I Read 107 Productivity Books. Here's What Actually Works.

Arshian

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Transcript

00:00Hey friends, welcome back to the channel.

00:01So over the last 15 years

00:03of being absolutely obsessed with productivity,

00:05I have read dozens and dozens and dozens

00:06of productivity books and loads more on Kindle,

00:08but there's quite a lot of stuff.

00:09And so in this video,

00:10I wanna break all of these down into a nine step framework.

00:14These are the nine steps that I've personally distilled

00:16from all of these different books

00:17and all the research I've done.

00:18And if you just follow these nine steps,

00:19these are the main things that are gonna absolutely

00:21move the needle for your own productivity.

00:23All right, step one is to set your goals.

00:26This basically involves thinking about

00:27where you actually want to go

00:29and what is the destination that you're aiming for,

00:31because having a destination in mind

00:33helps you go on your journey

00:34and helps give you some sort of direction.

00:36Now that doesn't mean that when we set a goal,

00:38we should be completely wedded

00:40and attached to the outcome that we're striving for.

00:42But it does mean that if you really want to be productive,

00:44and to me, productivity is about using our time

00:46intentionally and effectively

00:48to work towards the things that matter to us,

00:50we need to actually define

00:51what are in fact the things that matter to us.

00:53Now there's various books that talk about

00:55dozens and dozens of different ways of doing this.

00:56The way that I sort of synthesize all of these

00:59is into just three simple steps.

01:00Think about the long-term, think about the medium-term,

01:02and think about the short-term.

01:03So the long-term time horizon is basically like stuff like,

01:07what do you want written on your gravestone?

01:12The medium-term, we're thinking sort of

01:13three to five years out,

01:14like where do I possibly maybe potentially

01:17want to be three or five years down the line?

01:18Now, the crucial thing for all this stuff

01:20is that you don't need to have

01:21perfect crystal clarity on this,

01:22and your goals and your time horizons and stuff

01:25are absolutely gonna change over time.

01:27But it's really helpful to know right now,

01:29where do I think I want to be

01:31so that I can start moving in that direction?

01:33Because as they say,

01:34it's much easier to steer a ship that's moving

01:36than to steer a ship that's stationary.

01:38And then the short-term time horizon,

01:39which is basically what are my goals for the year?

01:41And in fact, all three of these methods

01:43are the final chapter of my own book,

01:44Feel Good Productivity,

01:45which you can check out down below.

01:46It's available for pre-order with a bunch of bonuses,

01:48but that'll be linked down below.

01:49But essentially, the way that I think

01:50about this short-term time horizon

01:52is the 12-month celebration.

01:54In each of the different areas of my life,

01:55in work, in health and relationships,

01:57what do I wanna be celebrating 12 months from now?

01:59Let's say I'm having dinner with a friend

02:01and we're celebrating the progress we've made.

02:02Maybe on the health front, it's like,

02:04oh, I'm celebrating that I've been to the gym

02:06consistently three times a week for the last 12 months.

02:08Maybe on the work front,

02:09I'm celebrating hitting a revenue milestone in my business.

02:11Maybe on the relationships front,

02:12I'm celebrating getting engaged or getting a girlfriend

02:15or whatever the thing might be.

02:16And so if we're condensing

02:17all of these different productivity books

02:18into the simple nine-step framework,

02:20the question that you wanna ask yourself is,

02:22am I clear on my goals?

02:24What am I actually working towards?

02:26And if you're not clear on that,

02:27or you don't have an idea,

02:28then it's worth sitting down and doing some journaling

02:30for just 20 minutes to think about it.

02:31And if you are clear on that,

02:32then you can move on to the next step.

02:34And the next step, once you have set your goals,

02:35is to break them down.

02:37Now, it's all well and good having goals,

02:38but really setting the goal

02:40does not actually help you make progress towards it.

02:43It's better than nothing,

02:43but obviously there are a load of steps involved

02:45once you've set the goal to actually making it happen.

02:47And therefore, this step is really all about

02:48breaking our goals down into what are the tangible actions

02:52that we can take to make progress towards those goals.

02:54Now, again, depending on how many

02:56of these productivity books you read,

02:57there are dozens of ways of trying to figure this out.

02:59I like to keep things simple

03:01and boil it down to the basics,

03:02which is basically the question of,

03:03what inputs do I need to do on a weekly basis

03:07that are gonna get me to this particular goal?

03:08For example, for health, if the goal is to build muscle,

03:11or you can turn that into a smart goal if you really want to,

03:13then the weekly input would be weight training

03:15three times a week with progressive overload.

03:17If the goal is I want to write my first book,

03:19then the weekly input would be

03:20I want to spend 10 hours a week writing.

03:23I don't really believe in making a task list

03:25and breaking the goal down into the 18,000 different things

03:28it takes to make the goal

03:29because that becomes way too complicated.

03:30And a lot of balancing reading about productivity advice

03:35with actually doing the thing is finding that sweet spot

03:38where you're taking the advice on board

03:39because the advice is generally good,

03:41but it's not so overboard

03:42that it starts to become overwhelming.

03:44So just to simplify all of this down,

03:45what are the things that we need to do every week

03:48to make progress towards this goal?

03:49And then once we're clear on that,

03:50we move on to step number three,

03:52which is one of the most important ones,

03:53which is to create time blocks.

03:55And essentially here, the idea is that we need

03:57to make the time for these different things

03:59that we've decided, these weekly inputs,

04:00we need to make the time for those things in our calendar.

04:02Now, my favourite method for this

04:03is called the ideal week technique.

04:05Basically that involves just creating a new Google calendar,

04:07calling it your ideal week,

04:08and creating calendar events

04:10for what time you want to wake up,

04:11what time you want to go to sleep,

04:12what time you're having lunch,

04:13what time you're at work,

04:14what time you're hanging out with the friends and family

04:15and date night and all that stuff.

04:16And you start off creating the blocks of time

04:18for the things that you have to do,

04:19and then you can move on to creating blocks of time

04:21for the things that you want to do.

04:23There's some nuance there,

04:23like have to do can often be reframed

04:25to want to do in your own mind.

04:26We can often choose to feel as if we have more autonomy

04:29in situations than we actually do.

04:30But fundamentally, the ideal week technique

04:32and using a calendar tells you how much time

04:34you have available to actually give

04:35to these things that you care about.

04:36So for example, if my goal is to build more muscle

04:39and get six pack abs or whatever the thing is,

04:41and I know that I need to do weight training

04:42three times a week for let's say an hour,

04:44that means I need to find three one hour blocks of time

04:47in my calendar, and then maybe with some buffer

04:49on either side for getting to the gym and getting back home.

04:51Now, if I physically don't have those blocks of time

04:53in my calendar, because let's say I'm working two jobs

04:55and have a family, then it's gonna be really tricky.

04:56Then I should reconsider what my goal actually is

04:58and whether it's actually realistic for me

05:00to be able to hit the gym three times a week.

05:01Now, the way I think of these blocks of time

05:03is that these are containers, they're simply containers.

05:05And the first step to actually making time for this stuff

05:08is to create the containers.

05:10When I was working on my book,

05:11Feel Good Productivity, link down below,

05:13I had containers for about three hours,

05:15basically every morning of the week,

05:17from nine till 12, Monday through Friday,

05:19except Wednesdays, which was like team meetings day,

05:21I would focus the first three hours a day on book writing.

05:23Now, how many words I got done

05:24was like a further down the line thing,

05:26but it's like the first step was to create those containers

05:28and then you can fill those containers

05:29with the time, effort, energy, blood, sweat, tears,

05:32whatever it takes to fill those containers.

05:34But the point is you have to create the containers

05:36in the first place, and that is where this technique

05:38of time blocking really shines.

05:40Let's now move on to step four, which is to plan your day.

05:42And often the single best productivity tactic here

05:44that a bunch of different books talk about

05:46is the idea of setting your intentions

05:48as the first thing you do in the morning.

05:50So before starting your workday, you think to yourself,

05:52what do I actually want to accomplish today?

05:54This book, Make Time by Jake Knapp and John Zeratsky

05:56is very good, this talks about their daily highlight,

05:59where you just ask yourself,

06:00what is today's highlight gonna be?

06:01Similarly, the book, The One Thing by Gary Keller

06:03talks about what is the one thing I wanna get done today.

06:06Harvard Business Review says,

06:07what is your MIT, your most important task?

06:09Brian Tracy's book, Eat That Frog,

06:10talks about what is the frog,

06:11that like tricky thing that you've been procrastinating on,

06:14what's that one thing that you wanna get done

06:15first thing in the morning?

06:16The point is a lot of these different productivity books

06:18and experts converge on this one single piece of wisdom,

06:21which is every single day, ask yourself,

06:22what is the actual most important thing

06:24you wanna get done that day?

06:25And then make time for that thing in your calendar.

06:27And then if you actually do the thing,

06:29even if you do nothing else, then the day has been a win.

06:32And if you just can do that every day for 365 days,

06:34you'll make so much progress that it'll be insane.

06:37My personal favourite way of framing this exact question

06:39is asking myself the question

06:40of what is today's adventure going to be?

06:42And this is great because you get the benefit

06:44of trying to figure out what's the most important task.

06:46But secondly, you also get the benefit

06:47of it just feeling a bit more enjoyable.

06:49And again, this is the philosophy of feel-good productivity,

06:52which is that if you can make your work feel good,

06:54then you become more productive by default

06:56and you have more energy and more creativity

06:57and less stress and then life is just better.

06:59All right, then we move on to step number five.

07:01We have planned our day,

07:02we have got the blocks in the calendar for doing the thing.

07:04At that point, all that's left to do is to just get started.

07:07And this is gonna depend on what the context is.

07:09So let's say you're a student studying for a chemistry exam

07:12and you've got in your calendar 10 a.m. to 11 a.m.

07:15study for chemistry exam.

07:16And let's say the clock hits 10 a.m.

07:18Now, at that point, you have a choice.

07:21Do you follow your intention?

07:22Do you do the thing that previous you said

07:25that you wanted to do in this time block, 10 to 11 a.m.?

07:28Or do you not follow your intention

07:29and do you procrastinate and do you faff around

07:31and do you do whatever the hell you possibly can,

07:33make a cup of coffee, go for a poo,

07:35whatever the thing might be,

07:36do you do whatever you can to avoid doing the thing

07:38that your higher self has already decided

07:42that you were gonna do at 10 o'clock?

07:43This is something, honestly, that I still struggle with.

07:44Even though I'm considered to be a productivity expert,

07:46I've literally written a book on the thing,

07:48I've read hundreds of research papers

07:49and dozens and dozens and dozens of books on the thing,

07:52I still do struggle with procrastination.

07:54I had a filming block on my calendar from nine till 1 p.m.

07:57It is now 12.30 and for the last three and a half hours,

08:00I've been procrastinating in various ways

08:02from filming this video, I went for a walk,

08:04I made a coffee, I made another coffee,

08:06I went to the toilet, I hung out with a team a little bit,

08:08I chatted to my housemate,

08:09I did everything I possibly could

08:10to avoid doing the thing which is like sitting down

08:13and actually filming this video.

08:14Similarly, let's say it hits 5 p.m.

08:16and I'm like, all right, 5 p.m. to 6.30 is my gym slot

08:18and it hits 5 p.m. and I'm like,

08:20oh, I know I should go to the gym

08:22and I know my previous self told me

08:24that I'm gonna go to the gym right now

08:25but there's some sort of resistance,

08:27some kind of emotional blocker that's making me feel,

08:29oh, I don't really wanna go to the gym

08:30and this is where things like motivation

08:32and discipline come in.

08:33A very disciplined person would say,

08:35you know what, it's 5 p.m. and I'm gonna go to the gym

08:37regardless of how I feel about it, let's just go.

08:39I admire those sorts of people who have that much discipline

08:42A very motivated person,

08:43although motivation waxes and wanes,

08:45would say, I feel really motivated

08:46to go to the gym right now.

08:47The way I think of it is I prefer something

08:48that I call the unblock method

08:50that I talk about in the book

08:50which is basically about identifying

08:52what are the emotional hurdles

08:53that are holding me back from doing this thing

08:55that I have said that I wanted to do

08:57and trying to understand those emotions,

08:58trying to name the emotion, trying to reduce it,

09:00trying to overcome it

09:01and trying to act in the face of that emotion

09:03but ultimately when all is said and done,

09:04generally we just need to get started with doing the task

09:07because generally getting started

09:08is way harder than actually keeping on going.

09:10All right, so that was step number five,

09:12let's move on to step number six, which is to stay focused.

09:14So at this point, we're sitting down

09:16to study for the chemistry exam

09:17or go to the gym or film the video,

09:18whatever the thing might be

09:19and at this point, the key thing that you need to do

09:21for your productivity to really level up your productivity

09:23is honestly, it's really simple,

09:25it's to just stay focused on doing the thing

09:27that you said you were going to do

09:28and not getting distracted, not trying to multitask,

09:31not trying to task switch, just doing the thing.

09:33There's some evidence that I saw recently

09:34that like apparently the average worker

09:36wastes 28% of their day in terms of efficiency

09:39because they're trying to task switch

09:41or because they're getting distracted.

09:42Over the course of 10 years, that's a whole like three years

09:45over the course of a 40 year career,

09:46that is a whole decade that we've wasted

09:48because we're getting distracted.

09:50That's just an insane amount of time to waste

09:52and so you can level up your productivity by quite a lot

09:54by just getting good at focusing on the thing.

09:57This might involve turning your phone off

09:58or chucking it across the room

09:59or having it face down, out of sight, out of mind.

10:02It might involve turning on a focus mode on your computer

10:04so you don't see notifications.

10:05It might involve putting headphones in

10:06if you're in a coffee shop

10:07or if you're in a co-working space or something

10:09so that people don't necessarily interrupt you.

10:10Deep Work by Cal Newport is basically an entire book

10:13talking about how to focus.

10:15And so if you struggle with focus

10:16and you know personally that this is the step

10:17that you struggle with, then seek out some books,

10:19seek out some resources on how to stay better focused

10:22because if you can stay more focused,

10:23again, you're massively boosting your productivity.

10:25Now we come to step number seven,

10:26which is more of a kind of guiding philosophy

10:28throughout this whole system,

10:29which is find a way to make it feel good.

10:31I'm gonna do another little plug

10:32for my book Feel Good Productivity here

10:33because that's literally what the book is about,

10:34that the secret to productivity is not discipline,

10:36it's joy.

10:37And when we can find a way to make our work feel good,

10:39when we can find a way for our work

10:41to generate positive emotions,

10:43then we become more energised.

10:44And the fact that we're more energised

10:45means we're more productive, we're more creative,

10:47we're less stressed,

10:48but it also means we have way more energy

10:49to give to the truly important things that matter to us.

10:51And so the trick here really

10:52is to ask yourself that question,

10:54what can I do to make my work feel good?

10:56For me, that involves putting all the Lord of the Rings music

10:58in the background while I'm working.

10:59It involves maybe going to a coffee shop

11:01and treating it like more of an adventure.

11:02It involves reducing the seriousness

11:05with which I approach the work

11:06so that I feel like the stakes are lower.

11:08And generally, when the stakes are lower,

11:10it allows us to approach our work

11:11with more of a feeling of play.

11:12Can I find a way to bring people into the thing?

11:14Can I do co-working sessions with my friends or with my team?

11:16Can I do Zoom co-working sessions?

11:18There's this thing called London Writers Salon

11:20that does daily co-working four times a day writers hours,

11:24where you get on a Zoom call

11:25with like a couple of hundred other people

11:27and they share like a little bit of motivation around,

11:29like five minutes at the start, five minutes at the end,

11:31and everyone just works for the other 50 minutes.

11:33And it just makes it way more fun.

11:34It makes the work feel more good

11:36than just sitting on my desk,

11:37grinding away doing it by myself.

11:39So at whatever stage you are of the productivity journey,

11:41ask yourself that question, that guiding philosophy,

11:43how can I change my approach to this work

11:46such that it actually feels good?

11:47Right, step number eight is to then recharge your energy.

11:50So you've done all this stuff,

11:51but now the main thing that you wanna do

11:53is to take appropriate breaks

11:55so that you don't burn yourself out.

11:57Now, this involves conserving your energy during the workday

11:59and also recharging your energy at the end of the workday.

12:02And so what might that look like?

12:03It might look like taking a walking meeting

12:05rather than sitting down at your desk

12:06to take a meeting if you can.

12:07It might involve going for lunch,

12:09but instead of sitting down somewhere for lunch

12:10in front of your desk, doing the work,

12:12getting a sandwich or something,

12:13and then going for a little walk.

12:15It might involve taking a break every hour

12:16for five minutes, 10, 15 minutes,

12:18and going to get a cup of coffee,

12:19going to the toilet, chatting to some people,

12:22doing some stretches,

12:23doing whatever it takes to recharge your energy.

12:25Productivity is to an extent about time management.

12:27Like you have to create these containers of time.

12:30And if you don't, then obviously time is a finite resource.

12:32But even though time is a finite resource,

12:34energy is a renewable resource.

12:36And we can renew our energy throughout the workday

12:38and at the end of the workday

12:39by doing things that are appropriately recharging.

12:42Now, one easy way of doing this is to just make a list.

12:44And on one side of the list,

12:46ask yourself what are the things

12:47that genuinely recharge your energy when you do them?

12:50And then on the other side of the list,

12:52ask yourself what are the things you find yourself doing

12:54when you are drained of energy?

12:55So for example, for me,

12:56what are the things that recharge my energy?

12:57Well, going for a walk recharges my energy,

13:00going to the gym often recharges my energy,

13:01reading a book, playing the guitar.

13:03These are the things that recharge my energy.

13:05But when I'm actually drained,

13:07what are the things I end up doing?

13:08Scrolling TikTok, scrolling Instagram,

13:10scrolling Twitter, watching random YouTube videos.

13:12Those are the things I find myself doing,

13:13but it's weird because those things

13:15don't actually recharge my energy.

13:16And so this whole idea of recharging

13:18involves sort of nudging our behavior

13:20towards the things that we know give us energy

13:22rather than the things that we feel like

13:24we can only do when we don't have any energy.

13:27And this energy thing is kind of weird

13:28because generally for an activity to be recharging,

13:30it does require some input of energy.

13:33Like if you're completely drained,

13:35then going for a walk

13:36would be the last thing that you wanna do.

13:38But counterintuitively going for a walk

13:40is actually going to generate way more energy

13:42than just plonking out on the sofa

13:43and scrolling through TikTok.

13:44Now there's another really great way

13:45of recharging your energy

13:46and that involves learning new things.

13:48And learning new things for me,

13:49I find to be an incredible way of generating more energy,

13:52which gives me more energy

13:53to give to the other important things in life.

13:54But also learning new things

13:56and expanding my knowledge and my understanding

13:57is generally a core value of mine,

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15:41But the final step in this nine step framework

15:43is to reflect.

15:44And this might involve doing something

15:46like a daily reflection,

15:47which is like, how did my day go?

15:48Like, did I do my daily highlight?

15:50Did I do the thing that mattered to me?

15:51To what extent did I follow my intentions?

15:54It might involve doing something like a weekly review,

15:55which is super helpful,

15:56and reflecting on things like,

15:57what were the top wins from last week?

15:59What were the biggest challenges?

16:00What were my biggest learning points?

16:01What are the top three things I wanna get done next week?

16:03Have I blocked out time in the calendar

16:05for doing those things?

16:06And actually doing that,

16:07even just takes 20 minutes, half an hour every single week,

16:09is just absolutely game changing

16:11and does move the needle for making sure

16:13that the things that we're gonna do next week

16:14are actually aligned with the direction that we want to go.

16:17And then this reflection piece might involve

16:18doing something like a quarterly review.

16:20Every three months,

16:21taking a look at the goals sheet and being like,

16:24hey, are these goals still the goals that I want,

16:26I actually want to actively work towards?

16:27Because we're all pretty good at setting like annual goals,

16:30but then we don't look at those annual goals.

16:31We don't revisit them.

16:32Whereas revisiting them every quarter is remarkably helpful.

16:35And I always find that when I do that,

16:36I realize, oh, you know that goal

16:38that I set six months ago in January?

16:40Honestly, that's no longer relevant.

16:41And so it doesn't really make sense for me

16:42to continue to work towards that thing,

16:44even though it's no longer relevant to my life.

16:46Like people think that productivity

16:47is like this grindy type thing,

16:49but actually a lot of thinkers, philosophers, psychologists

16:51have found over the years

16:53that meaning and fulfillment comes from the pursuit of goals

16:57that feel meaningful to us.

16:58And so if we can find a way to figure out

16:59what are the things that bring us meaning,

17:01and for the record, they don't have to be work things.

17:03They can be spending time with your family,

17:05all that kind of stuff,

17:06but like defining what are the things that bring us meaning

17:08and then just intentionally doing those things,

17:11that is what gives us a healthy, balanced, holistic life.

17:13And then there are a few optional extras

17:15you can do on top of that.

17:16You can learn to do stuff faster.

17:17This is sort of the philosophy of efficiency.

17:19You can learn keyboard shortcuts.

17:20You can learn to type faster, all of this.

17:21You can use funkier apps

17:22that like make it 1% more efficient for you to do something.

17:25Secondly, you can learn to add systems for leverage.

17:27You can use AI tools and other tools

17:28to boost your own productivity

17:29by using a system to leverage your own inputs.

17:31You could potentially even add people to the mix.

17:33If you have enough money,

17:34you can delegate things to people.

17:35If you're a business owner,

17:36you absolutely should delegate things to people.

17:38Fourthly, you can capture open loops.

17:40This is David Allen's book, Getting Things Done.

17:42It's all about capturing open loops in our mind

17:44into a task management system of some sort,

17:46and then clarifying those tasks and organizing them

17:48and then doing them.

17:49And you can do stuff like building a second brain,

17:52which is the book by my friend, Tiago Forte,

17:53which is all about building

17:53a personal knowledge management system

17:55for digital note-taking

17:56so that you can maximize your creative output.

17:58Like these are all really good things for productivity,

18:00but I feel like these are all add-ons to the main thing.

18:03And the main thing is basically

18:05figure out where you wanna go,

18:06make time for those things,

18:07sit down and actually do the thing,

18:09do it consistently for a long time,

18:10and then reflect appropriately on like

18:13how you're getting there

18:14and whether you wanna change direction along the way.

18:16Now, if you enjoyed this video,

18:17then I would love it if you could pre-order my book, please.

18:18There'll be loads of bonuses, link down below.

18:20And if you wanna learn more about how to manage your time

18:22and my favorite method for time management,

18:24I call it the Trident technique or the Trident method,

18:26that'll be linked in the video right over here.

18:28So thank you so much for watching

18:29and I'll see you in the next one.

18:30Bye-bye.

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