Mastering Productivity: The Hustle Smarter, Not Harder Approach

When you think about hustling, you might envision a life of sacrifice: non-stop productivity, working long hours, and pushing yourself to the brink of exhaustion to finally achieve your goals. But is this really the most effective way to achieve success as an entrepreneur or high achiever?

In this week's letter, I want to challenge the notion that hustling harder is always the answer. A smarter approach is to hustle smarter, not harder. By rethinking how you approach work and productivity, you can achieve your goals without sacrificing your mental and physical health.

At this point, I need you to stop and think for a second...

Do you ever feel like you're constantly busy, but not actually moving ahead and getting things done? As a solopreneur or entrepreneur, you're well aware that you're responsible for everything in your business - from marketing to sales to negotiation to customer service. With all that workload on your shoulders, it's easy to get overwhelmed and feel like there's never enough time. And the result? You end up working overtime, weekends and vacations - not great.

Well, let me tell you a story. Meet Lily, a talented and driven graphic designer and budding solopreneur. Lily started her own business a few years ago and had built a reputation for creating stunning designs that captured the essence of her clients' brands. However, lately, Lily has been struggling to stay focused and motivated.

Being her own boss initially made her happy, but as the weeks and months passed, she found herself working progressively more hours while also becoming increasingly worn out. If she wasn't checking her emails and messages, she was responding to customer inquiries and trying to stay on top of her to-do list. No matter how much she worked, it felt like there was ALWAYS more to do. The freedom she pursued and envisioned began to feel more and more like a pipe dream.

Something needed to change. Lily realized that she needed to change her approach to productivity. She started experimenting with different techniques and strategies and eventually stumbled upon a few that completely transformed the way she worked.

If you can relate to Lily's story, don't worry - you're not alone. In this letter, we'll explore some productivity tips and techniques that helped Lily and that can also help you work more efficiently and make progress towards your goals.

We'll start by discussing time blocking, a productivity technique that involves scheduling blocks of time. Then we'll dive into the Pomodoro Technique, which involves breaking work into focused periods separated by short breaks. We'll also cover some additional personal productivity tips, such as prioritizing your tasks, minimizing distractions, and taking breaks.

But productivity isn't just about practical strategies - to truly make an impact, psychology needs to come into play. We'll touch on the importance of mindset, motivation, and stress management and provide some tips for taking care of your mental health.

By the end of this letter, I hope you'll have a range of strategies at your disposal to try out and hopefully feel empowered to take control of your productivity. And remember, what works for one person may not necessarily work for you. So let's dig in!

the step back...

Let's first start by taking a step back. As a high achiever, you enter the business world with the prior knowledge that you're responsible for everything in your business. However, knowing and experiencing are two different things. It's easy to feel overwhelmed and stressed if you're not prepared. I understand this feeling all too well. A few months ago, I started my own solopreneur journey, and like you, I was ecstatic to finally be my own boss and run the show. But as the weeks went by, I also found myself committing more hours than I thought I needed to and trying to stay on top of my ever-growing and changing to-do list. But here's the thing, like Lily, I had a plan on how I'd manage. So here's what I did and what you can also do:

Time Blocking- the key to efficiency

For the uninitiated, time blocking is a productivity technique that involves scheduling specific blocks of time for specific tasks. Here's how it works:

Let's say you have a project to complete that will take about five hours to complete. Instead of trying to work on it for five hours straight, you could break up your day into smaller, more manageable time blocks.

Here's how your schedule might look:

8:00 AM - 9:00 AM: Check and respond to urgent emails

9:00 AM - 10:00 AM: Work on project for one hour

10:00 AM - 10:15 AM: Take a short break. Stretch and rest your eyes

10:15 AM - 11:15 AM: See a client/ client meeting or call

11:15 AM - 12:15 PM: Work on project for one hour

12:15 PM - 1:15 PM: Lunch break

1:15 PM - 2:15 PM: Work on project for one hour

2:15 PM - 2:30 PM: Take a short break and grab a snack

2:30 PM - 3:30 PM: Work on project for one hour

3:30 PM - 3:45 PM: Take a short break to get some fresh air

3:45 PM - 4:45 PM: Wrap up any remaining tasks and review progress

Manage your time effectively and stay focused on one task at a time

This method is all about managing your time effectively and stay focused on one task at a time. By using time blocking, you can avoid the trap of feeling constantly busy without actually making progress. Focusing on specific tasks during designated time periods, can give you a sense of accomplishment as you complete them one by one.

The pomodoro technique- "the go-to"

This is my go-to technique and involves breaking work into focused time periods, typically 25 minutes long, separated by short breaks. Here's how it works:

Say you have a busy day ahead and need to complete several tasks. You could use the Pomodoro Technique by:

1. Choosing a task from your to-do list, such as updating your website.

2. Set a timer for 25 minutes (which is one Pomodoro session).

3. Work on the task without any interruptions until the timer goes off.

4. Take a short break of 5-10 minutes after the session is over.

5. Start another Pomodoro session, either on the same task or a different one, and repeat the process until you've completed your work for the day.

By using this technique, the nature of your work will be more focused

By using this technique, the nature of your work will be more focused and with driven intention, while using breaks to recharge. Using this technique is more efficient than trying to work on something indefinitely.

hustle smarter, not harder - There's more where that came from

While Time Blocking and the Pomodoro Technique have been helpful for me, they're not the only strategies that can boost productivity (there's the 80/20 rule, Eisenhower Matrix, etc.). As mentioned earlier, it all depends on the type of person you are and which technique suits you. The important thing is to put your best foot forward and experiment with different techniques to find what helps you be the most productive and efficient in your work.

Here are a few more tips to look at:

• Prioritize your tasks: Make a list of the tasks you need to accomplish each day, and prioritize them based on importance and urgency.

• Minimize distractions: Turn off notifications on your phone, tablet, laptop etc. Close unnecessary tabs, and use noise-cancelling headphones if need be.

• Take breaks: Contrary to popular belief, taking breaks during the day can actually increase your productivity. Use your breaks to stretch, take a walk, or simply talk to someone.

• Automate and delegate: Look for ways to automate repetitive tasks or delegate tasks to others. This will free up time for more important work.

• Set boundaries: As a solopreneur or entrepreneur, it's easy to feel like you need to be available 24/7. But setting boundaries around your work hours and communication can help you avoid burnout and stay focused.

let's talk psychology...

While the above tips and techniques are practical and effective, there are also psychological factors at play when it comes to productivity. Here are a few:

• Mindset: Your mindset plays a huge role in your productivity. If you approach your work with a positive attitude and a can-do mindset, you'll more likely accomplish your goals. On the other hand, if you're constantly telling yourself that you'll never get anything or everything done, you're more likely to feel overwhelmed and unproductive.

• Motivation: When you're feeling demotivated, it can be hard to find the energy to be productive. BUT...When you're feeling motivated, it's easier to focus on your work and get things done.

• Stress: If not kept in check, stress WILL negatively impact your productivity. When you're feeling stressed, it's harder to focus on your work and you may be more likely to make mistakes or procrastinate. Interestingly, you could argue that stress will come no matter how prepared you are. The key though is being prepared for it.

Make sure to 'carve out' time for self-care each day

PRIORITY - MENTAL HEALTH...

To combat the above psychological factors, it's important to take care of your mental health. Here's how:

1. Set boundaries: It can be tempting to work around the clock. However, this will negatively impact your mental health. Set clear boundaries between work and personal time.

2. Practice stress-management: Running a business can be stressful, so it's important to have strategies in place to manage stress. This can include techniques such as mindfulness, visualization or deep breathing exercises. Find what works for you and make it a regular part of your routine.

3. Look for support: Being a solopreneur or entrepreneur can be isolating, so it's important to have a support system built around you. This can be through networking with other solopreneurs and entrepreneurs, joining a mastermind group, working with a coach (like myself), or even seeking professional therapy.

4. Take care of your physical health: Good physical health = good mental health. Make sure to prioritize healthy eating habits, regular exercise, and getting enough rest each night.

5. Prioritize self-care: It can be easy to neglect self-care in favor of work. However, taking care of yourself should always be your top priority. Read a book, play a game, or engage in a hobby you enjoy. Make sure to carve out time for self-care each day. The key word here is "carve". Make sure self-care is engraved in your daily routine and cannot be easily dismissed.

the wrap up

Well, that's my list for efficiency. As a solopreneur or entrepreneur, it's easy to feel overwhelmed and like there's never enough time in the day. But by taking the time to thoroughly go through and implement these productivity techniques, you can work more efficiently and make progress towards your goals. It's all about planning and focus.

Remember to prioritize your tasks, minimize distractions, take breaks, and set boundaries. And don't forget about the psychological factors at play. Take care of your mental health and approach your work with the right mindset.

By taking a proactive approach to your productivity, you'll be able to hustle more smartly, efficiently, and avoid burnout. So give them all a try, and see how they work for you.