WELCOME TO THIS GUIDE We currently live in the information economy. And the knowledge worker is the most important resource there is. Some people don t know whether they are a knowledge worker. So I have a few questions for you. Is your asset knowledge? Is it your job to think for a living? Do you solve problems? Do you think creatively? If your answer is yes to any of the above questions, you re definitely a knowledge worker. Plus, you re at the right place this guide will help you to do all the above thing better. To do all of those things, you need to be focused on your job. However, www.procrastinatezero.com 2
doing focused work has become a daunting task. Technology has made our lives easier. But it has also made it difficult to get things done. Distractions are everywhere. And they keep you from doing your work. Procrastination and a lack of focus are your biggest enemies. This short guide gives you the strategies, tips, and ideas to overcome those challenges. If you re reading this, it s safe to assume that you re trying to overcome procrastination, become more productive, and achieve more. But here s one thing that I want to share with you before we dive into the practical tips that I share in this book. THERE ARE NO SILVER BULLETS. If you expect a single hack or tip that will turn you into the most productive person on earth, you re at the wrong place. www.procrastinatezero.com 3
Doing work is not easy. Otherwise, everybody would be successful. The tips and strategies that you will find in this book will make you more effective. However, they will not do the work for you. If you re ready to get to work; let s get to it. www.procrastinatezero.com 4
1. BACK UP YOUR BRAIN Similar to computers, we have a Random Access Memory (RAM). Your human RAM stores relevant short-term information. We store things such as; groceries we have to buy, emails we have to send, plane tickets we have to book or any other task we have to complete. However, the capacity of your RAM is limited. When your RAM is at full capacity, older information that you have stored will be deleted to make room for new information. Research shows that you can remember only 5-7 items at a time. Because we cannot remember everything, we have to keep a journal to organize our thoughts. In fact, creating the habit of writing down our thoughts is the number one productivity tool. Which tool you use, does not matter. A notepad and pen are sufficient. You can also use note-taking tools such as Evernote, OneNote, Simplenote or even your Email. www.procrastinatezero.com 5
You do not have to keep a daily journal where you write down that you have a crush on someone. Backing up your brain means; storing your ideas and thoughts in a physical form. I prefer note taking apps such as Evernote or OneNote or anything that lets you store text, to-do lists, reminders, blog post and pictures. These apps work similar to how our mind stores information so it makes it easy to store images, lists, and notes. When you write down your thoughts, you also unload your human RAM, which will give you more brainpower to think and store new ideas and thoughts. ACTIONABLE ADVICE: Create a habit of recording every idea, task and thought you have. Most people do not write down their thought because they think it is a waste of time. They say, I do not have the time to look at my notes. Even if you will never take a look at a particular note, it is still worth writing them down because it will make you more productive. www.procrastinatezero.com 6
2. DITCH YOUR TO-DO LIST The traditional to-do list, which is a list of actions, is inefficient because it does not mirror reality. Most to-do lists are just a collection of tasks. In reality, our lives do not consist of a list that we systematically tick so that we can progress to the other task. Life is organic (sometimes chaotic), and our to-do lists need to reflect the organic nature of daily life. Plus, the to-do list needs to understand that we, as humans; cannot multitask, love to procrastinate and are easily distracted. ACTIONABLE ADVICE: Set daily priorities instead of adding items to your todo list. When you prioritize, only pick 2-4 tasks for that day and then write them www.procrastinatezero.com 7
down on a piece of paper. Those tasks you have written down are your top priorities for that day. This will give you a handful of tasks to focus on, which will increase the chances of completing them. The reason to-do lists do not work is because they are too big. We look at the huge list of things we have to do and think, what s on the news? My experience is that the process of thinking about a handful of tasks that I m going to focus on, makes this strategy so effective. This is the main difference with a traditional to-do list, which stays a collection of tasks. Daily priorities change every day. You also take the effort to think about which tasks you give priority for that day. I use a pen and paper to physically write down my daily priorities. After I have finished my tasks, I tear up the paper; this gives me a better fulfillment of completing the tasks. All in all, completing your daily tasks will give you a satisfied feeling, a sense that your day is successful. www.procrastinatezero.com 8
3. CREATE A MORNING RITUAL The first thing when I wake up every day is to think about the three things that make me feel grateful. It s the very first thing I think of, still in bed. This will start my day on an appreciative note and store positive thoughts in my mind. Writing down three things you re grateful for is a great part of a morning ritual. It will store positive thoughts in your mind and reminds you of things you value in life. If you experience setbacks during the day, you will be less likely to have "doomsday" thoughts such as, "this is the worst thing ever." Because more often than not, it is not the worst thing ever; it is probably just an inconvenience. For example, when you miss the train, or are stuck in traffic, you worry about being late. Unfortunately, there s nothing you can do, so you might as well go with the flow. Listen to your favorite music while you are waiting, or call your mother. www.procrastinatezero.com 9
Most of us do not have a morning ritual. Instead, we wake up and grab our smartphone to browse Facebook, Twitter, Instagram, and the news before we even go to the toilet in the morning. This is sets you in a consumption mindset. That s not what you want. You want to own your morning by purposefully designing it. ACTIONABLE ADVICE: Instead of consuming, shift your focus to doing things during your morning ritual. This is what consumption does: On social media you look at people who have better lives than you. On the news you are scared to death with articles about diseases, deadly accidents, and economic downturn. When you create a morning routine, you start owning your day. You start doing things. And if you own your days, you own your life. Morning Rituals Examples List the 3 things you are grateful of. No smartphone for the first 60 minutes you wake up. Write down top 2-4 tasks for your Today s Tasks. www.procrastinatezero.com 10
Read for 20 minutes. Write in journal for 5 minutes. Listen to podcast or audiobook on a topic you want to learn more about. Read your favorite quotes out loud. Use a vision board to remember yourself of the things you want to achieve. You can try different things to create your morning ritual. Remember, the goal of a morning ritual is to set yourself up for success. Engage in activities that will get you to focus on the things that are important. When you combine this focus with gratefulness, you increase your productivity throughout the day. Some sort of meditation or mindfulness in the morning can also be beneficial to get a grateful attitude. The more focused you are, the less you will be distracted by trivial things. When you have a positive mindset, you will take on challenges that life throws at you. www.procrastinatezero.com 11
4. WORK IN INTERVALS Working in intervals is backed by science, and it goes like this: Work for X minutes. Break for 5 minutes. Work for X minutes. Take a longer break after 4 intervals of work. X = between 25 and 45 minutes. X depends on your attention span and preference. Scientific research shows that you lose focus after about 45 minutes. When we work for longer periods of time, we start to be less productive and feel unfocused. I work in 30-minute intervals for more than a year and I ve never been this focused. I ve experimented with shorter and longer periods, and I www.procrastinatezero.com 12
challenge you to try that as well. Some people prefer shorter intervals, some longer. But never go past 45 minutes. The reason we cannot operate for long periods is evolution. The human brain is not built for the extended focus we ask for today. Our brains are meant to ensure our survival. To protect us from looming threats, the brain is in a constant state of alertness. So focusing on one thing for a long time is hard on your brain. When you're working on long tasks, such as studying for exams, making presentations or writing reports, you get the best results by working in intervals. What are the results? More pleasant way of working. Increased quality of your work. A more focused brain. The 5-minute breaks are equally important as the X-minute productivity intervals. Take your breaks seriously. www.procrastinatezero.com 13
Without a break, this method doesn t work. Use your break to walk a bit, do some stretches, grab a cup of coffee/tea or do something that relaxes you. Feel pleased about the 30-minute time of work you have done. After four 30-minute intervals, it is time for a longer break that takes 15-30 minutes. ACTIONABLE ADVICE: Assign 30-minute intervals to a task. Some tasks take longer than 30 minutes. In that situation, assign multiple 30-minute intervals to one task. Breaks are mandatory. Don't check your email during your break. Take a longer break (15-30 minutes) after 4 intervals. Don't accept interruptions when you are in a 30-minute stretch instead, say that you will be done in x minutes. Which is not an estimate but an accurate answer. Use a timer or app to set the 30-minute interval. Having a visual view of www.procrastinatezero.com 14
the timer helps. There are several apps for both Windows and Mac that have a time focus functionality. For example: To mighty. Set a daily goal. For example: Doing 10 x 30 minute intervals results in 300 minutes of productive work. www.procrastinatezero.com 15
5. DON T RELY ON WILLPOWER Modern life is pretty rich. You literally have the world at your fingertips. You can: Watch any movie you want. Send a message to anyone you know. Listen to your favorite artist. Watch funny cat videos. All of these things are nice and all. But there's one problem: Every time you do something without purpose, you are distracted. And willpower can t help you prevent wasting time. ACTIONABLE ADVICE 1: Don t rely on willpower. Eliminate distractions altogether. If you find that something is hurting your productivity, get rid of it. Turn off your phone. Block websites that distract you. Put your TV in the basement. www.procrastinatezero.com 16
What do you do when you open up a bag of M&Ms? You eat it. All of it. Solution? Only buy M&Ms on your cheat day. It would be crazy to exclude things forever. We're only human, right? Those are all external interruptions. But there are also internal interruptions. Internal interruptions are your thoughts. Sometimes weird and random things pop up in our minds, things like: I wonder how much the Apple Watch costs. What s a good destination for my next holiday? How many degrees is it tomorrow? Before you know it, you have followed your thoughts by clicking on one link to the other. And all of a sudden, you ve wasted two hours. Again, willpower can t help you. www.procrastinatezero.com 17
The internal interruption will not only reduce your productivity, but it will also cause guilt and frustration when you waste time. ACTIONABLE ADVICE 2: Next time when a thought pops into your mind, just write it down and get back to what you were doing. Commit to finishing your task, no matter what happens or what disturbs you. Only discontinue your task in case of real emergencies. Is your house burning down? That is a real emergency. Do you get a Facebook notification? Probably not an emergency. Once you finish your task, take the time to examine the thought that distracted you. When you think about most internal interruptions, you will find that they are just that, an intrusion and nothing serious. You can also use software on your computer that will stop you from visiting sites that make you unproductive. I use an app called Self-Control for Mac. For windows there s FocusMe. www.procrastinatezero.com 18
Most people say, I have self-discipline; I do not need an app that helps me. I was like that until I used one of those apps. No one has the super power to stay 100% focused all of the time. Willpower is not your friend. If something distracts you, get rid of it. www.procrastinatezero.com 19
6. TURN OFF NOTIFICATIONS I will keep this one short. ACTIONABLE ADVICE: Turn off ALL notifications. You re not a reactionary robot. Notifications are an intrusion of your time. That means you have to be careful that you don t become someone that just responds to things. To emails, text messages, calls, notifications from your phone. We have to realize that the tools we use are here to work for us. Not the other way around. What should I do if I miss something? www.procrastinatezero.com 20
99% of the stuff you might miss is not important at all. The world will not end if you respond 45 minutes later to an email. if people can t wait a few hours to get a response for you, it s their problem, not yours. Now, off course, there are emergencies. Or maybe responding to emails or calls is your job. I m not saying you should throw away your phone or stop doing your work. Don t make it impossible for people to reach you. Just stay available for text messages and calls. That s it. Why should you turn off notifications and respond less? Every time you respond to someone or something, THEY ARE STEALING YOUR TIME. That s why. You know that time is the most valuable asset you have right? It s time to walk the talk. You do that by living consciously. Time is scarce, so don t waste it on trivial things. www.procrastinatezero.com 21
7. GET FIT If you want to live a vibrant life, achieve your goals, do fun stuff with your family and friends, you need to be fit. That s just simple science. Anything that you want to achieve is useless if you are not able to physically enjoy it. ACTIONABLE ADVICE: Get enough sleep, eat healthy food, and exercise daily. That's it. It s scientifically proven. Building a healthy body is not rocket science. Why do people pretend it is? Money. The fitness and health industry is a billion-dollar industry. Think about it, have you ever seen a commercial on TV about getting enough sleep? How about a commercial that says you should eat healthy if www.procrastinatezero.com 22
you want to improve your immune system? Instead, we see ads for products, supplements, and diets that promise the same things that sleep, diet and exercise will give you. The only difference is that NO ONE makes money when they say you should get 7-9 hours of sleep. Improve your health and get this: Improved energy levels. Better productivity and alertness. Better immune system. Here are my recommendations for getting fit. 1. Walk as much as you can We often take the car or public transportation when we could easily walk. But going from A to B is not the only reason to walk. You can also just go for a walk, without any reason but to get moving. Your www.procrastinatezero.com 23
lunch break is a perfect time for a walk. It doesn't matter how you do it, as long as you commit to daily walking. Aim for 30 minutes a day. 2. Move every 30 minutes You can combine this with the 30-minute interval technique we discussed before. When your timer goes off, walk around, or do stretches during your 5-minute break. 3. Track your movements and diet Do you know how many calories you eat during your work-week? How many calories do you burn? How many calories does your body need? Use apps like Myfitnesspal or step counters to measure yourself. Once you start using these apps, you will get a clear picture of how much you walk and how much you eat on an average day. 4. Create a daily exercise habit It s easier to do something every day instead of 2-3 times a week. This is also true for working out. When you create the habit of going to the gym every day at the same time, you will act on autopilot after a while. When you are used to going to the gym every day after work for 45 www.procrastinatezero.com 24
minutes, you will also plan for it. Try to aim for daily exercise during the workweek. Weekends are optional. 5. Design an exercise routine that you enjoy Doing the same thing every day is boring and also not productive. The ideal weekly exercise program has three types of movement. So switch things up with these types of exercise: Strength think of weight lifting, rowing, rock climbing or anything else that requires strength. Interval Training high-intensity interval improves your overall condition and your body s metabolism. Mobility - something like yoga or just a good old-fashioned stretching session. Finally, make it fun to exercise. Otherwise, it will never last. Pick out something that you love to do. Challenge yourself to improve every day. www.procrastinatezero.com 25
THANKS FOR READING What now? Start applying these tips and strategies. If one or two of these tips stick, you ve made progress. Getting things done is a habit. And so is procrastination. You want to switch the latter with the former. It s not rocket science. But it s still a hard thing to do. So give yourself enough time to put things into practice. WANT MORE CONTENT? If you enjoyed these tips, and want to dig deeper, sign up for the Procrastinate Zero Insiders List on www.procrastinatezero.com. I will send you free training videos and other free content from the full class. If you re already on the list, stay tuned. And if you ever need anything, let me know. www.procrastinatezero.com 26