Whenever you have a bunch of looming tasks—as many of us do at the start of the new year, when everyone actually "circles back" on the things we've been putting off—having a structured to-do list is an essential part of getting everything done. Determining what goes on that list and in what order, though, is a task all its own. I've covered a lot of ways to do that, but if you're stuck with a high volume of important responsibilities, you need an approach that matches the complexity of what you're trying to do—and that's where the RICE method comes into play.

What is the RICE method of prioritization?

RICE, as you probably guessed, is an acronym. Here's what it stands for:

• Reach: How many people or parts of your life or project this task will impact

• Impact: How meaningful that impact will be if and when it's done correctly

• Confidence: How sure you are about your estimates of the other three factors

• Effort: The time, energy, knowledge, and resources required

A unique combination of those factors is going to give you guidance on which tasks are the most crucial to prioritize, which is helpful when you're overloaded by information and dread, unable to think about when or where to get started.

How and when to use RICE

I won't lie to you: This method is more convoluted than some of the others I've covered in the past. I might even recommend trying a simpler prioritization technique, like the Eisenhower matrix, before you try this one and only whip this out if Eisenhower or its peers aren't given you solid results. RICE takes a little time—and that's because you need to do some math.

Start by writing down all your tasks. Under each, you're assigning numbers. The Reach score will be the number of people or parts of your life or project that the task will impact and the Impact score is a 3 (massive impact), 2 (high), 1 (medium), .5 (low), or .25 (minimal impact). Confidence should be a 100, 80, or 50, to represent the percentage of confidence you feel in your estimates and abilities. You can use any number between 0 and 100, but falling back on those three just makes it easier. Most adherents of this method use a complicated math equation (determining "person-months") for Effort, but I'm going to simplify that for you. Score it the same way you scored Impact, with a 3 for multiple days or resources, 2 for a day, 1 for half a day, .5 for an hour, and .25 for a half an hour or less. You can also score Reach that way if you're working on a personal project and your results won't necessarily reach a big number of people. In that case, think about the different areas of your life or personal goals it will affect and use that 3-to-.25 scale.

That part is all subjective, similar to using the ABCDE method to assign grades to your to-dos. It can't be avoided—you won't know the true resources required or reach of the project until it's done—but you can quantify it a bit.

Next, you do math. It's R x I x C divided by E. You'll end up with a numerical score for each task. Rank the tasks in descending order, with the biggest numbers first. Obviously, you may find that some can't be completed until others are done, so use your discretion there, but for the most part, you've just created a clear outline of which things will have the biggest impact and reach and you can at least know where to start. Add each into your calendar using time boxing and time blocking, then get after it. Knowing you have a plan of attack is half the motivational battle.

I write a lot about productivity, which means I also read a lot about it. Over the last few months, I've noticed an uptick in people discussing something called "cognitive overload," citing it as a potential reason for a decline in output. The phrase stuck out to me as one of those buzzy terms that has the potential to be overused until it's meaningless—but at its core, it certainly has a real, clear definition that can be helpful tool in maximizing productivity.

Basically, cognitive overload is what happens when you're inundated with more information than your brain can process, so your brain just gives up altogether, making hard to focus on anything at all. Here's what to know about it and what to do once you identify it.

What causes cognitive overload?

You know all those jokes on social media about how a single news item or food product from modern times would kill a person born just a few centuries ago? They're funny and hyperbolic, but they're grounded in the fact that while the ways in which we produce things and share information have advanced wildly, the human brain has basically remained the same. We say it all the time but it bears repeating: We're just not cut out to handle the onslaught of stimuli we get on a daily basis.

Think of how many times your phone lights up on a given day. I just checked my screentime app and discovered that though it's only early afternoon, I've gotten 150 notifications straight to my lock screen already today. It's only Wednesday, so I'm averaging 213 a day, which my phone assures me is down 20% from last week and I'm quite sure I'll pick back up by the time Sunday rolls around. Considering that a few months ago, I redid all my phone settings so not all of my notifications got blasted to my lock screen, this is concerning. That's just a lot of information to constantly see.

As it turns out, text-based info is the main cause of cognitive overload, at least according to one study. Emails, Slack and Teams messages, texts, calendar notifications—the never-ending stream of these bad boys is a major contributor to the overall feeling of being unable to process or do anything. If you think about an average day when you've felt too zapped to work, it probably included plenty of those. Audio-visual stimuli are less debilitating, according to the study, so a Zoom or phone call or a manager stopping by your desk may not trip you up as badly.

Beyond feeling like you can't even think straight or like you're too overwhelmed to take action on any one task, you may be able to recognize cognitive overload from other signs. If incoming messages make you feel frustrated or detached, for instance, no matter what they say, this could be happening to you. That's actually the symptom I experience most often, for what it's worth. When I'm overwhelmed by too much information, I find myself thinking, "What do you want?!" every time my phone lights up, before I even see who is reaching out. (Sorry, Mom.)

How I'm battling cognitive overload

As I was going through the study and thinking over cognitive overload, I realized I've already been implementing a few tricks that may have been helping me avoid it. As mentioned above, I banned my least-used apps from sending me notifications a few months ago. For years, I've also tinkered with my MacBook settings so I don't get any form of push notification on my computer. My phone is next to me at all times; there's no good reason for the top right corner of my laptop screen to be whacking me with the same notifications the phone is already showing me.

A few other tried-and-true productivity approaches came to mind for me once I got a good grasp of what cognitive overload actually is. The one-touch rule of inbox management could be useful for you if you find that messages get you worked up. With that, you open each message as you get it and make an instant decision about what to do with the contents. It might seem counterintuitive to face each incoming message head-on if you're trying to avoid feeling burned out by the sheer volume of them, but I've found that when I see a message preview at the top of my screen and do nothing about it, it nags at me all day. Addressing it instantly helps me clear my mind and keep working.

Otherwise, the way you go about battling this is going to be pretty subjective, although I do have one more recommendation: If you're not familiar with the Pomodoro technique, get familiar now. With it, you work for a set amount of time (usually 25 minutes) before taking a small break (usually five). When you're in those focus sessions, you should be completely distraction-free, putting your devices in Do Not Disturb mode or even using specialized apps to block other, distracting apps. Knowing you have to work seriously for a certain amount of time can help get you in the zone and push you away from information and decision paralysis while knowing you eventually get a break can help you stay relaxed as you go.

There are a lot of ways I trick myself into meeting my goals, like coming up with various rewards and punishments for myself or outsourcing my progress tracking to apps. In general, I'm a deeply goal-oriented person and I am, for better or worse, obsessed with "winning"—which I always thought made me a perfect candidate for complicated productivity techniques like detailed to-do lists full of tasks in order of priority. While I do love a good technique, I decided to switch things up last year when I got worried that maybe I was spending so much time prioritizing and planning that I wasn't spending enough time doing. So I just focused on the doing—and it worked. Here's what I mean and how my bright idea helped me crush last year's resolutions.

Adopting a "do it now" mindset

I've covered a lot of productivity hacks for Lifehacker and the two I liked best, both in theory and practice, were the two- and 10-minute rules. The idea is that if a particular tasks takes less than two (or 10, depending on your preferred approach) minutes to complete, you should just get it out of the way early in the day. It's smart because it leaves little time for deliberation or over-planning, but even when I used it for the 10-minute tasks, I wasn't convinced it was effective enough. Some tasks take longer than 10 minutes. I felt like the "just do it" mentality was helpful for me, but could be more helpful. So I started thinking more in terms of simply "do it now," not in terms of time allotments.

Sitting down every morning to write out a to-do list and determine how long each responsibility will take, which are most important, and which will demand the most resources works well for some people, but it is too tedious for me. Since coming around on a "do it now" mindset, I don't do that anymore at all. When I think of something, I just do it, no matter what it is or how long it will take (within reason). If, for some reason, I can't fit it in at the moment I come up with it, I add it to a note on my phone, which I also count as doing it now, though the "it" is adding the task to the list.

How this has helped me

My goals for the last year have largely been about my health and fitness, as well as my living space. I wanted to become a healthier, better me, which involved more time in the gym and having a clean, organized home to relax in. My "do it now" mindset helped me with both, especially when I was starting out on my resolutions around this time last year. I didn't pressure myself to work out at a certain time or try to wedge exercise into a structured daily schedule. Instead, I just firmly told myself I'd go when it occurred to me and I wouldn't deliberate or make any excuses. I found myself at the gym on lunch breaks, Saturday mornings, and late week nights. As soon as I thought of it, I went (or worked out at home, usually riding my Peloton)—and it worked. The longer I did this, the more working out became a normal, expected part of my day. Notably, by the fall, I had developed such an affinity for my hour of physical activity each day that I did start scheduling it and have been able to wake up every day before the sun to simply knock it out. I don't think that would have happened if I hadn't tried my new motivation-first approach.

The same was true for cleaning. There are so many cleaning techniques and approaches out there and, to be clear, each one of those works well for a certain kind of person. I've tried them all and nothing was as useful to me as just cleaning something the moment I thought of it or saw it needed to be done. If I see a dirty baseboard, I don't file that information away for "living room cleaning" day; I hop off the couch and wipe it down. Building this habit was a challenge because it's easy to kick the can down the road and decide to complete these tasks during designated home-tidying times, but once I got the hang of it, I noticed something: I no longer needed to set aside a Saturday afternoon for cleaning. There was nothing to clean in bulk because it all got handled whenever an issue sprang up.

My goals for the new year this time around are to stick with the momentum I built up working out and cleaning, but also improve my finances and notch some professional accomplishments I've been putting off during the year I spent on self-improvement. As soon as I finish this, I'm going to call one of the companies overseeing one of my 401k accounts to check on my rollover status, which is something I would have procrastinated on before entering my "do it now" era.

Different things work for different people, but you can get caught up in thinking too much and doing too little. My technique doesn't come from a book and, I'll admit, does have to be abandoned sometimes when there are serious, large-scale projects that need to be broken down and handled systematically, but the beauty of it is that it leaves time and mental energy for doing that when I have to.

Thanks to my gig teaching spin classes, I have a front-row seat to a reliable annual phenomenon: My classes are packed for the first few weeks of the year as people make New Year's resolutions—but by mid-February, I'm back to teaching normal-sized groups of people who are grateful the "January joiners" have cleared out. I'm always sad to see the new faces go, though, because I do think it's possible to set a New Year's resolution and stick to it, even if it's not the norm.

There are plenty of self-betterment goals you can set as a new year approaches, both in and out of the gym, but no matter what you endeavor to do, it's important to have an implementation strategy that ensures you'll actually get it done. One way you can better situate yourself for success is by attaching "cues" to your resolutions. Here's why it works, and how to do it.

How to tie your New Year's resolutions to cues

The more specific your goals are, the better they'll turn out. This is true for pretty much everything, which is why I recommend SMART goals for everything from studying to mapping out your personal productivity roadmap. For the unfamiliar, a SMART goal is a well-defined goal that includes specific, measurable, actionable, realistic, and time-bound elements, like, "I will meal prep four meals per week every week for the first three months of the year, then determine if I have the capacity to add more or should stay at four." Already, you can see how that's better than, "I will start meal prepping this year"—but SMART goals are just one option and we have more to explore.

If you wake up on a Saturday morning and want to tidy up your living space, you'll have more success defining a room you want to clean up than attempting to just generally "clean the house," right? When it comes to New Year's resolutions, that specificity is important, since you're planning for 12 months of change and you'll need some kind of road map. Instead of saying your resolution is to "eat healthier," you should define what your diet is missing, then drill down on it: "I want to eat 10 more grams of protein every day," for example.

This is where cues are going to become valuable. Research shows that adding a cue—literally, a set trigger for action—to your goals can help you implement them better. On a smaller scale, I've recommended this kind of approach through something called "habit stacking," which you can do when you attach a habit you want to build (like answering all of your outstanding emails every day) with one you already have down pat (like making and drinking your morning coffee). You carry out the new habit while doing the old one and, over time, the new habit becomes engrained, too.

We rely on automatic processes to do the standard stuff in our daily lives, like how we just automatically turn on the coffee pot after waking up or grab keys on the way out the door. In those cases, waking up and walking out the door are actually cues that signal to our brains it's time to fulfill the second half of the process. Building your resolutions around cues will help them become second-nature habits, too. Here are some examples:

• If your New Year's resolution is to save a certain amount of money by December, make it something like, "When I spend $X, I'll move $Y into savings."

• If you want to be more productive at work, try turning the Pomodoro technique into a resolution: "When I work for 25 minutes, I'll take a five-minute break."

• "When I sit down at my desk, I'll answer all new emails."

• "When my meetings end, I'll take five minutes for meditation."

• "When work is over, I'll put on my sneakers and head straight to the gym."

• "When the 6:00 news ends, I'll call my mom."

Doing it this way combines the specificity needed for realistic goal-setting with the tried-and-true method of habit stacking, setting you up for more success than a vague desire to "work out more" or "call home more" ever could.

Why cues work for New Year's resolutions

There are a few reasons tying your resolutions to existing cues will help you stick with them. First, you're creating those automatic processes in your brain, basically Pavlov-ing your subconscious self into taking action whenever your trigger occurs. It will take a few weeks of conscious effort, yes, but you will already know when you're supposed to act on your new habit, which is half the battle.

Operating this way also leaves less room for error. If you don't have a defined schedule and cues in place, you can easily forget to do your new task—or maybe even actively avoid it. Sticking reminders into your calendar can help here, too, since the push alert can further emphasize that it's time to get down to business—plus, seeing a visual reminder that you have something to do can stop you from double-booking. If your cue to go to the gym is clocking out at 5, it will take a few weeks for you to get into the habit of declining an invitation to go for after-work drinks, so having it blocked out on the calendar every day after work will keep you on track. You'll need to set yourself up for success by taking a few steps to make sure your cue and action are possible, though. In the example above—"When work is over, I'll put on my sneakers..."—you need to have your gym shoes packed in your commute bag for it to work. If you have to go home between the office and the gym, you might not be so easily roused into going back out to complete the workout. My goal over the past few months has been to be more of a morning exerciser. I did a lot of lifestyle restructuring to make that possible, but among the most crucial steps was laying out my activewear, sneakers, and gym accessories the night before so when I wake up, all I have to do is put them on and leave.

Stick with your cues, but give yourself some space those first few weeks. You might find that the timing you set up doesn't work well with your existing schedule. You just won't stick to the goal as well if you can't make it work. Research shows that if you're following the cue method, it will take about two months, on average, for the habit to form, so use that time to take note of what's working, what isn't, and what could be changed. If you have a goal of being more connected to friends and family, for instance, you might align your cue to call home with the time you spend doing the dishes every night, only to find you're too tired in the evening or eat out too frequently for that one to stick. Switching the cue to calling home when you get in the car to head to work in the morning might work better. Just make sure you stick to it once you figure out the best timing.

Inbox management, like so much else, is a necessary evil in our day-to-day lives. As such, it’s best handled with the use of a strict system, but those can be tricky to implement and stick to. Also like so much else, finding the right system is time-intensive and adds a new layer of stress onto an already annoying task. Here’s a system that’s simple, doesn’t take a lot of time to start using, and can actually help you get through your unreads without overwhelming you. It’s called “yesterbox.”

What is the yesterbox inbox management system?

This technique—and its funny name—both come from late Zappos CEO Tony Hsieh, who described yesterbox as a way of “relieving email guilt.” The concept is simple: Today, you only deal with yesterday’s emails. It's like a slightly stricter version of the first-in, first-out (FIFO) method, and while I don't always love FIFO, I recognize it has a place in a well-rounded productivity approach—and yesterbox is a great example.

Hsieh believed that “inbox zero” is not only an elusive goal, but a nearly impossible one. As soon as you start replying to emails, responses arrive. By its very nature, email is a form of correspondence, which means you’re sending and receiving—and for it to be effective, it has to be ongoing.

The thing is, though, that you don’t know how many emails you’ll get today. The only true, finite number you can count on is the number of emails you got yesterday, so that’s where your focus should be if you want to prevent yourself from getting caught up in the back-and-forth of immediate communication.

How to use yesterbox

Start by picking a time to deal with emails every day. Ideally, this should be in the morning, so nothing too urgent from yesterday slips through the cracks. Try using timeboxing to schedule your day and blocking out a dedicated time—a half an hour or so, depending on the volume of actionable emails you usually receive and how much of your work is actually done through them—for email management every morning. Hsieh was a proponent of dedicating three hours to this task, but he was the CEO of a giant company, so be realistic about how long it will actually take you. Spend some time trying different approaches to time management and to-do list creation, like the 3-3-3 list or 1-3-5 method. Figuring out how long email management should take you, as well as how much of a resource suck it actually is, will take a little effort, but those frameworks help.

Use that time to only look at and respond to emails you got the previous day. Next, filter out the emails from the previous day that will require more effort from you, whether it’s a lengthy response or the inclusion of attachments. You can star them or move them to a folder, but focus first on the ones that require simple responses—or no response at all. You're more or less using the two-touch email management technique here, but specifically scheduling yourself so you're only applying it to yesterday's messages. Go through each before returning to the ones that will take some more serious effort. Once that’s done, don’t look again until the next morning.

This creates a finite to-do list that doesn’t go on all day. By looking at each day’s previous emails systematically, you won’t miss any, either. The only real exception to this rule should be urgent, day-of emails about tasks that are taking place in the moment. If you’re expecting any like that, add the sender to your priority list to make sure you get the notifications and, if possible, ask them to make the subject line something easily identifiable. Resist the urge to look at any emails related to anything else but pressing, immediate issues.

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A good productivity method can mean the difference between a disorganized, unfulfilling day and one during which you get a lot done and feel great about it. That tradeoff is why so many of these methods, techniques, and hacks exist. Some are over 100 years old, some were accidentally discovered by everyday people looking to improve their lives, and some come from self-styled gurus who publish entire books on their findings.

And some are better than others—though maybe not objectively. To find the one that works best for you, take a look through this guide to seven of my favorites. Notably, these are the ones I like, but there are plenty out there for you to consider, too. Try one that sounds like a strong match for how you think and work (or try to avoid work).

The "Power Hour" method

The idea of a "Power Hour" comes from Adrienne Herbert’s book, Power Hour: How to Focus on Your Goals and Create a Life You Love and asks you to devote an hour a day to working hard on your biggest task—or the thing you care about the most. Sometimes, this is a must-do task that will have major ramifications for your life, like filling out job applications or working on homework. In that case, what you care about most is your overall goal of improvement. Other times, it might be a personal project or passion that you want to carve out time to pursue, which will enhance your life, make you feel happier, and make you more productive that way. The trick is committing—truly committing—to taking that hour every day, upending your schedule if necessary.

Here's my fuller rundown of the approach, which I have started putting into practice in my own life with great results.

The 10-minute rule

Of all the techniques on the list, this might be the one I use (or adapt) most often. Essentially, when there's a small, mundane, or tedious task that doesn't excite you, but won't take more than 10 minutes to do, you just do it. Just do it. That's it. It sounds easy, but it's not, since these are also those tasks you're more likely to put off and ignore, like answering emails or doing the dishes. Fighting against that impulse, committing to just doing these things when you think of them, and then getting them done is hard at first, but becomes a habit over time—and it's one with a lot of benefits. I do this when I'm cleaning my apartment. Instead of laboring over some cleaning checklist or structured plan (which is helpful for a lot of people), I just take on a task when I notice it needs to be done. Then, not only does it simply get done, which is the point, but I feel a sense of motivation and contentment. Since I started doing this, my home has never been cleaner, even though I'm not following any strict guidelines besides "just do it."

I also couple this with another favorite—the "one more" trick, which involves asking yourself, "Can I do one more?" every time you finish a small task. The answer is usually yes and when it becomes no, you give yourself the grace to stop. Just knowing you don't have to, but you can do something can be motivating enough.

Here's a longer explainer on the 10-minute rule.

The “Action Method” of productivity

This method is one of my favorites for keeping on task when I’m juggling multiple projects. It calls on you to organize your tasks into three categories: Action steps, references, and back-burners. Once you’ve done that, you put it all into a spreadsheet with those three categories as the column headers. You slot tasks into each column alongside notes, supplemental material, and whatever else you need—and move them around as they change their designations, as what is a back-burner today might be an action step tomorrow. Organizing it all this way helps you keep on top of the most pressing needs.

Here’s a full explanation of how to employ the Action Method. (The “ABC” method is very similar, with “A” tasks being must-do and high-priority, “B” tasks being should-do activities, and “C” tasks being low-priority ones.)

The 3-3-3 productivity method

Using this technique, you aim to plan your day in threes: Spend your first three hours engaging in deep work on your most important project, then complete three other urgent tasks that require less time, and then do three “maintenance” tasks, like answering emails or scheduling other work. This method works because you do your deep, focused work up-front, which gets you in the zone and gives you a sense of accomplishment and makes tackling the stuff afterward easier. I like this one on days I need a touch of structure. I use a prioritization method—usually MIT, which forces me to think of my responsibilities in terms of the impact they'll have on my life, but sometimes one like the Eisenhower matrix—to figure out which category all of my to-dos belong in, then follow the guidelines to make sure they all get done. I typically pull this one out when I have a big project and am struggling to think of how I'll get it all done. Even breaking one large task down into three hours of hard work, three urgent components, and three "maintenance" tasks helps everything flow a little easier.

Here’s a guide to planning your day in threes.

The “Eat the Frog” productivity method

Similar to 3-3-3, the “Eat the Frog” method invites you to tackle work on your biggest, scariest, wartiest task first thing in the morning. Whatever time-intensive task that has kept you up at night is, that’s what you should do first. It's similar to Power Hour in that you're supposed to do it early in the day, but different in that this may not be your most important or passion-fueled project. After that, everything else should be easier. While most proponents argue you should “eat the frog” as soon as you wake up, this method can work on any schedule as long as you commit to jumping into the hard thing early, enthusiastically, and without hesitation, thus freeing up the rest of your day for other work and lowering your overall stress level. When I use this one, I specify it a little more. If cleaning my kitchen is the most demanding task of the day, that doesn't mean I should do it the second I wake up, but when I get home from work or errands. It wouldn't make sense to postpone leaving for the day to do that, but it does make sense to turn it into the "first thing" I do when I'm in the relevant space, as it makes the rest of my time in the home for the evening better.

Here’s a guide to eating your first frog, so to speak.

The Kanban productivity method

Kanban is similar to the Action Method but requires you to label your tasks as to-do, doing, and done. It works best when managed in a spreadsheet or even on a big board with sticky notes, but you need the three columns so you can move whatever is completed into your “done” pile and anything that still needs doing into “to-do.” If you’re a visual person, this is going to be a game-changer, as it helps you easily see what needs to be done, and gives you some satisfaction when you see what you’ve already accomplished piling up under “done.”

Here’s a guide to implementing the Kanban productivity method.

The timeboxing productivity method

Another trick for the visually inclined and motivated, timeboxing requires you to schedule your entire day. Every activity, from answering emails, to working on a big project, to eating a snack, should go on your calendar. It’s much easier to use a digital calendar, like Google Calendar, for this, since so much of the average day is subject to change and it’s simpler to move things around there than in a physical planner, but try not to deviate from the schedule too much just because deviation is a drag-and-drop away. The idea behind this method is that it allows you to plan to devote exactly as much time to each task as you need to complete it while still filling your entire day with activity. There are a lot of tricks that go along with this one, and once you start, you may go down the productivity technique rabbit hole. For instance, Parkinson's Law dictates that the more time you give yourself to work on something, the longer you'll naturally take—which makes you less productive by reducing the quality of your work over time and stopping you from working on other things. With timeboxing, you can and should practice cutting off time from all your boxes, giving yourself less time to work overall. In the gaps you ultimately create, don't forget to take a break. Those are also essential to productivity.

Here’s a guide to getting started with timeboxing.

The Pomodoro productivity technique

This is an old standby that has withstood the test of time because it works so well: Work for 25 minutes on a task, take a short break of about five minutes, and work for 25 minutes again. Every time you complete four 25-minute cycles, take a longer break. This gets you into the groove of working hard in those 25-minute bursts, since you know a little reprieve is coming. The break recharges you and you get back at it, over and over again, until your job is complete. To maximize the benefits of Pomodoro, get a specialized timer so you don't have to set alarms on your phone and can work without glancing at it and all its distracting apps. On the other hand, an app might be just what you need. I love Focus Pomo, a Pomodoro technique-specific app that blocks all your other ones during "focus sessions." If you're not finding this approach helpful after a few consistent attempts, don't be afraid to adapt it, either. The standard 25 minutes on and five off work well for a lot of people, but you might need shorter or longer work or break sessions. What matters most is that you time them out, commit to taking breaks, and then commit to getting back at it.

Here’s a guide to getting started with the Pomodoro method.

The Results Planning Method (RPM)

This technique comes from famed motivational speaker Tony Robbins, who designed it to be motivational, fast, and efficient. Not only does does the acronym stand for Rapid Planning Method, but it can also serve as a guide to what your day should look like: Results-oriented, purpose-driven, and built around a "massive action plan."

Consistently—every morning or week—ask yourself these three questions:

1. What do I want?

2. What is my purpose?

3. What do I need to do/What is my massive action plan?

By doing this, you connect more to your mission and get more energized about getting to work right away on the answer to the third question, rather than spending a bunch of time deliberating about what you should or shouldn't be doing with your time.

So many great productivity hacks come from the Japanese manufacturing industry. The 5S technique helps you keep your workspace clean so you can get more done, kaizen helps you improve the processes and workflow of your job, and kanban helps you schedule your tasks in the most efficient way. These are helpful even if you’re not working within the famed Toyota Production System; they’re adaptable to fit all kinds of work scenarios, which is similarly true for the 3 Ms that originated there, too. The 3 Ms are kinds of waste you should identify and eliminate to keep your work running smoothly. Once you learn how to identify and get rid of them, you can be even more productive, whether you're using kanban, kaizen, or anything else.

What are the 3 Ms?

Lean process thinking, or lean manufacturing, is a production method that seeks to save time within the production process. The 5S technique is en elemental part of lean thinking, as are the 3 Ms. They are "muda," "mura," and "muri," and they all refer to kinds of wasteful practices that slow you down and keep you from being productive.

By identifying and eliminating them, you can streamline everything you need to do. To get them to work in your daily life, you need to adapt them a little, but once you get in the habit of recognizing where things are getting held up and making the appropriate changes, you’ll be breezing through your work. 

Identifying and eliminating the 3 Ms

Here’s what each of the three Ms is all about:

• Muda translates from Japanese to mean “futility” or “uselessness.” It’s anything that doesn’t add value to the work you’re doing and it comes in two forms: Type 1 is non-value-added activities in your process that are still necessary for your end result, like safety checks, which don’t give the producers of physical goods any kind of financial reward, but do have a benefit for customers and eliminate financial risk for producers. You can’t really avoid Type 1, but you should focus on identifying and eliminating Type 2: Activities that add no value to the process or the end result. 

• Mura is any kind of unevenness in your operation. Anything that isn’t uniform, regular, or scheduled is mura. Too much mura will result in muda. For instance, if you’re working on a bunch of tasks for a project at your job and your coworker is only working on one or two, it’s actually wasteful because you’ll be waiting around on them to keep moving forward with yours. 

• Muri is any overburden on a tool or person. It can result from mura, as in the example above, but can also spring from overutilization. For your purposes, think of it referring to you. When you’re overwhelmed and overworked or lack resources, you’re not as productive. That’s muri. 

To eliminate muda, identify which unnecessary steps you’re taking in your work. Familiarize yourself with kaizen here, as it’s a process designed to get you to work efficiently. If you find that you’re often doing unnecessary tasks that don’t have much value in the end, like changing the colors and fonts on a presentation deck that’s already completed or constantly tweaking your emails before sending, consider that you might be giving yourself too much time to do them. Parkinson’s Law says that the more time you have to do something, the longer you’ll draw it out and complicate it. Reduce the amount of time you give yourself to complete certain tasks so the pressure of getting it done helps you focus only on the elements that are absolutely necessary. 

To eliminate mura, start tracking the process of your work and identify what’s holding you up. Is it waiting on client emails? Is it waiting for a coworker to finish their section of a project? Is it spending too much time in meetings and not enough time actually working? Is it a bad scheduling technique on your end? It might take a few weeks of diligent time tracking, but eventually, the pattern will emerge. If you’re spending too much time waiting on client emails, develop a system whereby you send emails with questions for the next day’s work during the afternoon, giving them time to respond by the time you need to do it, for instance. If it’s your own poor scheduling, start making better to-do lists using kanban or the 1-3-5 method, which reduces your daily tasks to just nine and has you focus on the most essential ones in order of importance.

Finally, to eliminate muri, assess your own burden at work. If you’re missing deadlines, feeling overwhelmed, not being given the right amount of resources, or having too much piled on you, you need to streamline what you’re working on so you don’t completely burn out. Try using the ABCDE method to give a ranking to all of your responsibilities. The A tasks are the most important, followed by the B tasks, but you’ll feel less overwhelmed once you realize the C tasks are optional, D stands for delegate, and E stands for eliminate. Delegate tasks to someone else if you’re overburdened—and don’t do unnecessary ones at all. Some burdens, like meetings, are unavoidable, but when possible, schedule yourself at least one day a week where you have no meetings. Remember to take regular breaks to stay productive, utilizing a method like the time-tested Pomodoro technique. If that method isn't working for you, try the MIT—or most important thing—technique, which helps you reframe your perception of your to-dos around the impact they'll have, not the amount of resources they'll take. Playing around with different approaches is a little time-consuming and might seem like its own kind of waste, but it's necessary to find a system that works for you.

Training yourself to recognize and eliminate these different kinds of waste will streamline your work, reduce your burden, and keep things running more smoothly so you can actually be productive, whether you’re building a Camry or a new investor spreadsheet.

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You hear people talk about working in a “flow state,” but what does that even mean? before you start thinking of it as one of those corporate jargon phrases that gets tossed around so much it loses any meaning it ever had, it's worth knowing that it's a "real" thing, backed up by a whole lot of psychological research. In essence, being in a flow state enables you to work more efficiently and effectively at whatever you're focused on.

What is flow theory?

Psychologist Mihály Csíkszentmihályi came up with this theory in 1970, suggesting a flow state is similar to when someone is floating along, being carried by water: Their brains are working so efficiently they’re moving straight ahead on a task with no issues, almost as if they are being propelled forward. 

He spent his time interviewing artists and athletes at the top of their game to understand when and how they performed optimally—and how everyday people can tap into a “flow” state, too. He wrote several books on the topic, but for our purposes here, you don't need to ingest all of them. What's most important is to understand the eight main traits of flow theory.

The basics of flow theory

Csíkszentmihályi’s work ultimately describes eight clear characteristics of being in flow:

1. You’re completely concentrated on your task.

2. You have clarity around goals in your mind and can get immediate feedback.

3. Time feels like it's transforming, either speeding up or slowing down.

4. The work is intrinsically rewarding.

5. There is a sense of effortlessness or ease.

6. The work is challenging, but you have the skills for it.

7. You are not self-conscious; actions and awareness are working together.

8. You feel you have control over the task.

This may remind you of the concept of “deep work,” which is author/professor Cal Newport’s definition of doing demanding tasks when you’re fully engrossed in them and not distracted. The two concepts are similar, but to achieve either, there are a few things you need to do. It’s clear from the list of flow characteristics above that mastery and resources play a big role in whether you'll feel you’re in a flow state when you're working. Obviously you’ll likely only hit this state if you’re doing something you’re completely prepared for, so don’t aim for it if you’re going to be doing something that requires contributions from other people, resources you don’t have, or skills you don’t possess. You can be ripped from it quickly if, say, you're waiting around for a colleague to email you something you need for the project, which can destabilize your whole day. (For a better understanding of that, it's worth familiarizing yourself with the difference between downtime and idle time.)

When you are trying to hit a flow state, plan around when you need to do a major, demanding task. For instance, when planning your 1-3-5 to-do list for the day, your one big task should be one you’re fully prepared and have all the resources for. Keep Carlson’s Law—the idea that any work you attempt to do while distracted will be suboptimal—in mind, too; you can’t work, let alone flow, if you’re being pulled in multiple directions, so schedule the time you’re going to take on your big task to coincide with a time when you have nothing else going on and can give it your full attention. Use timeboxing to allocate this time in your schedule, minute by minute, and, if you can, make your calendar publicly visible so people in your organization know you’re not available.

When I explored adopting this mindset in my own life, I found that my biggest blocker was dealing with distractions, especially from my phone (no surprise there). Almost counterintuitively, I found two apps to be helpful: Steppin, which blocks my access to distracting apps unless I trade time I've banked by walking around in the real world; and Focus Pomo, which blocks all other apps whenever I'm in a "focus session."

So, if you’re working hard on something but don’t feel like you’re achieving any kind of flow state, refer back to the list of characteristics to see what’s missing. Are you distracted? Do you not have the option to get immediate feedback? Are you lacking a necessary resource? Is the work too challenging for your skills or maybe even not challenging enough to keep your attention? Identifying which characteristic you’re lacking most will help you fix the problem and get you closer to flowing your way to major productivity.

When you want to be more productive, it helps to have a role model. Financial blogs are forever interviewing contemporary CEOs about their work habits, but those aren’t that inspirational; they’re always claiming that meditation and not answering emails are the keys to success, which isn’t super helpful to the average person who doesn’t have the time or resources to meditate or the luxury of hiring an assistant. For real inspo, you might want to try looking back in history to a time before tech founders preached about a #grindset: Ivy Lee, the founder of modern public relations, came up with a productivity method so good that it’s lived on for 100 years—and it still bears his name.

How do you use the Ivy Lee method?

Ivy Lee came up with his productivity method in an effort to help big businesses in the 1920s get more done. It’s all about creating manageable, prioritized to-do lists and sticking with them until they’re complete. 

The method itself is simple. At the end of every work day, write down six tasks you have to complete tomorrow. (If it’s Friday, write down what you need to do Monday. Don’t forget that taking breaks over the weekend is important for productivity, too.) Do not write down more than six. The goal here is for the list to be manageable, not never-ending, so use your judgment to determine which six things are most important for the next day. If you're struggling to select just six, use the pickle jar theory to narrow it down; or try considering not only the resources they'll take, but the impact they'll have, by using the MIT method.

Next, prioritize them. You can do this however you see fit, but consider using a method like the Eisenhower Matrix to figure out which tasks are the timeliest and most urgent. Used in conjunction with the MIT method, this will ensure you're tackling your responsibilities in exactly the right order to produce maximum results.

Hand-writing the to-do list is beneficial. You can do this in a digital note or doc, but writing by hand sticks it in your brain, so you might consider using an old-fashioned planner.

The next day, it’s time to start on the list—no second-guessing or negotiations. Begin with the first task in the morning and see it all the way through before jumping to the second one. Keep going until the end of the workday, tapping into your capacity for doing deep work by focusing on just one task or project at a time. When your day is over, anything that is incomplete should be moved to tomorrow’s list and new tasks should be added to it until you reach six. 

By rolling the tasks over, you ensure they’ll get done, but by being aware that you have the option to roll them over at all, you won’t feel overwhelmed. Do try to keep the tasks as granular as possible, though. Instead of writing “end-of-quarter report” as one list item, break it down. If pulling and analyzing the data is a step to writing the report, make it one task. If inputting it into a presentation is another, that’s one task, too. 

As mentioned, you can do this in a planner, a digital note, or even your calendar, but the most important elements are maintaining that low number of tasks, prioritizing them, and not abandoning them if they are unfinished.

Be sure to prioritize whatever you roll over to the next day above any new tasks, so everything gets done, and always use those prioritization methods to make sure you're addressing things in the most efficient order. An unimportant task Monday can turn into an urgent one by Thursday if you keep rolling it over without thinking about it.

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When you’re jumping into a complex project, it can be hard to know where to begin—but not if you’re using the “action method,” a productivity technique that requires you to view everything you do as a project. A “project” could be cleaning your house, presenting in a meeting, or answering all of your lingering emails. Basically, it's any larger task that can be broken down into smaller ones, whether personal or professional. The aim of this change in your mindset is to provide a structure for every task you need to complete, so you spend less time battling disorganization.

When you have a bunch of little tasks to do, it's easy to lose sight of the larger goals you have. Creating projects aimed at inching closer to those goals will not only help you get more done, but help you stay focused. Here’s why it makes sense to reframe your thinking around projects, and how to make the action method work for you.

What is the action method?

As noted, the action method seeks to help you increase your productivity and work more effectively by organizing your daily tasks, as well as your longer-term goals, into projects, then breaking those projects down into actionable steps. The basic framework comes from Scott Belsky, who laid out the method in his 2010 book Making Ideas Happen: Overcoming the Obstacles Between Vision and Reality.

The action method was born when Belsky, a co-founder of Behance, sought to help creative professionals tackle inefficiency, disorganization, and the overall chaos of careers being controlled by bureaucracy. The intent behind it is to not only organize your ideas, but to develop a plan of action to execute on them.

The name "action method" hints at that, but it's a little more involved than other action-based productivity techniques like "eat the frog" or the two-minute rule. With those methods, your overarching directive is to dive in on major tasks right away, and with relatively little thought. They are, in essence, about action—but the action method itself involves more planning, as counterintuitive as that might seem.

How does the action method work?

The “action” part of the action method comes after you organize your projects into three categories: Action steps, references, and back-burners. A good way to do this is to make a spreadsheet with three columns, one for each category, and a different spreadsheet tab for each project.

• Action steps are the specific tasks you need to get done, and ones that have actions behind them—like the steps it takes to prepare a presentation or clean the living room. If your overall goal is to clean the house before your mother-in-law arrives in five days, your action steps might include buying materials you're low on or structuring a schedule for how and when you'll tackle different rooms.

• References covers any extra information you need to accomplish those tasks, like articles that provide background research, emails detailing what needs to be done, or tutorials you plan to take; paste in or drops links to these materials here. With the cleaning example, this might include a checklist or a shopping list.

• Back-burners are more nebulous goals that don’t need to be accomplished right now and can be lofty, but should use the action items as a foundation. For instance, if the goal of the presentation in your action column is to secure a new client, a back-burner can be to secure 10 new clients by year’s end. Cleaning the whole house and keeping it clean can be a back-burner, too. By designating back-burners upfront, you keep the momentum going. You're not just cleaning before your MIL gets there, in this case, but laying the foundation to maintain an all-around cleaner home long after she departs and using her arrival as the actionable jumping-off point. Eventually, longer-term, more sustained cleaning projects will replace the more immediate ones in your "action" and "references" tabs.

You can take the method offline if you’re a person who works better using a physical daily planner, but your spreadsheet will suffice as long as you check it every day and use it as motivation to get started and keep up with your action items. You can always add more tabs as you get things done, plus add new references and back-burners related to the goals on each existing tab, but the key is to monitor your actionable tasks and, after clearly outlining how they tie into broader goals, get moving on them right away. If you need additional motivation, the spreadsheet provides an easy summary of how they relate to your bigger-picture plans.

In this way, the method shows you the exact steps you need to take immediately to cross an item off of your list, but also illustrates how those efforts ladder up to your larger goals—but there are some potential pitfalls to keep in mind. For example, it doesn’t help you prioritize between projects. For that, fold in a prioritization technique like the ABC Method or Forster’s Commitment Inventory, which can help you determine which projects and steps to tackle first. Also, knowing what needs to be done is only half the battle, so familiarize yourself with concepts like the Yerkes-Dodson law, which dictates when you will feel most productive in relation to your deadlines, so you can slot in your action steps when they make the most sense.

Figuring out how to structure your days so they're as productive as possible is a challenge, which is why there are so many different techniques for doing it, though they're all best suited to different kinds of people. And then sticking to a plan once you've made it? Even harder. This is where RPM can help. The Rapid Planning Method, or RPM, can help you streamline your daily planning process and get started working on your action steps sooner, making you more productive overall. Plus, since RPM is fairly straightforward, you're more likely to stick with it.

What is the Rapid Planning Method (RPM)?

This technique comes from famed motivational speaker Tony Robbins, who outlined it in his Time of Your Life program. Robbins may have a slightly cheesy rep, but RPM has the goods: Not only does does the acronym stand for Rapid Planning Method, but it can also serve as a guide to what your day should look like: Results-oriented, purpose-driven, and featuring a massive action plan.

It starts with asking yourself three questions consistently—every morning, for instance, or every week:

1. What do I want?

2. What is my purpose?

3. What do I need to do/What is my massive action plan?

You can write down your answers or just keep them in mind, but they're intended to drive you forward into action that will be efficient and lead to accomplishing your ultimate goal. For best results, I do recommend writing the answers down in a planner, so you can stick your guiding principles somewhere you'll continually see them. Actually, I just recommend writing them down in general. Having to hand-write something helps commit the information to memory.

How RPM makes you more productive

There are a whole lot of productivity methods out there—and the benefit of RPM is that it can be easily combined with many of them. For example, you can implement a 1-3-5 to-do list as part of your overall action plan. The defining feature of RPM is that it keeps your goals and desires front and center, giving you something to strive for. and organize your actions around. Just by keeping that central plan in mind, you can weed out what isn't important and highlight what you want to prioritize, all without a lot of time-wasting deliberation.

Overall, I recommend sticking with productivity techniques that revolve around larger, bigger-picture goals and clearly-defined purposes. When you fail to keep your dreams and loftier ambitions in mind, it can be hard to motivate yourself to complete the tedious, smaller steps that add up to them. Another solid option for this kind of broader thinking is the MIT method.

Like using SMART goals, using RPM infuses your daily tasks with a sense of purpose or a mission, helping you stay focused and engaged.

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A popular productivity method encourages you to start your day by “eating the frog”—that is, tackling your biggest, most important task of the day first, then moving through the lesser ones in turn. For many, structuring their to-do list around their greatest responsibility is a good way to stay motivated and ensure top priorities are handled expediently.

But not every person works best that way. I know I don't. Even for people who generally do enjoy tackling the hard stuff first, not every day is the same. If you find the prospect of jumping into a massive project first thing in the morning daunting—every day, or just today—there are other ways you can arrange your schedule. The following two rules can help you. 

Start your day with the 10-Minute Rule

The 10-minute rule was coined by time management expert Clare Evans, who included it in a roundup of “anti-sad hacks.” Here's the gist: Think about the activities that don’t energize or excite you, but which also don’t take up a lot of time. Answering emails. Making a grocery list. Organizing your desk. Filling out paperwork. You can probably knock each of these out in 10 minutes or less, but they’re tedious.

So do all of your "10-minute tasks" right away. The theory behind why this is helpful is similar to the one undergirding the concept of "eating the frog": Once these tasks are done, you’ll feel a sense of accomplishment, and will be well positioned to a tackle additional responsibilities.

Sure, when you do choose to eat the frog, you'll feel motivated and proud, and it will be easier to breeze through the lighter lifts on your list—but that’s not always the case. Sometimes, you’re too bogged down to tackle something huge. Other times, doing that big thing will deplete your energy and focus enough that those small tasks will feel a lot bigger than they should.

On these occasions, the 10-minute rule might be a better option. Quickly working through the simple things first won’t zap your energy or use up all your resources, and will still give you a sense of accomplishment that can keep you going.

I am a major proponent of doing this, especially for the tasks I don't enjoy at all, like cleaning. In my version, I keep an ever-updating note on my phone that contains small tasks I need to do, which I input the minute I think of or notice them. They're usually things like "clean the fan" or "wipe the baseboards." Just jotting them down helps keep them closer to the top of my mind, so even if I'm lacking motivation or time in the moment, I always have a list to consult. Then, when I think of one or check my list, I just pounce on it. After that, I work in the "one more" trick, which involves asking yourself if you can do "one more" thing every time you complete something small. The answer is usually yes and, as you work through the list of additional tasks, you grow more and more motivated.

The "One-Minute Rule" is even simpler

There's an even a simpler method, conceptualized by Gretchen Rubin in her book The Happiness Project. It's similar to the 10-minute rule, but not quite as structured. In short, if something will take you a minute or less to accomplish, you should do it as soon as you realize it needs to be done. I mentioned I keep my 10-minute tasks in a note, but since becoming familiar with Rubin's technique, I've started trying to knock out my one-minute projects the second I think of them or notice them. It does help. Emails don't go unanswered. The table is never in desperate need of a wipe-down. Little actions add up to big improvements, which compounds the motivation.

This rule is especially useful for me when it comes to signing important documents—a simple thing that I can do quickly, but which I often end up putting off, and then forgetting to do altogether. I’ve recently been trying something new: As soon as I see the request (which might pop up on my computer, iPhone, and/or Apple Watch), I stop whatever I’m doing it, open it, complete the Docusign, return it, and get on with my day. Nothing to remember to come back to later, and minimal interruption to my workflow now.

This is the crux of Rubin's rule: If you can effectively cross an item off your list in under 60 seconds, just do it. Yes, this flies in the face of other productivity methods, which emphasize limiting distractions and rigidly blocking out your schedule. But in life, not everything will always slot neatly into a perfect, prearranged structure—just as it won't make sense to begin every day with that mouthful of metaphorical frog.

There's another version of this—the two-minute rule—which operates the same way. I'll caution this, though: Don't get too hung up one whether something will take one, two, or 10 minutes. Don't overthink these strategies until you're in a state of decision paralysis. Trust yourself to recognize the tasks that can easily be taken care of instantly, the ones that might take 10 minutes but should be tackled ASAP, and the ones that will be a heavier lift. If you're struggling, try a task prioritization technique like MIT, which helps you order your responsibilities based on the impact they'll have on your life, or the Eisenhower matrix, which organizes them by urgency.

Planning is a key part of staying productive, but it has to be done right. To succeed, you need to understand why previous attempts at planning didn’t pan out. Conducting a personal after-action review is one way to assess your work and determine how to be more efficient, but to truly understand what went wrong and prepare for the future, you need to dig deep. Try the “Five Whys” technique to get to the bottom of things. 

What is the “Five Whys” technique?

You should know, first of all, that this is yet another productivity protocol that springs from Japan’s famed factory system, like the 5S and 3M techniques. With this one, once you identify a problem, you’re going to ask, “Why?” five times, which will ultimately reveal the true root cause of the issue—and what you need to focus on fixing. 

How to use “Five Whys” for problem solving

Some variations of the technique call on you to assemble a team for brainstorming before doing this, but if you’re assessing a personal issue, that part isn't necessary. Your “team” can be the people posting on forums about the problem, for instance, or a group chat with your friends. If the issue is a household one, chat with your family. This doesn’t have to be super formal, but if the problem is one related to work and you do have coworkers involved, bring them into the discussion. In some cases, there may be no team at all—but that doesn't mean you can't use the Five Whys.

Whether you’re consulting a team or not, the real work begins when you define the problem. State it clearly and concisely. Ideally, write it down. Let's say the problem is you didn’t get the dining room clean in time for dinner, so everyone had to eat at the counter. Simplify that to, “I didn’t clean the dining room on time.”

Next, ask, “Why?” Write down the answer—maybe it's “I had to take a phone call from work.” 

Ask, “Why?” Write down the answer and ask again. Then again, again, and again, until you’ve asked five times. So, your paper might look like this: I didn’t get the dining room clean > I had to take a phone call from work > I didn’t finish the reports my boss wanted > I didn’t have the data I needed from the sales department > The sales department was not aware of my deadline. 

When you’re finished digging into the problem, you can see how the answer to the last “Why?” caused a domino effect that led to the original issue. Fixing these more granular problems will ultimately help prevent bigger ones. So, in this case, write down, “I will communicate deadlines and needs with other departments at work early on when working on a project.” The next time you have a project to do, when you’re planning out your to-dos around it, be sure to include, “Communicate with the sales department about the deadline for the data.” 

There are plenty of productivity and scheduling apps that call on you to break your larger tasks down into smaller ones, like ABCDE or turning your responsibilities into "bites," and it's likely that the solution to your fifth Why will be something small enough to easily slot into one of those. Make sure you prioritize whatever that small step is, however. Use an approach like the MIT technique to prioritize your to-dos around their impact on your life. In this case, letting the sales team know about your deadline is a small task with a big impact, as it could have cleared the way for you to clean the dining room and enjoy a nice meal with your family.

Bear in mind that root causes aren’t always evident after five rounds of “Why?” For instance, maybe it’s not your job to communicate your deadline to the sales department. Maybe the person who was supposed to do that messed up or the people on that team didn’t check their emails. In that case, overhauling your protocols at work might be the answer. The “Five Whys” aren’t concrete; they’re a way to change your thinking around problems so you can easily identify their root causes and address those. Once you get in the habit of asking why and working backward, you’ll be able to do this quickly and alter your future plans more efficiently. 

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Many years ago, I saw a tweet go around that said something like, "You have the same amount of hours in a day as Beyoncé." On the one hand, that was annoying, because while it’s true, I don’t have the same amount of resources. Still, yes, everyone has the same amount of hours in a day—point made.

But as it turns out, what may be more important thing to understand is that we all have the same amount of hours in a week. That’s the basis for the "168 method," so named for the number of hours in a week. This productivity technique calls on you to expand your thinking around how much time you really have to get everything done, and act accordingly.

What is the 168 method? 

This idea comes from Laura Vanderkam, author of 168 Hours: You Have More Time Than You Think. (Straightforward!) This is one of the few productivity books I recommend, because its premise is actually novel and actionable. The guiding point of the book is that when you think of your time in longer spans, like a week, you realize you have plenty of it and can get things done pretty easily. When you consider an average day, by comparison, you may come to the conclusion you don’t have enough time to do everything you need to do, so you’ll either make excuses or sacrifices, neither of which are helpful in getting it all taken care of. 

When you start thinking about your time on a bigger scale, you can stop letting the daily grind wear you down and breathe a little easier with the knowledge that you actually have a bunch of hours to work with. You can make a longer-term plan, expanding your timelines ever so slightly without giving yourself too much time to take on a given project (which is also a bad thing that can derail productivity).

How to use the 168 method to get more done

Your first task here is to start tracking your time, and I mean militantly. You can use a time tracking software, calendar or scheduling software, a planner, or a regular old spreadsheet, but you have to be diligent and you have to be honest. For at least a week, mark down everything you did and the time it took you to do it, for the full 24 hours of each of the seven days. That includes sleeping, loafing, working, showering, commuting—everything. Be detailed, too. Don’t just mark down “working” from 9 a.m, to 5 p.m. List out the tasks you worked on and for how long, the breaks you took and what you did, and any extra work you did outside of those hours. 

At the end of the week (or two or three weeks, if you’re feeling particularly serious), assess the data by conducting an objective after-action review. Did you need to spend two hours answering emails on Tuesday, or could it have been done in half an hour? What were the distractions that dragged that out? Did you spend as much time on a hobby as you wanted to? If not, when could it have fit in? Maybe Thursday night, when you were scrolling social media? And how did that scrolling make you feel? Was it a necessary moment of unwinding, or would you have felt more accomplished if you’d headed to the gym? (Don't be too quick to write off your downtime, though, as breaks are also integral to productivity.)

Your answers to these questions will be subjective. There’s nothing inherently wrong with chilling out and doing nothing, or sleeping in, or even dragging your feet on a task. But by laying out a clear, visual schedule showing everything you did (and didn’t do), you can see exactly where, within that 168 hours, you could have done something else. You can then use this data to better plan your future to-do lists and activities. If you know you have some extra time on Wednesday nights, maybe that’s when you should practice the piano or clean the kitchen. If you know you’re taking more time than you need to on compiling inventories at work, cut that down and use the extra minutes for another task. The value in this method isn’t in shaming yourself about how you allocate your time, but in broadening your understanding of that time into a full week, where you almost certainly will find you have unaccounted-for hours that can be put toward the things you didn’t think you had time to do. 

I’m not saying you’ll emerge from this journey on the same level as Beyoncé, but you’ll be on a better level than you were before, which is a start. 

When you’re taking stock of what you’ve accomplished, it’s easy—and understandable—to get caught up by what you haven’t done or wish you'd done better. After all, that's how you'll improve. But you have to remember to recognize wins big and small if you hope to keep yourself motivated.

The balance between positive and negative as it relates to productivity is delicate, but you do always need to take breaks, do things you enjoy, and remember that you’re getting things done, even during stressful times. That's why you should try creating a “jar of awesome." 

What is a “jar of awesome?” 

The “jar of awesome” idea comes from Tim Ferriss’ Tools of Titans: The Tactics, Routines, and Habits of Billionaires, Icons, and World-Class Performers and it’s been popular for some time. Essentially, Ferriss recommends writing your wins down as they occur and putting the slips of paper into a jar. When you need a motivational boost, you can read through them. Visually, the jar even shows you just how much you have accomplished lately. 

The idea is to help you focus not just on everything that needs to get done, but on what you’ve already done. It’s similar to keeping an accomplishment journal or updating your resume annually, even when you’re not job-hunting, in that it both motivates you and creates a record of your work. Crucially, it keeps that record in real time. It's much harder to remember everything you've accomplished if you try to do it retrospectively or under duress (as anyone confronted with filling out a year-end performance review knows well). With the jar of awesome, if you’re ever called into a surprise meeting about your work or have a review looming, you already have a list of your accomplishments ready to go. 

Ways to create your own “jar of awesome” 

Actually filling a jar with little scraps of paper is a touch twee and may not be that easy to keep up with when our lifestyles are so increasingly digital. There are plenty of ways to create a “jar” of awesome that don’t involve making your desk look like a Pinterest-inspired 2013 wedding. Try leaving a page or two dedicated to tracking wins in the back of your planner or creating a designated note on your phone. Create a single source of truth (SSOT) or a file on your computer or drive, dedicated to compiling your list of wins and supporting documentation. (Personally, I'm a big on using a notes app. My list of wins lives on my phone, where I can update it in a matter of seconds.)

However you decide to do it, make sure all of the successes are listed somewhere together so the list grows visually. Just glancing at it can be a motivational push, to say nothing of reading through it all. Finally, don’t second-guess yourself when you want to add something. If you picked up the dry cleaning on a stressful day, got all the kids out of the house on time in the morning, or responded to all your emails by the end of the day and it felt good, throw it in. Just because it might seem small in comparison to a big looming project deadline doesn’t mean it wasn’t a win to get it done, so into the jar it goes. The goal is to keep track of just how much you really do accomplish, so don’t leave anything out.

Finally, build your reviews into other elements of your productivity plan. When you're making SMART goals, for instance,—clearly defining what you want to do, why you want to do it, and when you need it done by—it's easy to look to past mistakes to see what you need to correct. At the same time, look back on your jar of awesome to see what's been working for you, so you can incorporate more of those elements into your future planning too.

Have you ever woken up and been filled with immediate dread because the day ahead of you is so busy? It happens to me all the time and is, frankly, a miserable way to greet the morning, setting an equally miserable tone for the day. It simply does not set you up to have a positive experience or be productive. There’s a way to quickly right the ship, however, and turn all those tasks into motivation. It’s called a “brain dump” and you should try doing one in the morning to have a more productive and peaceful day. 

What is a brain dump?

A brain dump is similar to a brainstorm, except you’re actually (figuratively) dumping the contents of your brain. In this case, you’re dumping them into a notebook, planner, or digital document. The trusty old Merriam-Webster dictionary defines a brain dump as “the act or an instance of comprehensively and uncritically expressing and recording one’s thoughts and ideas.” When you’re doing it for productivity, that “uncritically” part is important. Just write down every single thing you need to do for the day. Don’t categorize or prioritize anything; you’ll get to that. 

A brain dump could include anything from “finish the big project at work” to “take the dog to the groomer’s” to “buy the ingredients for my kid’s birthday cake.” It can include even smaller things like "bring replacement toilet paper to the bathroom" or "call Mom." Don’t be afraid to put down anything that you have coming up in the next few days, either, if those things are weighing on your mind today.

As an example, I just went through an old one I held onto (more on that in a minute) and noticed tasks from all areas of my life: Finish my list of big story pitches (work), make my additions to a joint spreadsheet (work), send my birthday party invites (personal), check on the class I’m waitlisted for (school), get my eyelashes done (personal), get my laundry ready for the cleaners (personal), send my computer to the shop (work, personal, and school). There were way more than that, but you get the idea. 

Your goal when you brain dump should be to see the volume of tasks and feel the weight of remembering them all lift from your brain. Even if you were to stop here, with this jumbled mess of responsibilities and to-dos, you’d have them all written down and could stop thinking about them over and over. But you’re not done here. 

Prioritize your brain dump

Now that you have every single task written down somewhere, it’s time to prioritize them. My favorite prioritization method is the Eisenhower Matrix, which forces you to identify which tasks are urgent and important; not urgent but important; not important but urgent; and not urgent and not important. You do this by drawing a matrix where the X axis represents urgency (timeliness) and the Y axis represents importance, then writing each task within one of the quadrants created. 

There are other prioritization methods, like turning your to-dos into numerical data or giving them a letter grade, so feel free to play around with different systems until you find one that works for you. Just remember to factor in the more subjective, human elements that these objective techniques can overlook. Sure, something might be due in three weeks, so it's not timely, but if it's weighing heavily on you and impacting the work you're doing on other things right now, it could be worth getting over with.

You can also try Kanban, which asks you to sort your work into the categories of “to-do,” “doing,” and “done.” If you’re going with Kanban, use a pencil you can erase or create a large board and put the tasks on sticky notes, so you can move them through the stages of completion. Kanban is less helpful for prioritization than Eisenhower, but it does help you visualize where you stand with all those tasks, which is helpful in the same way the brain dump is: You need to see everything laid out so you’re not wasting your day trying to remember what needs to be done and what phase it’s in. 

Like I said above, I was able to find an old brain dump and check out what was on it. That's because I've adopted a pretty fluid system. I use my phone's note-taking app, not a pad and pencil, and I don't just do this once in the morning. I actually add things as I remember them, all through the day. I check them off as they get done and, after a few weeks, when the note document is stuffed with dozens of tasks, I move the undone ones over to a new doc and start again. For me, writing something down the second I remember I have to do it—like bringing extra toilet paper into the bathroom to replace the roll, which I always forget and cause a predicament because of—helps me tremendously. It keeps the tasks top of mind but when a moment of downtime or decision paralysis strikes, I can also check my note to see what needs doing. I'm not a huge prioritizer. Rather, I follow the two-minute rule. When I see something that can be done, I just do it. Now it's over. Having a list of those things ready to go when I have a spare moment has been life-changing.

Why the brain dump works

The brain dump helps you start your day by getting all of your worries, responsibilities, and tasks out of your head and onto paper, so you can see the volume of what needs to be done without spending your valuable time trying to remember what it even is. Seeing that volume also adds a little urgency and gravity, but I've found it isn't stressful because half the work—remembering and jotting out what needs doing—is already done. I can just get busy. And it's not just me: It’s recommended all over social media and the blogosphere by people who rely on it to declutter their minds.

One note: Try it out the traditional way for a while and see how you feel. If it's not working right, consider changing your timeline. The same way I adapted my technique to brain dump constantly all day, a few different Lifehacker readers said they prefer to do brain dumps at night to quiet worrying and stressing about the next day. This is especially helpful if you find you struggle to wind down or sleep at night because you're thinking about everything the next morning holds. Jot down everything you know you need to do, get it all on paper and out of your mind, then prioritize it in the morning and get to work.