There are tons of countless productivity systems, time management tips, and self-training circuits available online, and almost every single one of them promises to show you how to improve time management skills with ease. Unfortunately, it can be overwhelming to figure out which strategies work best for you, which makes understanding how to tailor these methods to fit your unique needs is crucial. But the true challenge lies in customising your time and task management approach to boost productivity without compromising your health, well-being, or personal life.
Philip Perry, Content Manager at The ARF, science writer, entrepreneur and world traveller, offers unique insights into achieving this balance. Drawing from his personal experiences as a creative with ADD, Philip provides a fresh perspective on productivity, workplace environments, and the role of technology.
Why time management impacts productivity
One of the most widely touted terms in the average workplace, productivity has become central to career growth. Many firmly believe that the only way to become better at what you do is to adhere to strict productivity principles—tight deadlines, quantity AND quality, and rigid productivity systems. But one thing even the firmest productivity fans can’t deny is that there is no one-size-fits-all approach to it.
Productivity means different things to different people. “The issue is, productivity is often about perception,” Philip explained. “What feels productive to one person might seem like a waste of time to another.”
One of the key requirements for great productivity is having a handle on your soft skills. Whether it’s time management, critical thinking or teamwork, all of these converge to boost or tank your productivity. Most important among these is knowing how to spend your time, which is why it’s important to learn how to improve time management. There is a reason why having excellent soft skills directly impacts how well you’re perceived as a professional and a person—it’s because they are the hardest skills to teach.
This may be the reason why many struggle with overcoming procrastination or the imperception of time. Of course, various factors have contributed to an evolving understanding of productivity over recent years.
“The COVID-19 pandemic shifted people’s priorities towards valuing life and personal time more,” Philip observed. “People value what the important things are a little more now. We need to reconfigure the way we think about productivity.” This shift has led to a greater emphasis on balancing productivity with personal well-being, a trend that Philip fully supports. “That time you spend with your family, when you’re relaxing and recharging, means that you’re going to bring more of your A-game to whatever task you’re doing for work, not less.”
Other factors that contribute to the problem
Outside of global events, such as the pandemic, we’re seeing shifts across borders, too. Cultural differences also play a crucial role in shaping productivity standards. Some cultures find quantifiable expressions of productivity more valuable than qualitative ones. Others would rather see the task successfully completed, regardless of the number of hours that were put into it.
Philip lived in South Korea for two years, interviewing North Korean defectors and landing a writing opportunity in an Australian foreign affairs magazine, which launched his writing career. Referring to his past experience as an example, he noted, “In South Korea, they had the most hours worked a day, but if you look at the productivity, it’s not as high as a lot of other countries. Quality is better than quantity.”
A third factor Philip shared was technology, in particular, the role of artificial intelligence (AI) in productivity. The use of AI across several industries has skyrocketed in recent times but as we are all experiencing a learning curve together, no one is quite sure what the perfect formula would look like. At its current state, it is a useful but imperfect tool—so where do we go from here?
“AI needs a lot of oversight and use of an editor,” Philip explains. “It’s a great time-saving device, but when it comes down to the nitty-gritty of making sure you’re making an emotional connection with your reader, you can’t just run it through there and slap it up on your website.”
Productivity standards in the work environment
Universal productivity standards often fall short of addressing the diverse needs of different departments and individuals within an organisation—particularly marginalised people, like workers with disabilities. This approach, while prevalent in many corporate environments, could lead to detrimental effects, such as micromanagement and a lack of trust.
Philip emphasises the importance of tailored management approaches that recognise the unique strengths and needs of each employee. “A good manager gives each person what they need to succeed rather than applying uniform standards,” Philip asserted. Highlighting the difference between toxic and supportive work environments, he explained, “There’s a lot of toxic places out there to work, and there’s a lot of wonderful places out there to work. Sometimes it’s not you, sometimes it’s the environment.”
Philip began his educational journey as a history major, driven by a desire to be well-educated rather than pursuing a specific career path. In his twenties, he faced economic challenges but consistently nurtured his passion for writing, which eventually led to his break.
Over the course of his career, Philip became a health blogger, founded his own blogging business, and wrote for Big Think, a platform with over three million followers. Despite working long hours on science articles, the need for health insurance eventually led him to his current role. Alongside his professional commitments, Philip continues to write, working on a novel and short stories.
Philip elaborates how his current workplace exemplifies the benefits of individualised management, saying, “They realise the advantages and the specialities that everyone needs, and they’re open to that. There needs to be some understanding, some conversations, some communication, some flexibility.”
How to improve time management in a meaningful way
Dealing with ADD has been a significant aspect of Philip’s productivity journey. Diagnosed in high school, he has learned to work with his brain’s natural tendencies rather than fighting them, drawing on Eastern philosophy for guidance.
One of the biggest drivers in Philip’s journey to productivity is passion. “Passion-driven productivity is key,” he believes. “Choosing something you’re passionate about helps you stay engaged and motivated.” He also emphasised the importance of taking the ego out of work and focusing on the product rather than oneself.
During the pandemic, Philip moved to the countryside, integrating time in nature into his routine to help with focus. “Unstructured time in nature allows for mental clarity and problem-solving,” he noted. This connection with nature has become a vital part of his productivity strategy, providing a refreshing counterbalance to his work.
“Self-reflection and engineering one’s day based on individual productivity patterns is crucial,” he says. He eschews multitasking, preferring to focus on one task at a time with built-in breaks, a method that enhances performance and reduces stress.
Philip’s tips on how to improve time management
Over time, Philip has either unintentionally or through experimentation found ways to work with his ADD, rather than against it. He goes on to provide insights on how to improve time management in a way that works for you—a customised approach.
“Hyperfocus kicks in when I’m interested in something. It’s a productive state, allowing me to accomplish a lot in a short time,” he explains. This approach involves working intensively for short periods followed by breaks, a method that maximises efficiency and minimises burnout.
Philip’s daily routine and the tools he uses are essential components of his productivity strategy.
Using technology or tools
“We usually have a meeting every morning. I use a bunch of different software to keep on task. I’m more low-tech and I use sticky notes everywhere,” he shares. In particular, he finds calendars and scheduling tools vital for managing time effectively. “I always put everything in my calendar because with ADD, you get into hyper-focus and might miss a meeting or deadline,” he explains.
Tackling procrastination
Addressing procrastination involves a combination of self-esteem and external pressure. “If you’re struggling with procrastination, you might need to do some soul-searching about self-esteem. Value your own opinion and find confidence in your ability to get things done. Sometimes, external pressure can help, like asking a friend to check in on you or making a visual progress chart,” Philip advises.
Treating yourself
Philip employs various strategies to stay motivated when dealing with unappealing tasks. “When faced with a task I don’t like, I take an emotional check. Sometimes, it feels like there’s a responsible adult and a frustrated child inside me. I find ways to motivate myself, like taking breaks, listening to music, or watching short episodes of Adventure Time,” he explained.
Balancing work with leisure activities is another critical aspect of Philip’s productivity approach. “You need that time to refresh yourself, hang out with friends or you need it to play games. Everything in balance,” he emphasised. “Sometimes, you need to trick yourself into being productive. Little treats and breaks can make a big difference,” he noted.
Focus on what you can do
Ultimately, productivity is a shifting goalpost. To be productive, you need to be adaptable. You might feel the need to do everything, everywhere, all at once (no relation), but it is simply not possible.
“Don’t try to do everything. Focus on who you want to be and what’s truly important to you. Pare down to the essentials and put your energy into what really matters,” Philip advises. He assures that this approach not only enhances productivity but also ensures a fulfilling and balanced life.
This is the last factor that ties together time and task management for better productivity without compromising personal health and well-being. By emphasising passion-driven productivity, self-knowledge, and the importance of balance, you’ll be able to create a healthy relationship between work and life.
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