitually starting).

3. Inbox Zero – Merlin Mann – 43 folders: In the same style as David Allen, Merlin argues that clearing your inbox (most often email inbox) and properly processing all the input, leads the way to clarity and confidence in what the hell it is that we should be doing in this email-ridden world. Massive email in your inbox is a huge confidence shaker as all the messages keeping nagging at your brain, trying to convince they contain the true tasks to be done right now. Clear the inbox obstacle, but then don't sit there and come up with a million crafty ways to filter your email world so a monkey could process it, just get started.
   

4. MITs – Leo Babatua – Zen Habits: I of course love the idea of having a small number of things you need to do each day and write these tasks on my notecard for the day. Leo likes this idea too. This idea is simple, know what the absolute most important tasks of the day are and simply do them. Don’t do anything else until they are done. This is hardest when you don’t have confidence in the outcome. That’s why having them clearly written and immediately accessible is a useful tool in helping you not find other things to do to feed your fear of your most important tasks. Again, clear the obstacle of uncertainty and doubt ("I have so much to do, where the hell do I start?") by consciously deciding on the most important tasks, and starting on them as soon as possible.
   

5. Fixed Schedule Productivity – Cal Newport – Study Hacks – I’m quite envious of this schedule: 9-5 M-F and a few hours on Sunday. Really? That’s it? I seriously have trouble believing this post, and I don’t mean that as an insult at all. I doubt he’s lying, it’s just that impressive. I try every week to do this and almost always fail. Inevitably I’m not as productive as I wish to be from 9-5, and convince myself that I “should” or “have to” work in the evening and/or the weekend. This of course leads to a cycle of feeling overworked and thus working less efficiently. It’s miserable, I know. Sometimes, however, sometimes, I succeed. I’ve found that the days I do are the days I do not hesitate with what I should be doing. I simply grit my teeth and get started. The best part is, that invariably I don’t have to grit my teeth for long, for as we all know, formidable tasks are like bullies, once you stand up to them, they quickly back down. The part of Cal’s post that should tip you off to needing confidence is that he “starts early”. In other words, he doesn't waste any time before telling you to "jump right in." That means there’s no time for tossing around ideas of what you’re going to do for days to weeks before actually doing it. You gotta have the confidence that you won’t suck.

How Easy Would It Be to Start If You Knew You Wouldn't Fail?

I fail to understand why I still worry about the outcome of so many projects instead of just diving right in. I should give myself more credit. Invariably when I’ve dived in and started working, I’ve realized that the bully is actually a coward, that I have some good ideas, that I’m not the only one that doesn’t understand, or that it really won’t take as long as I thought. I imagine your experience is the same.

There's simply no alternative to having the confidence that you won't suck at the impending task. You either push aside doubt and start, or you don't start at all. Decide whether the second option is realistic, if it is, hooray, you've identified an unnecessary task. If it's not, recognize from the above 5 examples and any others you can think of that all time management and hacky literature says the same thing: get rid of obstacles to confidence, and immediately get started.

The faster you start, the more worrying you skip, and the less stress you get for a given project. If you broke down the causes of stress for a given project, how much would be related to actually doing the project? Unless the project involves an uncomfortable conversation or working with that one annoying bastard in class, usually very little. The stress comes from thinking about the project while you’re not doing anything. So if our goals are to minimize the overall stress a given project imparts on us, why not skip the thinking without doing, skip the worrying and self-doubt, get our confidence on, and get right to the doing?

How to Act Productive Tip #9: Get Pissed Off

Original Photo By: bubblemonkey

Here at Grad Hacker, we feel that simply being productive is not enough. What good is your inner, clandestine, productivity, if your bosses, colleagues, and you yourself don't really know the extent of just how unbelievably productive, busy, stressed, in a rush, and important you really are? For these, reasons, each weekend we will provide you with a tip on how to act productive.

This post goes out to one of the inspirations behind the How to Act Productive Series: George Costanza. (The other, and primary inspirations, however, are two individuals in the department that always walk fast. They seem so damn productive.)

George discovered the secret to looking like he was working hard while at the Yankee Organization: looking pissed off. This piece of advice is such a gem. If you're juggling one measily project right now, why on earth would you have a reason to be frustrated or annoyed? You wouldn't. But if you've juggling 15-20, you don't want anyone giving you lip. And if they do, you give it right back to them. And don't just look pissed off, get pissed off; might as well blow off some steam while you're acting productive.

Often, having your friends help you on your quest of acting productive by being pissed off is useful. When you walk away having said something cold, they can add "You know, he's just under a lot of stress right now." "This has nothing to do with you, he's just really busy." People will stop bothering you. But most of all, they'll look up to you.

How to Act Productive Tip #8: Skip Meals

Photo by: Sashertootie

Here at Grad Hacker, we feel that simply being productive is not enough. What good is your inner, clandestine, productivity, if your bosses, colleagues, and you yourself don't really know the extent of just how unbelievably productive, busy, stressed, in a rush, and important you really are? For these, reasons, each weekend we will provide you with a tip on how to act productive.

It's 7:00pm on a Thursday and you're finalizing a paper for a class with your partner. 7:35pm, you finish it and email it to your professor. You both get up, start packing your things when your partner takes a long sigh and quietly mentions, "Oh I'm so hungry, I haven't eaten anything all day." You're taken aback. It's 7:35pm. Your mind does the math: "If the last time Jim ate was yesterday's dinner, around 6, that means he hasn't eaten for over 24 hours." Suddenly, you feel like a glutton. You continue to think to yourself: "Man, I had that great oatmeal in the morning with raisins and and brown sugar, that killer burrito for lunch, then that half a pbj I made in the afternoon to snack on, and I'm about to go home and eat dinner." You self-conciously feel your midsection to see if it's larger than you expect. Then gluttonous guilt is replaced by feelings of inadequacy: "Am I lazy because I eat so regularly? Oh shit, I even exercise regularly. No wonder I didn't have the highest grade on that midterm." You finally manage to say, "Wow Jim, you haven't eaten anything all day?" Jim then begins listing all the things he had to do today that prevented him from eating and it hits you: Wow, Jim is a really busy, important, and productive person. He doesn't even have time for meals.

Take a lesson from Jim my friends: If you want to act productive, tell people you've been skipping meals. Sure you can actually skip meals, that's what productive people do, but if you like to eat, just eat in private, quickly so as to not get caught, pop some Altoids to get rid of that oh-so-obvious onion breath, and tell people you haven't eaten "in so long". It works every time.

Fine print: Grad Hacker is for entertainment purposes only. The makers of this website are not responsible for adverse health effects from skipped meals, overeating, or overworking.

How to Act Productive Tip #7 - Obsessively Follow GTD Methodology

Photos by: kadavy

Here at Grad Hacker, we feel that simply being productive is not enough. What good is your inner, clandestine, productivity, if your bosses, colleagues, and you yourself don't really know the extent of just how unbelievably productive, busy, stressed, in a rush, and important you really are? For these, reasons, each weekend we will provide you with a tip on how to act productive.

There's nothing more conducive to getting things done than Getting Things Done. So, productive people get their GTD on like it's going on sale. I'm not talking about generally accepting the paradigms in the book like capturing open loops, processing your inputs, and reviewing things weekly. I'm talking about distinguishing tasks that are @computer-internetwork from tasks better described by @computer-internetfun. I'm talking about making sure next action, context, project, and other lists are with you always on your hipsterPDA or real PDA (if you use both please email me and we can talk about it). I'm talking about making sure the only tasks you do during the day are next actions, not simply actions. I'm talking about making sure each one of those next actions are linked to a context, project, and any other next actions that may be dependent on them. I'm talking about actually having at least 100 manila folders handy at all times. I'm talking about making sure your label maker is within "swivel distance" of your chair. I'm talking about owning one of these. I'm talking about referring to David Allen by his first name, like he's your friend. Or better yet, as "The David" or simply "DA".

The bottom line: If you want to seem productive, you need to get your GTD on, turbo-charged.

Notecard for the Week: Oh yes, it gets better.

Photo by: MShades

I have become obsessed with my notecard for the day: a single 3x5 sheet that carries with it what i need to do today (a very small and realistic number), often a calendar of events (so I know when the free time is that I can do my tasks for the day), and small afternoon/evening mini-tasks and thoughts that come into my head that I need to capture. On a single 3x5 sheet.

After using it for a few months now, I've concluded there are two reasons it's so wonderful:

1. Focus - Don't we all simply want to know exactly what it is we need to do today? I have it written on a single 3x5 sheet.
2. Importance - The tasks written on that notecard are the most critical steps right now to accomplishing short term and long term goals. I know this is true because that is the criteria for a task making it onto the notecard.

In this vain, I realized that I wanted the same clarity of focus and importance for my weekly picture. Why? Because the day is a bit zoomed in when trying to accomplish goals on the month to year scale (e.g. Finish this project and write a paper by summer). Also my advisor thinks in week terms: 'Have this done by next week'. So, as I accomplish my task for a given day, I want that same clarity of focus and importance on my weekly tasks so that tomorrow morning it's damn easy to pick my new task(s). Lastly, it fits perfectly with a weekly review and literally coaxes me to do one every week since I need to switch notecards anyways.

What about Todoist? It pains me to say this but I'm slowly starting to not need it as much. It's still works great for capturing thoughts quickly when I'm on the computer or converting emails to tasks, but with my list of tasks for the week (notecard for the week) and list of tasks for the day (notecard for the day) I almost have no need for a large database of every brain fart I ever had about thinks I maybe should do.

Clarity of focus and importance: Know what the most important steps to successfully finishing your projects are, and focus on them. Don't get distracted by anything else.

I'm finding this philosophy to be invaluable.

How to Act Productive Tip #6: Make Sure "Right Now is a Really Bad Time"

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Here at Grad Hacker, we feel that simply being productive is not enough. What good is your inner, clandestine, productivity, if your bosses, colleagues, and you yourself don't really know the extent of just how unbelievably productive, busy, stressed, in a rush, and important you really are? For these, reasons, each weekend we will provide you with a tip on how to act productive.

Right now is a really bad time for productive people. They're really busy and your petty requests are just not what they need right now. Remember this if you want to act productive: right now can never be the best time. Oh and sorry for the tardiness. I know this was supposed to get to you on the weekend, but right now is just a really bad time. I haven't slept in days and had to work all weekend, not to mention through my whole spring break. Hope yours was good though.

If you're so un-busy to where you can just take requests and phone calls from, share jokes with, or in general have a good time with any random colleague, family member, or significant other at any time of the day, you've got some serious soul-searching to do. In the meantime you should learn how to make sure your boringness is not revealed to the world. There is only one rule for this: Make sure right now is the worst possible time for anything. I'm not just talking about tasks; sure most people don't have the time to complete a requested task immediately. But I'm talking about something much deeper.

Right now needs to be a bad time in your life in general. Right now needs to be a temporary period of the most stress you've ever experienced, while you're in search of that one goal that is always just around the corner. You can't have time for a movie, dates, the family reunion, your best friend's wedding. Seriously, if it were any other time, it would be no problem, but right now is just a really bad time. The catch, though, is that "temporary" is in the eye of the beholder. You don't want to just be productive every once in while, you want to be productive all the time, so temporary needs to also be all the time.

Here are some sample exchanges with different phrasings to help you keep your lines fresh. Good luck!

Bob: "Hey you, how's it going?"
You: "Oh man, it's just really crazy right now."

Vanessa: "Hey big guy, me and my friends from the dance team are having a pool party on Saturday night, wanna come? It's gonna be wild."
You: "Oh Vanessa, I would love to...but...I'm just totally swamped right now. Seriously, if it were any other time I'd be up for it."

Or equivalently,

Ryan: "Hey, me and the guys from the soccer team are having a car wash on Saturday. You should come out, we'll have a barbecue going, and I think we'll be going out afterwards. We'll definitely give you a free wash!"
You: "Oh Ryan, that really sounds awesome, but I'm just putting everything on hold for a little bit until [insert some big deadline a few months away] is done."
Ryan: "I understand. Your passion and drive for your work is really admirable and makes you really attractive. So don't worry about it."