Introduction
Many of us have become serial productivity method testers trying to become more effective, constantly searching for that elusive, perfect system. We hop from one trendy method to the next, lured by promises of effortless success, whether it's a millionaire's secret trick or a scientifically backed approach. I've been there too, investing time and money in setting up complex systems where adding a task takes three steps. Completing it, another 5.
However, the allure of these high-tech, intricate methods often fades, leaving us overwhelmed and eventually abandoning them. The complexity we thought was necessary and key for success is more of a hindrance than a help.
But what if the real key to productivity lies in simplicity? What if using just pen and paper, coupled with prioritization, is the answer? It's straightforward, accessible, and effective. No need for a fancy $20/mo subscription – just your willingness to embrace a simpler way. So, you can start making your to-do list now, or keep reading if you are curious why.
The complexity trap
There's a certain allure in implementing complex methods, especially when our goals are multifaceted: advancing in our career, launching a startup, planning a retreat, starting a new blog, or learning the xylophone. It seems logical that complex objectives require complex systems to manage them.
However, this translation of complexity into our productivity methods becomes a burden. Imagine fitting the real-world complexity of a task into your to-do list, complete with descriptions, goals, collaborators, documents, and various statuses. Soon, adding a task feels like a task in itself, and by the time you finish adding one, you're ready for a break.
Moreover, complex systems often give us the illusion that we can handle an ever-increasing array of tasks. We fall into the trap of believing that it's achievable if it fits in the system.
But we still have the same 16 waking hours each day. While some might be more efficient with them, the myth that we can fit an endless list of activities into our day is just that – a myth. The most effective way to accomplish everything? Focus on completing the task at hand before moving to the next. Attempting to juggle an expanding list of tasks in a complex system is a surefire way to become overwhelmed and fail spectacularly by giving up on everything at once. Simplifying our approach might be the key to actual productivity.
My journey through productivity methods
In my quest for productivity, I went through a myriad of methods. My goal was ambitious and, in retrospect, perhaps impossible: to find a method that could seamlessly guide me from where I am to where I want to be, ensuring task completion regardless of circumstances.
One extreme experiment was polyphasic sleeping, aiming for a mere 5 hours of sleep in 20-minute intervals. Let's just say it's not a good idea to mess with sleep.
I also dived into GTD (Getting Things Done), hoping that what worked for its creator, David Allen, might work for me. Well, it didn't. Keeping up with the system's maintenance was overwhelming, and at some point, it became so huge that I abandoned it. Twice. Time blocking seemed promising too, but reality often disrupted my neatly planned blocks of time.
Then there were other techniques: eating the frog (tackling the biggest task first), starting with the easiest task for momentum, the Pomodoro Technique (timed focus intervals), and the Eisenhower Matrix for prioritization, and maybe half a dozen more than I don't recall. Each method had its merits, but none quite fit the bill.
The case for simplicity
Who would have thought that adding complexity to tasks wasn't the solution? As I switched careers from accounting to software development, I found myself with the opportunity to revamp my approach completely.
I chose to try something antithetical: less technology, more simplicity. Deep in the tech world and capable of creating complex solutions, I realized the risk of overcomplication and opted for the simplicity of pen and paper.
My method was straightforward: turn to a new page, write simple bullet points of tasks, and keep it concise. I went by the gut. These served more as reminders than elaborate plans. Initially, some tasks were challenging to decipher later, but with time, the system clicked. I either recalled what I meant or eventually became evident while working on other tasks. I never missed anything critical that I had written down.
I noted unfinished tasks with a brief reminder for the next day or week. Marginal notes in my blank-paged notebook became a habit (pro tip: plain blank pages are invaluable)—no complicated diagrams, rituals, tracking, or subscriptions - just pen and paper.
Writing tasks by hand forced me to prioritize and be concise. I couldn't overload my list with too many tasks or overly descriptive plans. This forced me to jot down a quick overview of what I needed to do and sit to work.
Perhaps not every task was the most efficient one at the moment, but efficiency wasn't always the goal; starting was. The optimal path often revealed itself along the way. Less planning, more doing. Let's do it simple.
A critique of complex methods
Initially, I considered outlining the shortcomings of various productivity methods to bolster the case for simplicity. But after some thought, I realized that wouldn't be fair.
Firstly, if a particular method is working for you, then I'm not the one to question its effectiveness. Your journey to seeking improvement, which has brought you to this blog, is a testament to your method's success.
Secondly, if the simplicity and prioritization approach truly holds merit, it should stand on its own without lowering other alternatives.
So, here's a non-section of "a critique of other methods".
Making simplicity work: practical tips
Let's keep this simple – after all, that's the whole point.
Prioritize: only one
The essence of prioritization is that there can only be one top priority. While you might have a list of tasks, only one can lead the pack at any given time. So we need a method to prioritize tasks–– I'm joking. Trust your instincts to identify what's most crucial. Don't rely on complex systems to dictate your priorities – deep down, you know what needs to be done first (*hint*: it probably isn't spending 1 hour organizing your tasks). If you're unsure, pick one task and start. If it turns out not to be the most urgent, you'll realize soon enough and pivot.
Write it down
Jot down your task with concise bullet points. Outline what needs to be done, what a completed task looks like, and any key considerations or potential challenges. Don't worry about getting everything perfect or in order. Writing itself will help clarify your thoughts, and you'll understand more as you progress.
Use the margins of your page, draw arrows or boxes – whatever helps translate your thoughts onto paper.
Start doing
Finally, start. The path forward will become clear once you begin. Be prepared to adapt; what seemed important initially might become irrelevant, or you might realize the task is bigger than expected. That's fine and part of the process. Remember, the goal isn't to craft the perfect to-do list but to make meaningful progress (if you're a civil engineer trying to build a bridge, please disregard this advice, thank you).
Conclusion
The key takeaway is this: do what works best for you. This is my personal journey, which has led me to embrace simplicity with remarkable results. I've transitioned from reliance on productivity apps to filling up my third notebook and several used pens (isn't it incredible that, as adults, you can use a pen until it runs out of ink instead of losing it halfway?).
I encourage you to give simplicity a try. It's likely the easiest, cheapest, and simplest method you'll experiment with, and there's little to lose in trying it out. Who knows? Maybe less really is more.