Keeping productivity up when you have a high number of projects to juggle can feel next to impossible.
Whether they’re all work related or it’s a mix of business and personal tasks when you start juggling too many different things then something inevitably gets dropped. When you’re in charge of a big project at your office job, trying to schedule things for the family, get your weightlifting in,
keep the house clean and the fridge stocked, learn a new language or skill, and work on some entrepreneurial endeavor all at once things wind up being a mess.
Caroline and I have been there. We are notorious for getting excited about and picking up new projects while still working on old ones. I’ve seen what tends to happen – one or more things get neglected.
Maybe you wind up going a month or two without lifting because of spending too much time on other things. Or maybe you just can’t fit the time in for building your own side income stream and it gets forgotten. How do you make sure you can handle progressing in all these things and getting all this stuff done without accidentally abandoning or neglecting some of them?
Okay – the easy answer is to chill out and stop overloading yourself, but if you’re
essentially a pathological goal starter ambitious like us that’s not terribly satisfying. There is a trick I’ve found for making it work out though.
What Is Periodization?
Periodization is a training methodology used in higher level athletes and weight training in order to maximize results while reducing potential detriments of training, and to prep athletes to compete without the training itself potentially interfering with the athletes ability to compete.
There are a bunch of different types of periodization for a bunch of different purposes, ranging from pursuing different opposing goals in cycles (a cycle of training for speed, then a cycle for max power, etc.) to cycling in order to taper appropriately for an event (such as higher volume / lower intensity cycles shifting into lower volume / higher intensity cycles with more technique focus). The important takeaway here for how we’re going to apply it is to think of it as focusing on a single goal for a set period to the exclusion of other goals.
For example, if I want to work on my endurance at a high level and want to work on my overall maximum strength the type of training needed to improve my endurance would hinder the type of training needed to build max strength and vice versa. To avoid that I’d pick one and work on that for a period while lightly maintaining the other, then switch.
That’s how we’re going to handle your productivity problems.
Applying Periodization to Productivity
So how do we take a sports and weightlifting concept and apply it to productivity?
Well your overloaded project list is a lot like an overloaded list of training goals – when you pursue them all some inevitably interfere with the others. Like an athlete using periodization to make their conflicting training goals play nice together you need to separate these projects into their own little blocks.
The first step is to figure out exactly how many projects (or project categories) you have. You need to have an idea of how many different segments we’re going to build out in the periodized task framework. These can be a bit more on the specific side like noting a concrete task (write weekly article, run 5k, vacuum house, etc.) or they can be more categorical (writing, exercise,
housework, etc.) – the key is to think about how many tasks you have and what feels like it will be more manageable for you.
If you have specific tasks that get repeated regularly, then you might be better off getting more specific. If, on the other hand, you have a lot of varying tasks that fall under a broader category,
then a higher level approach may work better for you. Don’t stress about it too much, you can always rework things if you feel like one way isn’t working out as well as it could.
The next step is to determine and lay out your time scale. Periodization in weightlifting can be scheduled out over a year, two years, four years, etc. depending on the athlete and the goals. Generally I don’t advise using a scale of months or years for the type of periodization we’re using to be more productive because few things have those kinds of timescales in regards to goals and deadlines.
Days and weeks on the other hand tend to work well in my experience. The idea here is to match your tasks out to the number of periods you’re dividing your timescale into. So for example I have Mondays and Thursdays blocked out entirely for work related to Road to Epic, Tuesdays are devoted to working on our podcast, Wednesdays to my fiction writing, Fridays to freelance art/graphic design work and my comics, and Sundays to housework like cleaning or home improvement projects. Sundays are left open, and work related to the day-to-day operation of our brick-and-mortar self-defense school is spread out over the whole week.
This kind of week blocking works well for me for two main reasons: The first is that I’ve broken things down into broad categories that tend to have a large variety of tasks related to them, and so having an entire day or more to devote to whatever things need to be done ensures I have enough time to actually do them. The second is that I already have most of my personal development habits (language study, fitness, meal prep, etc.) locked in and so I don’t need that structure to maintain them.
If you came up with more of a specific repeatable task list, then you can try blocking out hours instead of days. Making 7 a.m. your running time every other day, or blocking out a specific hour each night for language study. Take care if you go this specific route not to overload yourself though, you run the risk of just circling around to the original problem and setting yourself up for a daily schedule that’s untenable.
Embracing a Periodization Mindset
Now, you might be saying, “Wait a minute – isn’t that just making a schedule?”
Yeah. At least, on a surface level.
The real key to making this type of system work though is embracing the mindset behind periodization, which is to not worry about anything but what that periods focus is.
If it’s a Road to Epic day and I get contacted about graphic design work, or figure out a great bit of plot for a story, or get the urge to go dust the furniture – then too bad it’s not the day for that. Now that doesn’t mean I won’t respond to the e-mail, jot down my story idea, or make a mental note that dusting is going to come first on Sunday, but I hold firm to a rule of not working on anything but Road to Epic stuff those days.
You can be even more exclusionary than that if you want, I know I can let myself get diverted for a quick e-mail or a note and come back to my work without totally getting derailed but I know not everyone can. What makes this work better than just making a plain old schedule is that you need to have strict guidelines in place in order to keep you on the right thing through that entire period.
Do you have any personal experience with using periodization as a productivity tool? Any ways you can think of to make things work better or roadblocks you’ve found applying the system for yourself?
Share them with everyone in the comments!