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Productivity Tip: Start with Simple

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Here’s a project for you: go build a smart phone this weekend.

I’ll give you some parts and some tools. You can pull from the internet if you want. And we’ll help you keep the distractions away. How do you think your project will turn out?

If you’re like most people, it’s going to be an unmitigated disaster. Why?  Because it’s virtually impossible to build a complex system from scratch.

Productivity Complexity

If you’re new to thinking about productivity and personal effectiveness, you may be surprised by how complex the whole subject can be.

There’s the theology piece. There’s the motivation piece. There’s weekly planning and workflow management and a hundred digital tools that might help you. You have different roles, specific strengths, and personal passions…

Then, as soon as you make some progress fitting the pieces together for you, you realize that you better figure out how your personal system fits (or doesn’t fit) with your colleagues. It doesn’t matter how “effective” your system is if you can’t work with others to be truly productive.

All this complexity can keep you from getting started.

The good news is you don’t have to jump in to the deep end of the productivity pool.

Start with Simple

Today’s tip is simply to “start with simple.”

This comes from Gall’s Law, named after John Gall, a systems theorist who wrote the book Systemantics: How Systems Work and Especially How They Fail. It goes like this:

A complex system that works is invariably found to have evolved from a simple system that worked. The inverse proposition also appears to be true: a complex system designed from scratch never works and cannot be made to work. You have to start over, beginning with a simple system.

So, permission granted to start simple.

Simplicity is incredibly powerful in how it allows you to get started and in what it makes possible down the line.

A Few Simple Places to Start

Productivity Tip: Remember the Intangibles (and go to conferences)

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Remember the Intangibles

The tendency to focus only on immediate, directly measurable results is a common productivity fallacy for individuals and organizations.

Way back in 1982 Tom Peters and Robert Waterman termed this “the numerative bias,” and gave example after example of how a narrow concern for numbers leads managers and leaders to overlook the things that really make their products and services shine—and thus leads them to do things to “cut costs” and increase the bottom line that actually end up undermining their results in the long-term. 

This is the great irony: defining productivity mainly in terms of immediate measurable results actually undermines the measurable results in the long-run.

The time and energy and resources you invest in the intangibles is not lost; it is not a “cost of doing business.” It’s an investment that pays substantial returns in the long run. It’s just that you can’t always draw a direct and immediate line to the results. But the results are there, and the connection is there, just as the farmer who sows a crop in the spring sees results—not immediately, but in the fall, when it’s time to harvest.

We too need to have this longterm view when it comes to our effectiveness and productivity, both as individuals and as organizations.

Attending Conferences

One example here for the knowledge worker is attending conferences or industry events. I believe that all knowledge workers should go to every conference they can because these are prime opportunities to connect with people, benefit from excellent teachers, and share ideas—essential to knowledge work. But many think that going to a conference is a luxury or bonus, something to do only if you can get your other, “real” work done.

But nothing could be further from the truth. Going to conferences is a key part of the work of any leader and manager. It is one of the many intangibles at the heart of knowledge work in our day.

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Adapted from What’s Best Next: How the Gospel Transforms the Way You Get Things Done. See also Tom Peters and Robert Waterman’s In Search of Excellence, especially chapter 6, “Close to the Customer,” where they note that high performing companies are “mainly oriented toward the value, rather than the cost, side of the profitability equation,” and chapter 2, “The Rational Model.” See also my article, Against Over-professionalism in Management: Managing for the Human Side

Hope for Those Who Feel Totally Unproductive

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Job loss, economic downturns, illness, accidents, and a host of other difficult circumstances mean that at some point most of us will face something beyond a typical productivity challenge. We will have times when we’ll be seemingly unable to get much done at all that feels “productive.”

If you’re in a situation like that, take hope in the truth that you can be faithful wherever you are, however meager your energy and resources seem to be.

The book of Revelation, for example, teaches that faithfulness is the means by which we overcome the world and obtain victory. Christ specifically emphasizes this in his letters to the churches in chapters 2 and 3 in relation to those who are powerless and seemingly unable to do anything:

  • “I know your tribulation and your poverty (but you are rich).” – Revelation 2:9
  • “I know you that you have but little power, and yet you have kept my word and have not denied my name.” – Revelation 3:8

You can be poor in this world, and yet utterly rich before Christ (Revelation 2:9). You can be utterly powerless in this world, and yet highly regarded by Christ (Revelation 3:8). This is true riches.

Trusting in him and obeying his commands is the essence of what God requires, and you can do this wherever you are and in whatever condition you are in.

No matter what your situation, you can look to God (Psalm 18:6), you can pray for the spread of the gospel among all nations (Matthew 6:9-10), you can be kind to the people who cross your path (1 Corinthians 13:5), and you can point them to your hope in Christ (1 Peter 3:15). “Let him who walks in darkness and has no light trust in the name of the Lord and rely on his God” (Isaiah 50:10).

And, no matter what situation you’re in, you can pray. You can do more through prayer than you can imagine. “Now to him who is able to do far more abundantly than all we ask or think…to him be glory” (Ephesians 3:20-21).

If you can pray, you can change the world.

Workflow Webinar for Pastors and Church Leaders

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CRAFT (3)

The Pastor’s Week – A What’s Best Next Webinar (12/9/2015)

Our next online training will be a live webinar especially for pastors on workflow management.

Pastors and church leaders have demanding schedules. From weekly sermon prep to crisis situations, being a pastor requires frequently switching gears to serve your church.  And no matter how much you love Christ and want to serve his people, productivity challenges and seasons of overload can happen to the best, most faithful pastor. Constantly switching gears between “the urgent” and “the necessary” can be exhausting. It becomes almost impossible to work projects to completion and gain a sense of momentum.

Join Matt Perman next Wednesday in this 60 minute live webinar as he explores the unique aspects of pastoral productivity, guiding biblical principles, and practical tips for managing your workflow, protecting time for what’s most important, and how to get back on track when things zoom out of control.

The Details

  • Presenter: Matt Perman
  • Date: December 9, 2015
  • Time: 9:00 am CST ; 2:00 pm CST
  • Cost: $34
  • Login details: After signing up, your registration will be approved within 48 hours and we’ll email you details for joining your choice of the the morning or afternoon session on 12/9 (via GotoWebinar).

Productivity Tip: Ask “What’s Best Next?”

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“What’s best next” is both a statement and a question (and it’s a productivity tip in and of itself).

“What’s best next” is first of all a statement about that which is best next, which is doing the will of the Lord.

What is the Lord’s will in our daily work? We know that ultimately what Jesus wants from us is love (Matthew 22:37-40), so that’s always what’s best next. All of our productivity needs to be grounded in love—first, in terms of our motives (seeking the good of others) but also in terms of how we make decisions at all.

This is often overlooked: love isn’t just our motive in what we do, it’s also a guiding principle by which we decide what to do. What is best for the other person? That’s the question love asks, and it’s the guiding principle of true productivity. We don’t make choices based on what’s best for ourselves next, we make the welfare of others the motive and criterion for deciding what to do.

And so “what’s best next” is also a question we can use to help guide us. We can’t do everything that might possibly be next. We need to do what’s best next. A core principle for getting things done is to do what’s most important first. So when you have a thousand things to do, slow down and ask “what’s best next?” Then do that. Likewise, don’t do what’s easiest next; do what’s best next.

“What’s best next?” is a question you can continually use to guide your daily work.

Collaboration is More than “Everyone Plays Their Part”

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You’re likely working with other people to produce or create something this week.

God has put us in this together—different skills and experiences coming together to accomplish way more than we could accomplish on our own.

As Christians, we understand this at a foundational level. We know the call to use our different gifts to serve as “good stewards of God’s varied grace” (1 Peter 4:10). Or how, in the body of Christ, “the eye cannot say to the hand, ‘I have no need of you,’ nor again the head to the feet, ‘I have no need of you'” (1 Corinthians 12:21).

We believe deeply in coming together for a common mission, and we want the benefits that come from strong collaboration, whether in our church or our workplace.

But in practice we can miss out. More than that, we can experience tension or even conflict with our teammates when we approach “teamwork” or “collaboration” in different ways without realizing it.

As I’ve led and worked in different teams over the years, I’ve noticed two basic levels of collaboration and the challenges that come when we apply collaboration differently.

Here’s what I mean:

Level 1 collaboration looks something like this: 
  • “Everyone needs to play their part for us to do this well.”
  • “I’m responsible for making this decision.”
  • “You do this, I’ll do that, and together we can make a big difference.”
Level 2 collaboration, on the other hand, looks more like this:
  • “You’ve only been here a few weeks, but I really want your perspective.”
  • “Can I suggest another way to think about it before we make that policy shift?”
  • “I read about this new software. Wanted to make sure you knew about it…”
  • “That’s my idea. How can we make this stronger?”

We can limit our productivity as a team if we operate solely in Level 1. And we can actually be counter-productive when some of the team are operating in the former and others are aiming for the latter.

Level 1 collaboration has it’s place, but don’t settle for that. Level 2 collaboration is where the really good stuff happens.

To Be Productive is to Be Fruitful in Good Works

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What Does God Want Done?

Good works. What God wants done are good works.

We see this right in Matthew 5:16, where Jesus sums up for us the entire purpose of our lives: “Let your light shine before others, so that they may see your good works and give glory to your Father who is in heaven.”

That is the purpose of the Christian life summed up for us in one sentence. The entire purpose of our lives—what God wants from us—is to do good for others, to the glory of God.

We also see this in one of the most important passages on productivity in the Bible—Ephesians 2:8-10: “For by grace you have been saved through faith. And this is not your own doing: it is the gift of God, not a result of works, so that no one may boast. For we are his workmanship, created in Christ Jesus for good works, which God prepared beforehand, that we should walk in them.”

Likewise, Titus 2:14 tells us that Jesus “gave himself for us to redeem us from all lawlessness and to purify for himself a people for his own possession who are zealous for good works.” And Jesus says in John 15:16, “You did not choose me, but I chose you and appointed you that you should go and bear fruit and that your fruit should abide.”

Being Fruitful in Good Works

Hence, good works are part of the purpose of our salvation. In one sense we have been doubly created for good works. God created us to do good works, as we see in the creation mandate in Genesis, and here we see that we are also re-created in Christ to do good works.

Productive things, then, are things that do good. Productivity always has to be understood in relation to a goal, and God’s goal is that we do good works.

Hence, we can define productivity in this way: to be productive is to be fruitful in good works. 

Adapted from What’s Best Next: How the Gospel Transforms the Way You Get Things Done.

 

Productivity Tip: Pay Attention to Your Desk Setup

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Your desk setup can make a big difference.

Having a well-designed “cockpit” is an overlooked secret of some of the most productive people.

From the November 2015 issue of Fast Company:

People with neat offices are more persistent and less frustrated and weary, according to a recent study in Harvard Business Review, which found that a clean desk helps you stick with a task more than one and a half times longer. “While it can be comforting to relax in your mess, a disorganized environment can be a real obstacle,” says Grace Chae, a professor at Fox School of Business at Temple University and coauthor of the study.

For more on the principles and practices for making your desk work for you, and how all of this relates to serving people, see Matt’s book How to Set Up Your Desk:A Guide to Fixing a (Surprisingly) Overlooked Productivity Problem (available on Amazon or WhatsBestNext.com)

 

Developing a Christian Worldview

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As Christians, we are called to engage the culture, not retreat from it. In order to do this effectively (and winsomely, avoiding spiritual weirdness), we need to understand how to develop a Christian worldview.

Philip Graham Ryken’s booklet What is the Christian Worldview is the best short read on how to do this. It outlines the four basic components of the Christian worldview—creation, fall, redemption, and restoration—and shows how they apply to every area of life.

This book gives a good basis for understanding the framework for thinking Christianly about anything, so that you can then apply the framework to your own specific callings.

 

Productivity Tip: Counteracting Groupthink in Meetings

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In our organizations today, we spend significant time conducting and participating in meetings. This isn’t all bad, of course, as good meetings hold the potential for generating new ideas, aligning teams around a common purpose, and moving projects forward.

But when it comes to collaborative meetings, there are some common obstacles that hinder team productivity. The tendency of groupthink, for example. Or assuming that a more experienced colleague has the best idea (or the other way around). Or the respected leader who gives their opinion too soon, affecting the freedom others feel to share their perspective.

Today’s productivity tip is for the leader who’s aware of such tendencies and wants to avoid them. 

This comes from Daniel Kahneman’s popular book Thinking Fast and Slow. In a chapter on jumping to conclusions, Kahneman writes: 

Before an issue is discussed, all members of the committee should be asked to write a very brief summary of their position. This procedure makes good use of the value of the diversity of knowledge and opinion in the group. The standard practice of open discussion gives too much weight to the opinions of those who speak early and assertively, causing others to line up behind them.

I think this is really wise, even if it wouldn’t make sense in every meeting context.

If you’re responsible for facilitating meetings, try weaving something like this in where you can, especially for strategic planning, creative brainstorming, and other meetings where you need to leverage the gifts of the whole team.

We want the best ideas to win out, not just those that come from the most senior, the most confident, or the most savvy.