Whenever I visit a local coffee shop, I almost always see people "busy" looking down onto their phone screens: swiping, texting, browsing or calling. It seems as though being busy and constantly doing something is a goal in itself for many.
I feel the same pressure to constantly do something many a times. My to-do list seems unending. I am sure that is the case with most of us. But do you really think that if you slog enough, you can cross off everything in your to do list?
Time is one of our most important resources. You will never have enough time to actually finish everything on your to do list. Once you realize this, you can really think about accomplishing more by doing less. You can start learning the art of subtraction. The art of removing or refraining from anything needless, superfluous, extravagant or overly complicated with little value.
One of my friends was searching for an apartment to buy. He spent quite a lot of time visiting many apartments which were ready to move in, replete with wardrobes, furnishings and Modular Kitchen. At the end he bought a no-frills apartment without any wardrobes or modular kitchen. His decision was influenced by what was left out and the possibilities presented by their absence. What isn't is many a times more important that what is.
When you communicate an idea is it always concrete? When you delegate a task or give an assignment do you always specify to the tee? When you share a plan is it always constrained? Ideas that are abstract, plans that are not too constrained and assignments where not everything is specified spurs imagination. It challenges us, engages us and helps us accomplish so much more.
Same is the case with rules, contracts, laws. Simpler the better. Fewer the better. Order is seldom achieved through rigid laws and rules but through a few agreements which everyone comprehends and can easily be implemented.
When you go out to a mall to shop, do you prefer to be presented with dozens of choices? No. Most of us would want a curated set of items. Higher the number of choices, more the confusion. The same holds good for communication. You can send your messages more effectively when it is crisp and concise.
How do you start doing less and accomplishing more? These are some of the habits that will help you to master the art of subtraction.
1. Learn to say "No"
Many of us find it very difficult to decline an invitation or a project either because we want to belong to a team or due to a sense of guilt. We need to understand that you have limited time and energy and you cannot accept everything that comes your way. You ought to learn to say "No" so that you can say "Yes" to what matters to you most.
2. Prioritize
Your to do list keeps growing and work keeps piling up. You will never be able to do everything on that list. Realize this and prioritize. Decide on what is important and rank them.
3. 80-20 Rule - Identify the 20%
The Pareto principle or the 80-20 rule states that for most events roughly 80% of effects come from 20% of causes. You can apply this to most aspects of your life. There are a handful of activities that you do that produce the most results. Think about it and identify that 20% which really can make a difference. Do you really need to spend 30 minutes on that conference call when you can easily get the updates from your friend?
4. Automate
Automate to improve your personal productivity. DO by IFTTT, Zapier, Scheduling and Organizer apps and many more that are available can make your life simpler and allow you more time to Focus on your core tasks.
5. Outsource / Delegate
Identify tasks that can be outsourced or delegated to others based on the criticality, time needed to complete them, cost, your interests and motivation levels to do that task. Do things that are important and avoid trying to look important.
6. Work in shorter sessions for fewer hours
How many hours do you work in a day? Responses from most people whom I have asked this question vary. It is usually between 9 and 12 hours. People "work" fewer hours than they think. We tend to equate the number of hours of work with the hours that we put in at office. Work expands to fit the time you have available for its completion (Parkinson's law). Hence by just working more you are not more productive. There is also an inverse relationship between your time and energy. If you work 10-12 hours a days you cannot focus and quality of output suffers. It is the law of diminishing returns at play. Try to work for 6-7 hours a day in Shorter Sessions and focus. Work without distraction and work deliberately. Do not give in to the urge to check your mails constantly or attend phone calls.
7. Take breaks
Can you run for three or fours hours without a break? You need breaks in-between to rest and recuperate. Same applies to mental work. Work in short sessions and take breaks. Take that 20 min stroll to improve your focus, to relax, think and make "connections" between disparate things.
8. Do not Multitask
Avoid multitasking. It is not efficient and it unnecessarily increases your stress levels. Your mind takes a toll and takes additional time and effort to reset while switching between tasks. You cannot focus and hence you cannot see the opportunities. You find yourself hard-pressed for time and hence you do not invest time in thinking and planning.
9. Disconnect
Internet is such an enchanting mistress. It gives you whatever you want, whenever you want it and without any complaints or a fight. We spend about 50% of our time on the internet doing pointless tasks or low return tasks like repeatedly checking emails, frequently updating status on social media or checking others' updates, commenting, browsing, chatting, gaming.
Schedule pockets of time in a day to do this and atleast for a few hours everyday try to disconnect from the internet and reconnect with yourself, with your family and friends. Talk to your parents. Read a book. Listen to music.
10. Sleep well, meditate and exercise
Imbibe some of these habits to do less and accomplish more. So what can you subtract? Take some time to ponder.
