How to Achieve Better Results With Fewer Tasks

I deleted every productivity app from my phone last month. My business grew 18% MoM. THE ANTI-PRODUCTIVITY SYSTEM Two realizations changed everything: • I was spending more time organizing work than doing work. • My "productivity" tools were actually sophisticated procrastination machines. Here's what I deleted and what happened: DELETION 1: TASK MANAGER • Gone: Fancy task manager with 17 project boards • Replaced with: Single Google Doc titled "Do This Today" • Result: 3.2 hours saved weekly on "task management" DELETION 2: CALENDAR BLOCKER • Gone: Calendar blocking software with "productivity analytics" • Replaced with: Three 2-hour blocks labeled "Deep Work" • Result: Eliminated 8.5 hours of shallow work weekly DELETION 3: EMAIL OPTIMIZATION TOOL • Gone: Email software promising "inbox zero" • Replaced with: Email checked 2x daily only (12pm and 4pm) • Result: Stopped answering emails that resolve themselves DELETION 4: NOTE-TAKING SYSTEM • Gone: Complex networked note system with 2,700+ notes • Replaced with: Single physical notebook • Result: Actually implementing ideas instead of just collecting them DELETION 5: PRODUCTIVITY BOOKS/PODCASTS • Gone: 17 books and 3 podcasts about "optimizing performance" • Replaced with: Asking myself "Does this actually matter?" • Result: 80% reduction in self-imposed, meaningless tasks The uncomfortable truth I've confronted: Most "productivity" is performative. It feels important. It looks impressive. It creates the illusion of progress. But it's mostly just advanced procrastination. Real productivity isn't about managing 100 tasks flawlessly. It's about having the courage to focus exclusively on the 2-3 things that actually drive results. What "productivity" tool could you delete today that's actually making you less effective?

How to Get More Done in Less Time. (Your guide to working smarter, not harder) As a busy dad of 4 building a brand & business, I had to get creative with how I managed my time. I've read dozens of productivity books, listened to the podcasts, and followed the gurus. But it wasn't until I found what worked for me, that I was able to accomplish more with what seems to be less effort. Here's my 5-Step Framework: 1. Prioritize and Plan with Intention - What will move the needle forward today? - Choose 3 high-impact tasks and write them down. - Set deadlines and time limits for each. - Build your day around these priorities—everything else is noise. 2. Time Block Like a Pro - When will you do your best work? - Dedicate focused blocks of time for deep work. - Schedule everything: calls, emails, breaks—even downtime. - Stick to your blocks like they’re non-negotiable meetings. 3. Automate and Systematize - What tasks can you stop doing manually? - Use tech tools to handle repetitive work (e.g., auto-replies, scheduling). - Create templates, SOPs, or workflows for tasks you repeat often. - Free up mental energy for what matters. 4. Batch Similar Tasks - How can you reduce context-switching? - Group related tasks (e.g., emails, brainstorming, admin) and tackle them in one go. - Focus on one "mode" at a time: create, respond, or strategize. - End the habit of jumping between tasks—it kills momentum. 5. Delegate or Outsource - What can someone else do for you? - Identify low-leverage tasks that don’t need your expertise. - Train someone, then trust them to own it. - Stay focused on the high-value work only you can do. Ready to lock this in? Which one are you starting with today? ♻️ Share to help your network be more efficient. ➕ Follow Nico for daily productivity & branding insights.

As an entrepreneur, I've always been focused on getting things done. For years, quality took a backseat to sheer productivity. But as I've gotten older, and especially after diving into Cal Newport's books, my perspective has shifted slowly. I've revisited his books multiple times to rewire my brain. Here are three key takeaways from Newport's "Slow Productivity" that are transforming my approach to work: >> Prioritize Deep Work: Newport emphasizes the value of concentrating on meaningful, challenging work rather than shallow, repetitive tasks. By dedicating time to deep work, we can produce high-quality results and feel more fulfilled. He shares how Carl Jung built a woodland retreat to focus intensely on his work without distractions. This has been a challenge for me; I now try to focus on one main task daily, dedicating my time to that important work. >> Do Less, But Better : Instead of juggling multiple tasks, Newport suggests focusing on fewer tasks and executing them excellently. This approach not only improves work quality but also reduces stress and burnout. He cites software craftsman Bob Martin, who prioritizes code quality over quantity, resulting in more sustainable and maintainable software. It's incredibly tough to do less, but now my daily to-do list is limited to just 5 items. >> Guard Your Focused Work Time: Newport recommends setting aside uninterrupted blocks of time for focused work. By minimizing distractions during these periods, we can maintain deep concentration and make significant progress. He often references his own habit of having dedicated writing blocks to efficiently produce his books. I'm still working on fully implementing this, but I keep trying. Adopting these principles can revolutionize our work approach, leading to more meaningful and lasting achievements. #SlowProductivity #DeepWork #QualityOverQuantity #FocusedWork #MindfulProductivity

Pushing back wasn’t easy for me, but it’s the best thing I’ve done for my career. I have struggled with saying no, fearing it made me look unhelpful and concerned with burning bridges. Let's face it, many of us are drowning in a sea of tasks, most of which are as useful as a chocolate teapot. But what if focusing on just 20% of your work could skyrocket your productivity by 64%? (McKinsey & Company) - Pareto's principle in action! It's time to channel your inner toddler and start saying "No" like you mean it. Here are 3 ways to do it without sacrificing sleep or severing support: 𝟭. 𝗧𝗵𝗲 𝗘𝗶𝘀𝗲𝗻𝗵𝗼𝘄𝗲𝗿 𝗠𝗮𝘁𝗿𝗶𝘅 (𝗮𝗸𝗮 𝘁𝗵𝗲 "𝗜𝘀 𝘁𝗵𝗶𝘀 𝗮𝗰𝘁𝘂𝗮𝗹𝗹𝘆 𝗶𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁 𝗼𝗿 𝗮𝗺 𝗜 𝗷𝘂𝘀𝘁 𝗽𝗮𝗻𝗶𝗰𝗸𝗶𝗻𝗴?" 𝘁𝗲𝘀𝘁) - Sort tasks into four boxes: Urgent & Important, Important but Not Urgent, Urgent but Not Important, and Not Urgent & Not Important. - Tackle the first, schedule the second, delegate the third, and dump the fourth. - When saying no: "Thanks for thinking of me, but that falls into my 'Not Urgent & Not Important' box right now. Can we revisit later?" 𝟮. 𝗧𝗵𝗲 𝗩𝗮𝗹𝘂𝗲 𝘃𝘀. 𝗘𝗳𝗳𝗼𝗿𝘁 𝗠𝗮𝘁𝗿𝗶𝘅 (𝗼𝗿 "𝗜𝘀 𝘁𝗵𝗶𝘀 𝘄𝗼𝗿𝘁𝗵 𝗺𝘆 𝗽𝗿𝗲𝗰𝗶𝗼𝘂𝘀 𝘁𝗶𝗺𝗲?") - Plot tasks on a graph of value vs. effort. - High value, low effort? Do it yesterday. - Low value, high effort? Run away. Fast. - When saying no: "I'd love to help, but the effort-to-value ratio on this one isn't quite there. How about we brainstorm some alternatives?" 𝟯. 𝗦𝘁𝗿𝗮𝘁𝗲𝗴𝗶𝗰 𝗔𝗹𝗶𝗴𝗻𝗺𝗲𝗻𝘁 𝗖𝗼𝗻𝘃𝗲𝗿𝘀𝗮𝘁𝗶𝗼𝗻𝘀 (𝗳𝗮𝗻𝗰𝘆 𝘁𝗮𝗹𝗸 𝗳𝗼𝗿 "𝗗𝗼𝗲𝘀 𝘁𝗵𝗶𝘀 𝗮𝗰𝘁𝘂𝗮𝗹𝗹𝘆 𝗺𝗮𝘁𝘁𝗲𝗿?") - Chat with stakeholders about how tasks align with big-picture goals. - If it doesn't fit, it doesn't sit. - When saying no: "I see where you're going with this, but it doesn't quite line up with our current strategy. Let's chat about how we can adjust it to fit better." Saying 'no' to non-essential tasks can boost innovation by 30%. (Harvard Business Review) So, next time someone drops a "quick task" on your lap, remember: You're not being rude, you're being smart. P.S. Narrowing your focus can reduce decision fatigue by 60%. (Journal of Applied Psychology) That's a lot more brain power for the important stuff... "𝙏𝙝𝙚𝙧𝙚 𝙞𝙨 𝙣𝙤𝙩𝙝𝙞𝙣𝙜 𝙨𝙤 𝙪𝙨𝙚𝙡𝙚𝙨𝙨 𝙖𝙨 𝙙𝙤𝙞𝙣𝙜 𝙚𝙛𝙛𝙞𝙘𝙞𝙚𝙣𝙩𝙡𝙮 𝙩𝙝𝙖𝙩 𝙬𝙝𝙞𝙘𝙝 𝙨𝙝𝙤𝙪𝙡𝙙 𝙣𝙤𝙩 𝙗𝙚 𝙙𝙤𝙣𝙚 𝙖𝙩 𝙖𝙡𝙡." - 𝙋𝙚𝙩𝙚𝙧 𝘿𝙧𝙪𝙘𝙠𝙚𝙧 Are you an expert or novice at saying 'no'? Let me know some tactics that have worked for you in the comments Credit to Tim O for the artwork! Link to X and Instagram in the comments.

Time is what we want most, but what we use worst. Years ago, I thought time management was: ↳ Making to-do lists, ↳ Planning everything on a schedule, ↳ And still not getting everything done. But I learned the hard way: It’s not about doing more, it’s about doing it right. Here are 12 game-changing strategies: (that truly transformed my productivity) 1/ Anti-To-Do List: Track what not to do (low-value tasks or habits that waste time). 2/ The Rule of Three: Instead of endless task lists, set just 3 key priorities per day. 3/ Time-Stamped Planning: Estimate time for each task, so your schedule isn’t just a wish list. 4/ Switching Tax Awareness: Switching between tasks can cost up to 40% of your productivity—minimize it. 5/ Waiting Time Hack: Use waiting in line or commuting for micro-tasks (replying to emails or listening to audiobooks). 6/ 90-Min Deep Work Cycle: Your brain works best in 90-minute focus sprints followed by breaks. 7/ Day Theming: Assign specific tasks to certain days (e.g., Mondays for planning, Fridays for networking). 8/ Set Hard Stops: Decide when work must end to prevent overworking and force efficiency. 9/ Productive Boredom: Allow quiet time for creative thinking (no phone, no music). 10/ Just Start Rule: When procrastinating, commit to just 2 minutes of a task—momentum usually follows. 11/ Multiplier Tasks: Some tasks (automating a workflow or hiring the right person) save you time forever. 12/ Manage Energy, Not Just Time: Track when you’re naturally most focused and schedule deep work. Time is the only resource you can’t get back. Manage it wisely. ♻️ Share this with your network. ☝️ For more valuable insights, follow me, Victoria Repa.

The busiest founders are often the least effective. People often mix up being busy with getting things done. They think if someone's always doing something, they must be making progress. But I've seen something different in the best founders I know. They often look lazy to others. They're not rushing around or filling every minute with activity. Instead, they spend a lot of time just thinking. They might stare out a window for hours, turning a problem over in their mind. To an outsider, it looks like they're doing nothing. Meanwhile, less effective people are always in motion. They go to meetings, send emails, and cross items off to-do lists. They feel productive because they're always busy. But being busy isn't the same as being effective. The "lazy" founders often get more done because they focus on the few things that really matter. They ignore everything else. It's like the difference between a chef and someone who just likes to cook. The chef might spend all day perfecting one dish. The amateur cook will make five okay dishes in the same time. The key is to work hard on the right things, not just to work hard. At the end of each day, identify the single most important task for tomorrow. Block out a two-hour chunk in your calendar for focused work on just that task. During this time, turn off all notifications and resist the urge to check email or attend to minor tasks. You might be surprised at how much progress you can make by being "lazy" about everything except your top priority.

3 steps to master productivity: There's a limit on what you can do in a single day. At least competently. Throughout my career as a lawyer I've noticed a clear correlation. The more I try to do in a shorter period of time, the more the quality of my work product suffers. Small mistakes emerge. The polish on my final product loses its shine and becomes smudged. Here's what to do instead: 1. Used focused blocks. Limit your work to 2 or 3 hour blocks on a single task. This practice stops your brain from wasting energy on constant task transitions. Each switch incurs a cognitive penalty, and you have to reboot your brain to download the context surrounding the task. Focused blocks avoid frequent mental transitions and promote deep work. They enhance your concentration, and improve the quality of your end work product. 2. Reduce daily priorities If you can, set a maximum of 3 priorities each day. This approach prevents you from overloading your schedule and stepping into counterproductive territory. Stop saying yes to every assignment. Don't be afraid to turn away potential clients. With fewer priorities, your focus sharpens, and you give each task the attention it deserves. 3. Segment your day Dedicate specific parts of your day to distinct activities, often called "chunking". In the context of productivity, "chunking" refers to the practice of breaking up the workday into distinct, manageable segments or chunks of time dedicated to specific tasks or types of work. For example, you can dedicate the first two hours of your workday solely to deep work, then chunking email responses and meetings into later, more fragmented parts of the day. Try just one of these strategies and see what kind of difference it makes with your productivity and quality of your work. Follow me, James Kamanski, for more insights on personal growth! ♻ if you found value 🙏