After a long and hard year of demanding deadlines and delivering exciting features, I'm finally taking a well-deserved break in Australia. Like many visitors do, I've opted for a rental, ditching my usual reliance on public transport here in Melbourne. But here's the catch: I’ve always been accustomed to driving in the USA and Lebanon, where the right side of the road feels like second nature. Driving on the opposite side of the road is shaking up everything I thought I knew about driving. It's like my ingrained habits are being put through a blender. On the quieter stretches of road, I catch myself reverting to old patterns, steering the car onto the right side instead of the left. I automatically glance to the right for the rearview mirror, only to find it's on the left. And every time I reach to signal a turn, my hand, as if on autopilot, flicks on the windshield wipers instead. Don't even get me started on the number of times I've approached the car and tried to jump into the non-existent driver's seat on the left side!
This jarring experience got me thinking about habits – how deeply they're ingrained and how challenging they can be to break, especially the bad ones. As a software engineer, one such pervasive habit stands out: procrastination. It's like driving on the wrong side of the road in your professional life, leading to a journey filled with unnecessary detours and delays. Just as I had to consciously remind myself to stay on the left side of the road, shake off the instinct to turn on the wipers when I meant to signal, and remember to approach the car from the left side, software engineers too must tackle the habit of procrastination head-on. It takes a conscious effort, a deliberate reprogramming of our habits, to steer our productivity back on track.
Procrastination
Procrastination has a direct relation to stress. You don’t really stress about something you’re actively doing, especially when you’re able to get into that flow state. But delaying inevitable work ends up lingering on the back of your mind taking up important real estate in your head when it could be used for something else far more valuable. I’ve been a victim of this time and time again. Not only putting off my highest priority work but even finding other work to fill my time and distract me from the lingering stress of the important tasks I’m delaying. The reality is this only ever ended up putting me in a much worse situation later on that required me to work late nights to meet deadlines.
To overcome procrastination, you need to start by recognizing when you're avoiding a task and understand whether there's a legitimate reason for the delay. If the postponement becomes indefinite or if you're switching focus to avoid something, it's likely procrastination. You might find a task unpleasant or fear failure, but these issues need to be addressed directly. Poor organization and decision-making largely contributes to this as well, so having a well defined to-do list and prioritizing it accordingly is extremely important. The question that then comes to mind is “How do I prioritize tasks when everything seems so pressing”. Well you’ve got to start with listing your tasks and breaking down the large ones into smaller chunks. Once you have them in place, only then can you prioritize them. Finally comes the fun part, execution!
Listing your tasks and breaking down the large ones
Jumping into an ambiguous project with an inconsistent approach often times leaves you feeling lost and unaware of what you’ve truly accomplished. This is why keeping an up-to-date to-do list or task list is crucial for maintaining clarity and focus. It acts as a visual representation of your workload, helping you to understand and manage your responsibilities effectively. As tasks are completed, ticking them off will give you a sense of accomplishment and momentum. An organized list is your anchor, ensuring that nothing slips through the cracks. Tools like Notion are excellent for this. You can not only list your tasks but also categorize them, set deadlines, and even collaborate with others.
The challenge often lies in tackling larger, more complex tasks that can seem daunting at first. This is where you must break down these larger tasks into smaller, more manageable chunks. By dissecting a big task into smaller sub-tasks, you transform what appeared to be an insurmountable challenge into a series of achievable steps. Each step completed brings you closer to your final goal, making the process less overwhelming and more structured. It's not just about making the task seem more manageable; it's also about creating a clear roadmap and building a sense of progress and achievement as you tick off each sub-task.
There's still a charm and effectiveness to the old-fashioned way of using a physical journal or even sticky notes. They provide a tangible sense of control and satisfaction that digital apps sometimes lack. Personally, I use combination of Notion and a physical notepad. I find the notepad helps me keep track of more immediate/pressing thoughts especially in during long form meetings. The act of physically writing down a task can reinforce its importance, making you more committed to completing it. There's just something uniquely satisfying about the physical act of crossing off a completed task. In the end, the key is to find a system that resonates with your workflow and stick to it consistently for the best results in managing and accomplishing your tasks.
Prioritizing tasks
Eisenhower's Urgent/Important Principle is a practical tool for managing time and prioritizing tasks effectively. Through it you can categorize tasks into four quadrants based on urgency and importance. By focusing on tasks that are both urgent and important, you can identify what needs your immediate attention. Simultaneously, planning for activities that are important but not urgent helps in proactive and strategic thinking, fostering long-term success. This principle encourages a balanced approach to time management, preventing you from solely reacting to urgent matters while neglecting important but less pressing tasks.
Here's a straightforward explanation of each quadrant:
Urgent and Important: These are tasks you need to do right away. They're crucial for your immediate well-being or for meeting your goals. Examples might include deadlines for work or responding to a family emergency. Handle these tasks immediately to avoid crises or missed opportunities.
Important, Not Urgent: These tasks are important for your long-term success and satisfaction but don't need to be done right this moment. They include activities like exercise, planning for your future, or spending time with family. You should schedule time for these tasks to ensure they get done and don't slip through the cracks.
Urgent, Not Important: These are the things that demand your attention now but don't contribute to your long-term goals or fulfillment. They often involve helping others with their urgent issues. While these tasks might be urgent, you should minimize or delegate them as they can distract you from your important goals.
Not Urgent, Not Important: These are the activities that don't help you achieve your goals or fulfill your responsibilities. They can be leisure or time-wasting activities like mindlessly scrolling through social media or watching TV shows you're not really interested in. It's best to limit these activities as much as possible.
By categorizing tasks into these quadrants, you can focus on what truly matters and manage your time more effectively.
Executing your tasks
Awesome, now that you’ve got your tasks prioritized with Eisenhower's wisdom in your back pocket, it’s time to pick the most urgent and most important one and roll up your sleeves. But wait, how do you tackle this beast of a task without getting overwhelmed or, let’s be real, sidetracked by tiktok and instagram? Enter the Pomodoro Technique, your new productivity sidekick.
Imagine slicing your workday like a pizza. Each slice is a focused work session, portioned to keep you engaged and not exhausted. Set your timer for 25 minutes—yes, just like cooking a mini pizza—and dive into your task. This is your “Pomodoro,” a sacred time where it’s just you and your task, no distractions allowed.
You're in the zone, crushing it, one Pomodoro at a time. When the timer dings, congrats! You've earned yourself a guilt-free break. Take five to stretch, hydrate, or do your best victory dance. After four Pomodoros, it's time for a longer break—your brain's equivalent of a halftime show.
This technique turns monstrous tasks into a series of short sprints. Before you know it, what seemed appalling becomes applause-worthy progress. You’re not just getting things done; you’re giving a standing ovation to your productivity!
The Pomodoro Technique encourages people to work with the time they have—rather than against it. Here's how it works:
Choose a Task: You pick a task that you want to work on or need to get done.
Set a Timer: You set a timer for 25 minutes—this is one "Pomodoro."
Work on the Task: You work on the task until the timer rings. If a distraction pops up, write it down and get back to the task at hand.
Take a Short Break: Once the timer rings, put a checkmark on a piece of paper and take a short break (about 5 minutes). This helps your brain relax and refresh, making it ready for the next round of focused work.
Every Four Pomodoros, Take a Longer Break: After completing four Pomodoros, take a longer break (15–30 minutes). This helps prevent burnout and keeps your mind sharp for the next sessions.
The idea is that the timer creates a sense of urgency. Instead of feeling like you have endless time in the workday to get things done and then ultimately getting distracted and not making much progress, you know you only have 25 minutes to make as much progress on a task as possible. Also, the regular breaks keep your mind fresh and focused.
The Pomodoro Technique is effective for several reasons, particularly in how it aligns with human psychology and work habits:
Enhances Focus and Concentration: Setting a timer for a short interval minimizes distractions and fosters a sense of urgency. Knowing that the clock is ticking, you're less likely to give in to the temptation of checking your phone or browsing social media. This focused time encourages deeper concentration on the task at hand.
Combats Overwhelm: Breaking down work into smaller, manageable intervals makes daunting tasks seem more approachable. It's easier to motivate yourself to work on a big project when you view it in terms of several 25-minute efforts rather than a monolithic block of time.
Encourages Regular Breaks: Regular breaks are crucial for maintaining a high level of mental performance. The short breaks prescribed by the Pomodoro Technique (5 minutes after every 25-minute work session) allow your brain to rest and reset, reducing mental fatigue. The longer breaks after every four 'Pomodoros' give you more time to relax and recharge, preventing burnout.
Maintains High Productivity Through the Day: By preventing prolonged work sessions without breaks, the Pomodoro Technique helps maintain a consistent level of productivity throughout the day. This can lead to more work being done with less mental strain compared to longer, uninterrupted work sessions.
Provides Structure to Work: For people who struggle with time management or procrastination, the Pomodoro Technique offers a clear, simple structure. It turns the abstract concept of time into something tangible and manageable, making it easier to plan your day and track your progress.
In essence, the Pomodoro Technique taps into the natural rhythm of work and rest that suits human cognitive patterns, making it a powerful tool for enhancing productivity and managing time efficiently.
Breaking the deeply ingrained habit of procrastination requires a commitment to change. You need to start by forgiving yourself for past procrastination, committing to tasks with specified timeframes, and coming up with your own rewards for completing difficult tasks. Sometimes some form of external accountability helps where you could have someone check up on your progress from time to time. If a task seems unpleasant, focus on the long-term benefits and acknowledge the potential conquences of avoiding it. Embrace and celebrate thesmall wins and you’ll eventually have a more positive mindset overall.
That’s all for today!
And with that, we've reached the end of today's post! I genuinely appreciate you reading through this. Your insights and interactions mean a lot to me, so please, don't be a stranger. Feel free to reach out and connect on LinkedIn. Drop me a message, share your thoughts, or just say hello. Don’t forget to like the post and re-stack if you’ve found this valuable!
Wow this is a great piece of parallel writing to my post from last week! Love the additional things you discuss here in an original way :)