HBR Guide to Getting the Right Work Done (HBR Guide Series)

1. Prioritize ruthlessly to focus on what truly matters

We can get more money when we demonstrate that we've added more value. And we can add more value when we spend the majority of our time focusing on the work that the most senior leaders in our organization consider valuable.

Identify your critical priorities. Focus your time and energy on the tasks that will yield the greatest value for you and your organization. Regularly evaluate your to-do list and calendar to ensure you're working on your highest-leverage activities. Say no to low-value work that doesn't align with key priorities. Use tools like the Eisenhower Matrix to categorize tasks by urgency and importance. Delegate or eliminate tasks that don't contribute meaningfully to your top goals.

Create systems to stay focused. Develop a daily prioritization ritual to identify your most important tasks for the day. Use time blocking to dedicate uninterrupted focus time to priority work. Minimize distractions by turning off notifications and creating a distraction-free environment during focus blocks. Regularly step back to ensure your day-to-day work aligns with your big-picture priorities and goals.

2. Create rituals to make productivity automatic

The counterintuitive secret to getting things done is to make them more automatic, so they require less energy.

Design intentional habits. Develop specific, repeatable routines for your most important work. For example, tackle your highest-priority task first thing each morning before checking email. Take regular breaks every 90 minutes to recharge. End each day by planning your top priorities for tomorrow. The key is to make these behaviors automatic so they don't require willpower.

Start small and build momentum. Begin with 1-2 simple productivity rituals and practice them consistently until they become second nature. Once those are ingrained, gradually add more rituals over time. Some powerful rituals to consider:

• A consistent sleep schedule
• Exercise at the same time daily
• Regular planning and review sessions
• Scheduled focus blocks for deep work
• Intentional breaks for renewal

3. Manage your energy, not just your time

Time is a finite resource, but energy can be systematically expanded and regularly renewed.

Optimize your energy levels. Productivity isn't just about time management - it's about energy management. Pay attention to your natural energy rhythms throughout the day and align your most important work with your peak energy periods. Take regular breaks to recharge your physical, emotional, mental, and spiritual energy. Some key energy management strategies:

• Physical: Exercise regularly, eat nutritious meals, get enough sleep
• Emotional: Cultivate positive emotions, practice gratitude, connect with others
• Mental: Take breaks to restore focus, single-task, limit distractions
• Spiritual: Connect to your purpose, live your values, engage in meaningful work

Renew strategically. Schedule intentional renewal activities throughout your day and week. This could include short meditation breaks, power naps, walks in nature, or social time with colleagues. Regular renewal prevents burnout and allows you to sustain high performance over time.

4. Break work into focused 90-minute cycles

Human beings are designed to pulse rhythmically between spending and renewing energy. That's how we operate at our best.

Work in focused sprints. Our brains naturally move through cycles of peak focus and fatigue roughly every 90 minutes. Align your work with these natural rhythms by breaking your day into 90-minute focused work blocks followed by 15-30 minute breaks. During focus blocks, work intensely on a single important task without interruption. Use breaks to physically and mentally recharge.

Maximize your productivity cycles:

• Start your day with your most challenging, high-value work
• Use a timer to maintain focus for the full 90 minutes
• Take real breaks between cycles - step away from your desk
• Experiment to find your optimal work/break ratio
• Batch similar tasks together in a single cycle when possible

5. Take control of your email to regain focus

Spending longer days at the office and putting in extra hours at home doesn't work because time is a limited resource. But your personal energy is renewable.

Tame the email beast. Email can quickly consume your day if left unchecked. Implement a system to process email efficiently and maintain focus on high-value work:

• Check email at scheduled times rather than constantly throughout the day
• Use the "2-minute rule" - if it takes less than 2 minutes, do it immediately
• Create an email folder system (e.g. Action, Waiting, Archive) to organize messages
• Unsubscribe from unnecessary newsletters and notifications
• Use templates for common responses to save time
• Set expectations with colleagues about response times

Communicate more effectively. Be more intentional about how you use email. Before sending a message, consider if a quick phone call or in-person conversation would be more efficient. Use clear subject lines and keep messages concise. Avoid unnecessary "Reply All" responses.

6. Delegate effectively to multiply your impact

Before developing initiative in subordinates, the manager must see to it that they have the initiative.

Master the art of delegation. Effective delegation allows you to focus on your highest-value work while developing your team. Key principles for successful delegation:

• Choose the right tasks to delegate - those that develop others or free you up for critical work
• Match tasks to people's skills and development goals
• Clearly communicate expectations, deadlines, and level of authority
• Provide necessary resources and support
• Follow up and provide feedback
• Resist the urge to micromanage - focus on outcomes, not methods

Develop your team. View delegation as an opportunity to grow your team's skills and capabilities. Gradually increase responsibility as team members demonstrate competence. Provide coaching and mentoring to support their development.

7. Renew yourself regularly to sustain high performance

Great performers are an exception. Typically, they sleep significantly more than the rest of us.

Prioritize self-care. Sustained high performance requires intentional renewal. Make time for activities that recharge you physically, mentally, and emotionally. This includes getting adequate sleep (7-9 hours for most adults), regular exercise, healthy nutrition, and activities you find personally fulfilling.

Build renewal into your routine. Don't leave renewal to chance - schedule it intentionally:

• Take short breaks throughout the day to move, breathe, or meditate
• Use your lunch break to recharge rather than working through it
• Schedule regular vacations and completely disconnect from work
• Engage in hobbies and activities outside of work that energize you
• Spend time with people who inspire and uplift you

Remember, productivity isn't about doing more things - it's about doing the right things, in a way that's sustainable over the long term. By implementing these key strategies, you can dramatically increase your effectiveness while maintaining balance and well-being.

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Last updated: October 7, 2024