125 lines
3.5 KiB
Markdown
125 lines
3.5 KiB
Markdown
# Universal Productivity Frameworks
|
|
|
|
These apply across ALL situations. Load the relevant situation file first, then pull from here.
|
|
|
|
---
|
|
|
|
## Energy Management (Not Just Time)
|
|
|
|
Time is finite. Energy fluctuates. Match tasks to energy:
|
|
|
|
| Energy Level | Best For |
|
|
|--------------|----------|
|
|
| High | Creative work, hard decisions, complex problems |
|
|
| Medium | Meetings, email, routine tasks |
|
|
| Low | Admin, organizing, easy mechanical work |
|
|
|
|
Ask yourself:
|
|
- When do you feel most alert?
|
|
- When do you typically crash?
|
|
- What activities drain vs. restore you?
|
|
|
|
---
|
|
|
|
## "Good Enough" Thresholds
|
|
|
|
Perfectionism kills productivity. Define thresholds BEFORE starting:
|
|
|
|
**A-tier tasks**: Quality matters (client deliverables, public work)
|
|
**B-tier tasks**: Just needs to work (internal docs, personal organization)
|
|
**C-tier tasks**: Done > perfect (routine emails, temporary solutions)
|
|
|
|
Ask: "What's the minimum quality that achieves the goal?"
|
|
|
|
---
|
|
|
|
## Task Initiation Protocol
|
|
|
|
Starting is usually the only hard part. Make it trivially easy:
|
|
|
|
1. **Identify the first physical action**
|
|
- Not "work on project" but "open file, read first paragraph"
|
|
|
|
2. **Make it 2 minutes or less**
|
|
- Scale down until starting feels effortless
|
|
|
|
3. **Remove friction**
|
|
- File already open, tools ready, environment set
|
|
|
|
4. **Create a trigger**
|
|
- "After I pour my coffee, I open the document"
|
|
|
|
---
|
|
|
|
## Time Blocking Essentials
|
|
|
|
**Non-negotiable rules:**
|
|
- Blocks are appointments with yourself — treat them that way
|
|
- Buffer time between blocks (15 min minimum)
|
|
- Energy-appropriate scheduling (hard work when alert)
|
|
- Flexibility built in — one missed block doesn't break the system
|
|
|
|
**Block types:**
|
|
- Deep work: 90-120 min, no interruptions
|
|
- Shallow work: email, messages, admin
|
|
- Buffer: transition time, overflow, unexpected
|
|
- Recovery: actual breaks, not "productive rest"
|
|
|
|
---
|
|
|
|
## Boundary Scripts
|
|
|
|
Ready-to-use phrases for protecting time:
|
|
|
|
**For meeting requests:**
|
|
- "I have a conflict at that time. How about [alternative]?"
|
|
- "Can this be an email instead?"
|
|
- "I'm protecting that time for focused work. Here's when I'm available."
|
|
|
|
**For interruptions:**
|
|
- "I'm in the middle of something. Can I get back to you at [time]?"
|
|
- "Let me finish this and I'll give you my full attention in 20 minutes."
|
|
|
|
**For scope creep:**
|
|
- "Happy to add that! It's outside our original scope, so let me send a quick estimate."
|
|
- "I can do X or Y by the deadline, but not both. Which is more important?"
|
|
|
|
**For saying no:**
|
|
- "I can't take this on right now and give it the attention it deserves."
|
|
- "That sounds interesting, but it doesn't align with my current priorities."
|
|
|
|
---
|
|
|
|
## Weekly Review Template
|
|
|
|
30 minutes, once per week:
|
|
|
|
1. **What got done?** (Celebrate wins, even small ones)
|
|
2. **What didn't?** (No judgment — identify why)
|
|
3. **What's the ONE priority for next week?**
|
|
4. **What's blocking progress?** (Solve or escalate)
|
|
5. **What should I STOP doing?**
|
|
|
|
---
|
|
|
|
## Shutdown Ritual
|
|
|
|
Clear transition from work to not-work:
|
|
|
|
1. Write tomorrow's top 3 priorities
|
|
2. Clear inbox to reasonable state (doesn't have to be zero)
|
|
3. Close all work tabs/apps
|
|
4. Physical signal: say "shutdown complete", close laptop, change clothes
|
|
5. Work stays at work (mentally and digitally)
|
|
|
|
---
|
|
|
|
## Capture System
|
|
|
|
Every productivity system fails without reliable capture:
|
|
|
|
- ONE inbox (not 12 apps)
|
|
- Capture takes <30 seconds
|
|
- Review weekly (not daily — too much overhead)
|
|
- "If I don't write this down NOW, it's gone forever" mindset
|