There's a Better Way
Use simple systems to be more productive and stay healthy
Last week I talked about prioritizing your health to recover from burnout. Today I want to talk about systems you can use to help you avoid burnout.
There’s a better way to work. You can’t control certain aspects of your job or side project, but you can control how you plan and execute.
👉 This is a three-part series about how to conquer burnout:
Part 1: Your Health Comes First
Part 2: There’s a Better Way
Part 3: You’re Not Alone
Track (and rank) your tasks
As a Software Engineer by day and SaaS builder by night, I always have tasks to work on. One of the systems I use daily is task tracking and prioritization.
Track
I always feel better when I know exactly what I have to do. This reduces my stress and anxiety levels. I don’t have to worry about what to work on. I can use my task tracker to find the next important task.
Rank
Adding a priority level or date to tasks is also a good idea. You don’t need to do everything on your to-do list right now. Burnout often happens when we do too much. Focus on the tasks that need to get done today. The rest can wait.
Now, next, later
I follow the “now, next, later” roadmap for projects with many tasks and phases. You break down tasks into these three columns. This highlights the tasks you should do now so you can get them done. And it tells your brain that you don’t have to do everything now (or next).
What I use
For task tracking, I use Things, Notion, and Trello. I recommend separate lists for personal, day job, and side gig tasks. You don’t want to get distracted by one area of your life while focusing on another.
I love checking off a to-do item or moving a Trello card to the ‘Done’ column. This small win makes me feel like I accomplished something. It also fosters momentum and positivity.
Now that you know how to organize your tasks, let’s learn about the one thing.
The ONE Thing
The ONE Thing is a phenomenal book by Gary Keller. It has revolutionized the way I approach work.
When you try to do two things at once, you either can’t or won’t do either well.
Gary Keller – The ONE Thing
Your one thing
Multi-tasking doesn’t work. Focus on one thing at a time.
What's my ONE thing today?
What's my ONE thing right now?
This can help you break down large tasks into micro-tasks. You might not have time between meetings to start and finish a large task, but you can work on a micro-task.
Goal setting
What I love about this strategy is that you can use it to help you create focused goals. In the book, Gary talks about setting someday, five-year, and one-year goals. When you focus on your one thing right now, you increase the chances of reaching your long-term goals.
You’ve learned about the one thing. Let’s schedule time for your one thing.
Time blocking
Don’t let your schedule own you. Take control of it with time blocking.
Focus blocks
Try scheduling focus blocks at the start and end of your workday. This preserves time for you to prepare for and conclude each workday. Use this time at the beginning of the day to figure out your one thing. Spend some time reflecting at the end of your day. Being mindful of your actions and feelings can put things into perspective. And this can help spot the warning signs of burnout.
Task blocks
The best way to ensure you get your one thing done every day is to schedule it. Add task blocks to your calendar to focus on specific areas of your job or side project.
Take a lunch break
Don’t skip lunch. You need to eat and take a break from work. Put your lunch break on your calendar and close your laptop when it comes.
You can prevent burnout when you optimize your schedule. Leverage systems and processes to stay focused, motivated, and healthy.