Productivity and Goal Setting Are Achievable for Everyone… I’ve written and spoken on these topics in great detail over the years, but the truth is that productivity and goal setting go hand in hand. Here, I’m sharing my thoughts, ideas, and strategies on productivity and goal setting for writers and entrepreneurs because I believe our needs are quite different from those who identify in different ways.
The Ivy Lee Method is a simple productivity technique that dates back to the early 20th century and is named after Ivy Lee, a productivity consultant. The method is straightforward and can be implemented easily. Here’s a basic outline of the Ivy Lee Method:
At the end of each workday, write down the six most important things you need to accomplish the next day. These should be the tasks that will have the most significant impact on your work or goals.
Prioritize the tasks in order of importance. Number them from 1 to 6, with 1 being the most crucial task.
The next day, focus on the first task. Work on it until it is completed before moving on to the second task.
Repeat the process each day. If there are unfinished tasks, transfer them to the next day’s list.
The simplicity of the Ivy Lee Method lies in its emphasis on prioritization and focus. By limiting your daily tasks to a manageable number and focusing on them in order of importance, you avoid feeling overwhelmed and increase your chances of completing essential tasks.
This method is often praised for its effectiveness in promoting productivity and reducing decision fatigue. It encourages individuals to focus on a small number of high-priority tasks rather than creating lengthy to-do lists that can be daunting.
Remember that the key to this method is discipline and consistency. Stick to the routine of planning your day the evening before and focusing on completing each task in order of priority. This strategy is in addition to the advice I share regarding to-do lists and schedules.
What are the advantages of using the Ivy Lee Method for writers, marketers, and entrepreneurs?
The Ivy Lee Method can offer several advantages for authors, marketers, and entrepreneurs, as it provides a structured approach to daily productivity. Here are some benefits specific to these professional roles:
Writers:
Prioritization of Writing Goals: For authors, the method helps in identifying and prioritizing key writing tasks. This is crucial for those working on books, articles, or any other writing projects.
Focused Writing Sessions: By concentrating on one task at a time, authors can have more focused and productive writing sessions. This can lead to higher-quality output.
Consistent Progress: The method encourages consistency in daily work. Over time, consistent progress can lead to the completion of larger writing projects.
Marketers:
Strategic Planning: Marketers often juggle various tasks, from content creation to campaign management. The Ivy Lee Method forces marketers to strategically select and prioritize the most impactful tasks for the day.
Campaign Execution: By focusing on one marketing task at a time, marketers can execute campaigns more efficiently. This is particularly beneficial for time-sensitive promotions and launches.
Adaptability: Marketers often need to adapt to changing trends and priorities. The daily planning aspect of the method allows for adjustments and ensures that the most critical tasks are always addressed.
Entrepreneurs:
Business Strategy Focus: Entrepreneurs can use the Ivy Lee Method to keep their focus on high-level business strategies. This includes tasks related to business development, partnerships, and long-term planning.
Reduced Overwhelm: Entrepreneurs often wear multiple hats, and it’s easy to feel overwhelmed. This method helps in breaking down tasks into manageable steps, reducing stress and making progress more achievable.
Improved Decision-Making: By limiting the number of daily tasks, entrepreneurs can make more informed and thoughtful decisions about the most critical aspects of their business.
As you can see, the Ivy Lee Method provides a framework that can be adapted to the specific needs of writers, marketers, and entrepreneurs. It helps them prioritize effectively, maintain focus, and achieve consistent progress in their respective professional domains.
What Other Methods are Effective for Productivity and Goal Setting?
There are numerous productivity and goal setting methods that individuals can explore to find what works best for them. Here are several popular methods:
1. Pomodoro Technique:
Method: Work in focused intervals (typically 25 minutes) called “Pomodoros,” followed by a short break.
Benefits: Helps maintain focus and avoid burnout by breaking work into manageable intervals. I’ve written more on this productivity technique here.
2. Kanban Method:
Method: Visualize tasks on a board with columns (To Do, In Progress, Done). Move tasks through stages.
Benefits: Provides a visual overview of tasks, helps manage workflow, and enhances collaboration.
3. SMART Goals:
Method: Set goals that are Specific, Measurable, Achievable, Relevant, and Time-bound.
Benefits: Increases clarity and likelihood of goal achievement by setting well-defined objectives.
4. Eisenhower Matrix (Urgent-Important Matrix):
Method: Categorize tasks into four quadrants based on urgency and importance. I’ve written more on the Eisenhower Matrix here.
Benefits: Prioritizes tasks by urgency and importance, helping users focus on what truly matters.
5. Getting Things Done (GTD):
Method: Organize tasks into lists based on context and priority.
Benefits: Reduces mental clutter, enhances organization, and provides a systematic approach to task management.
6. The 2-Minute Rule:
Method: If a task takes less than two minutes to complete, do it immediately.
Benefits: Prevents small tasks from accumulating and promotes quick task completion.
7. Eat That Frog! Method:
Method: Tackle the most challenging task first thing in the morning.
Benefits: Increases productivity by addressing the most critical task when energy levels are high.
8. 18 Minutes Time Management Method:
Method: Allocate 18 minutes per day to set priorities, plan, and review progress.
Benefits: Provides a structured approach to daily time management and goal setting.
9. Zen to Done (ZTD):
Method: Combines principles of productivity systems, focusing on one habit at a time.
Benefits: Simplifies productivity by emphasizing habits like capturing tasks, planning, and reviewing.
10. The Seinfeld Strategy (Don’t Break the Chain):
Method: Consistency is key; mark off each day on a calendar when a task is completed.
Benefits: Builds habits by creating a visual streak of completed tasks.
The effectiveness of these methods can vary from person to person, so it’s advisable to experiment and adapt them to fit individual preferences and work styles. Combining elements from different methods is also a common approach to create a personalized productivity system.
How to Get Started Using the Ivy Lee Method for Productivity and Goal Setting… Steps to Take
Getting started with the Ivy Lee Method is a straightforward process. Here are the steps you can follow:
Select a Consistent End-of-Day Time:
Choose a specific time at the end of each workday when you can review your tasks and plan for the next day. This consistency helps in establishing a routine.
Review Your Current Tasks:
Take a few minutes to review your ongoing tasks and projects. Consider what needs to be done and what tasks are the most important for your overall goals.
Identify the Six Most Important Tasks:
Narrow down your tasks to the six most important ones for the next day. These should be the tasks that, if accomplished, would contribute significantly to your progress or success.
Prioritize Your Tasks:
Assign a priority to each task. Number them from 1 to 6, with 1 being the most crucial task that you aim to complete first.
Write Down Your Plan:
On a piece of paper or in your preferred note-taking app, write down your list of six tasks along with their priorities. This written plan helps clarify your goals and serves as a reference for the next day.
Start the Next Day with Task 1:
Begin your workday by focusing on the first task on your list. Try to avoid distractions and concentrate on completing this task before moving on to the next one.
Repeat the Process Daily:
At the end of each day, repeat the process. Review your progress, adjust your task list if needed, and plan the next day’s tasks.
Carry Over Unfinished Tasks:
If there are tasks you couldn’t complete, carry them over to the next day’s list. Consider adjusting priorities if new tasks emerge.
Evaluate and Adjust:
Regularly evaluate the effectiveness of the method for you. If needed, adjust your approach based on what tasks are most critical to your current goals.
Stay Consistent:
Consistency is key to the success of the Ivy Lee Method. Make it a daily practice to plan and prioritize your tasks, and stick to the routine.
Remember, the simplicity of the Ivy Lee Method lies in its consistency and focus on a small number of important tasks. By implementing this method, you can bring more structure to your daily work, reduce decision fatigue, and enhance your overall productivity.
Who was Ivy Lee and how did he come to create his method for productivity?
Ivy Ledbetter Lee (July 16, 1877 – November 9, 1934) was an American public relations expert and a pioneer in the field of modern public relations. He is often considered one of the founding figures in public relations and corporate communication. While Ivy Lee did not invent the concept of public relations, he significantly contributed to its development by introducing ethical principles and emphasizing transparency.
The Ivy Lee Method for productivity, however, is a separate aspect of his influence. The story goes that Charles M. Schwab, the president of Bethlehem Steel Corporation and one of the richest men of his time, consulted Ivy Lee for advice on improving the efficiency of his executives and increasing productivity at Bethlehem Steel.
According to the popular narrative, Ivy Lee proposed a simple yet effective method during a meeting with Schwab. Lee suggested the following steps:
**At the end of each workday, write down the six most important tasks to be done the next day.
Prioritize these tasks in order of their true importance.
The next day, focus on the first task until it is completed before moving on to the next one.
Repeat the process daily, moving unfinished tasks to the next day’s list.
Schwab implemented this method at Bethlehem Steel, and as the story goes, he was so impressed with the results that he sent Ivy Lee a check for $25,000 (equivalent to a substantial sum in those times) as a gesture of appreciation.
While the specific details of this story may be anecdotal, what is clear is that Ivy Lee’s principles of productivity emphasized focus, prioritization, and simplicity. The Ivy Lee Method, as it came to be known, has since become a popular and enduring approach to personal and professional productivity.
Ivy Lee Method for Productivity and Goal Setting – Let’s Review…
The method itself is simple. At the end of every work day, write down six tasks you have to complete tomorrow. (If it’s Friday, write down what you need to do Monday. Don’t forget that taking breaks over the weekend is important for productivity, too.) Do not write down more than six. The goal here is for the list to be manageable, not never-ending. Next, prioritize them. You can do this however you see fit, but consider using a method like the Eisenhower Matrix to figure out which tasks are the timeliest and most urgent.
The next day, it’s time to start on the list. Begin with the first task in the morning and see it all the way through before jumping to the second one. Keep going until the end of the workday, tapping into your capacity for doing deep work by focusing on just one task or project at a time. When your day is over, anything that is incomplete should be moved to tomorrow’s list and new tasks should be added to it until you reach six.
By rolling the tasks over, you ensure they’ll get done, but by being aware that you have the option to roll them over at all, you won’t feel overwhelmed. Do try to keep the tasks as granular as possible, though. Instead of writing “end-of-quarter report” as one list item, break it down. If pulling and analyzing the data is a step to writing the report, make it one task. If inputting it into a presentation is another, that’s one task, too.
What Goals Are and What They Are Not When It Comes to Productivity and Goal Setting
A goal is an end result or objective you want or need to accomplish. Goals, which can be both long- and short-term, provide direction and motivation to help you achieve a desired outcome. To help you understand this concept more, let’s go over what goals are and what they are not.
Goals Are the Things You Want To and/or Need To Achieve
Goals are specific, measurable, and time-sensitive objectives designed to help you measure progress and stay on track toward achieving your desired outcome.
For example, a goal like this:
“I will lose 10 pounds in three months by exercising five days per week and cutting back on sweets and processed foods…”
…is a well-thought-out goal.
It describes what the goal is: Lose 10 lbs. It explains how you will go about it and has a realistic time frame. You can use that information to design your action plan.
Productivity and Goal Setting Lead to the Results You Want to Achieve
As mentioned above, a well-crafted goal describes the end result or outcome you are working towards.
Here is another example: “I will start a ghostwriting business for people who want to make money selling clean romance novels on Amazon Kindle.”
You will create smaller goals from this first goal, such as building a website where potential customers will learn more about your services and find contact information.
From there, you will need a goal for creating content that highlights your talents and outlines the benefits of collaborating with you.
Then, the next goal will be setting up marketing campaigns to reach out to romance authors needing assistance with their writing projects.
All these steps lead to one end goal: establishing a successful ghostwriting business.
Goals Are Time-Sensitive
A goal requires time sensitivity because that time limit creates a sense of urgency and motivates you to complete it. When setting a goal, it’s vital to have an end date that gives you a realistic timeline for completing the task.
Being realistic here is critical as it helps keep you focused and on track regarding reaching your objectives without frustration. Plus, a time limit gives you greater insight into how much effort is needed to reach your goal within the set timeline.
Goals Help Measure Progress
Goals provide a clear target to work towards and to track progress toward achieving them. They measure progress because they provide a tangible tracking mechanism, so you know how close you are to achieving the desired end result.
You use goals to set shorter-term milestones that allow you to monitor your progress and help you stay motivated and focused on the bigger picture. Concrete goals will enable you to evaluate yourself objectively and make adjustments when necessary.
Goals Need to Be Both Large and Small
Goals range from long-term objectives, such as purchasing a house or starting a business, to short-term goals, like saving for a vacation or learning a new skill.
Setting big and small goals is beneficial because it helps create a sense of balance. Big goals provide the long-term motivation and direction you need, while small goals give you short-term objectives to reach along the way.
Goals are not the steps, processes, or actions you take to achieve the goal.
These steps are the means to an end and are separate from the goal itself. Goals are the desired end result of a particular activity or endeavor. They set the benchmark for success and provide guidance and motivation to reach that end.
Remember, goals are not the actions you take to achieve them. Setting clear and measurable goals helps you focus your efforts and progress toward achieving your desired outcome. Productivity and goal setting go hand in hand.
How Would a Writer, Marketer, or Entrepreneur Establish a Goal Setting and Achieving Practice Using the Ivy Lee Method?
Adapting the Ivy Lee Method for goal setting and achievement in the specific contexts of a writer, marketer, or entrepreneur involves tailoring the approach to the unique demands of each role. Here’s how individuals in these professions can establish a productivity and goal setting and achieving practice using the Ivy Lee Method:
For Writers:
Identify Writing Goals:
Determine your overarching writing goals, whether it’s completing a book, finishing specific chapters, or meeting deadlines for articles.
Break Down Writing Projects:
Divide larger writing projects into smaller, manageable tasks. This could include outlining chapters, researching, or drafting specific sections.
Prioritize Writing Tasks:
Choose the six most critical writing tasks that align with your overall goals. Prioritize them based on importance and deadlines.
Allocate Time for Creativity:
Consider allocating specific time slots for creative tasks, such as brainstorming or developing new ideas. Include these in your daily prioritization.
Evaluate Progress Regularly:
At the end of each day, assess your progress. Adjust your task list as needed, and carry over any unfinished tasks to the next day.
Consistency in Writing Routine:
Maintain a consistent routine for writing. The Ivy Lee Method can help in establishing a daily writing practice that contributes to long-term goals.
For Marketers:
Define Marketing Objectives:
Clearly outline your marketing objectives, whether they involve campaign launches, content creation, or social media engagement.
Segment Marketing Tasks:
Break down marketing initiatives into specific tasks, such as designing graphics, writing content, or analyzing campaign metrics.
Prioritize Campaigns:
Identify the most critical marketing campaigns or activities that align with your business goals. Prioritize them in your daily list of six tasks.
Allocate Time for Strategy:
Allocate time for strategic thinking and planning. This might involve assessing market trends, competitor analysis, and refining marketing strategies.
Evaluate Campaign Performance:
Regularly evaluate the performance of ongoing campaigns. Use the insights gained to adjust your priorities and tasks for the following days.
For Entrepreneurs:
Define Business Goals:
Clearly articulate your business goals and objectives, whether they involve product launches, business development, or financial targets.
Break Down Business Projects:
Divide larger business projects into smaller, actionable tasks. This could include tasks related to product development, client meetings, or financial planning.
Prioritize High-Impact Tasks:
Identify the tasks that have the most significant impact on your business success. Prioritize these tasks in your daily list.
Allocate Time for Strategy:
Dedicate time for strategic thinking and planning for the overall growth of your business. This could include long-term planning and partnership development.
Review Financial Goals:
Regularly review and update financial goals. Adjust your daily priorities based on the financial performance of your business.
Consistency in Business Management:
Use the Ivy Lee Method to establish a consistent routine for managing daily business operations. This helps in maintaining focus on key business priorities.
General Tips for All Professions Wanting to Embrace Productivity and Goal Setting:
Stay Flexible:
Be flexible in adapting your goals based on changing circumstances, market trends, or emerging opportunities.
Celebrate Achievements:
Acknowledge and celebrate the completion of significant tasks or milestones. This helps maintain motivation and a positive mindset.
Learn from Setbacks:
If a goal is not achieved, use it as an opportunity to learn. Assess what went wrong and adjust your approach accordingly.
Communicate Goals:
Share your goals with relevant stakeholders, whether it’s a writing group, marketing team, or business partners. This promotes accountability and support.
Use Tools and Technology:
Leverage productivity tools and technologies that align with your profession. This could include project management apps, writing software, or analytics tools.
Remember that the key to the Ivy Lee Method is consistency and adaptability. Regularly assess your goals, adjust your tasks based on feedback and progress, and maintain a focused and disciplined approach to achieve long-term success.
I’m bestselling USA Today and Wall Street Journal author Connie Ragen Green, embracing productivity and goal setting to create a lifestyle by design and a business that most people only dream about.
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