In his book, Free to Focus, Michael Hyatt discusses automation as a way to achieve mental clarity.
Automation means solving a problem once, then putting the solution on auto-pilot.
Michael Hyatt
He divides the idea of automation into four sub-types:
- Self-automation
- Process automation
- Template automation
- Tech automation
Normally when we think about automation, we think of the latter. After all, tech is synonymous with automation. That’s why it’s more interesting to focus on the first three types of automation.
Today we’ll discuss how to use routines, templates and methodologies so we can prioritise our high-value tasks everyday.
What are routines?
In the simplest terms, routines are multi-step actions that we perform regularly.
For example, showering is a routine. Showers start by turning on the water and jumping in the shower. Next we lather and rinse shampoo, lather and rinse body wash. Maybe there are a few more steps before we turn off the water and dry ourselves with a towel.
The main difference between showering and most of our work routines is that we don’t have to think about what to do in the shower.
The beauty of routines is that following a pre-defined set of tasks puts our mind on auto-pilot. Consequently, this state of auto-pilot leads to some of our most creative break-throughs. That’s one reason we have so many of our best ideas in the shower.
Routines are also great because they speed up tasks and reduce our mistakes.
The practice of routines is similar to the Atomic Habits concept of Habit Stacking.
What routines should I use?
The best routines for your work will come down to the actions you need to perform regularly. Routines are great when you have a group of actions that need to be done together. For example, weekly meal preparation is a regular routine for me.
Routines also work well for lists of actions that need to be done at similar frequencies but that don’t take too long individually. In these cases, it can be good to book these out in chunks.
Starting my workday
A typical routine I follow everyday is how I start each day. Because I like to have a clear mind when I start the workday, I list out all the tasks I want to prioritise for the day in my Bullet Journal. I feel I’m in the best place to decide the day’s priorities day before I jump into any of the nitty-gritty.
Once I’ve outlined the day’s tasks, I dedicate blocks of time in the morning for my most important tasks. This list also includes smaller tasks to cross off in-between important tasks and during breaks. By the end of each day, I aim to cross off all the tasks I’d set for myself in the morning.
The above is a routine I can recommend to anyone who has many different projects on the go. Daily prioritisation is the only way to keep a clear mind if you have a lot of plates spinning.
Michael Hyatt recommends having a set routine for each morning and evening to wake up and wind down for rest. We should also have a routine to start and finish our workday, respectively.
Separating focus time from distractions
Another common routine I’ll use daily allows me to separate my deep work from my distractions.
This routine starts by me checking my calendar to see when my next meeting is. I also run through all my unopened emails and IMs to make sure there are no urgent requests. The aim here is to make sure nothing will distract me from 60-90 minutes of focus time.
Next, I close all the tabs and windows I don’t need for my first priority task. This includes all the spreadsheets and browser windows I used for previous tasks, as well as IM and email applications. Nothing should distract me while I’m focusing on my priorities.
After I’ve closed all my other windows, I’ll usually start a new Google Doc. I know it’s a bit messy, but it’s quick and gets the job done. All I want to do here is annotate my process. If any obstacles or new ideas come up, I’ll want to review them later.
Taking notes helps to keep a stream of consciousness while I’m working on a new project. That way, I don’t dwell on one idea for too long. It also helps show me that I’m making progress.
Usually, I’ll use the shortcut docs.new in my browser, which automatically opens a new Google Doc. Google Slides and Sheets have the same functionality with slides.new and sheets.new. You can even save these URLs as bookmarks, which makes opening Google Docs far quicker than opening a physical notebook!
Once I’ve completed these first three steps, I know I’m in a good position to work uninterruptedly and productively the entire time I’ve allowed myself.
What are methodologies?
Methodologies, or processes, are similar to routines but tend to have a lot more detailed and are specific to a set of tasks. We should document and simplify our methodologies, so that anyone who follows them will be able to perform the task.
Whereas routines are usually kept to the individual, methodologies are like instructions for IKEA furniture. Someone created them and anyone can follow them to complete the task.
How can I start using methodologies?
Because methodologies should clarify a unique sets of instructions, you will need to identify relevant opportunities in your current workflow.
The best processes to create methodologies for are the ones that you’ve done or delegated more than once, especially ones that take time to brief out or wrap your head around.
You’ll use your ideal methodology regularly to save time and still get the same output. Crafting the best methodologies comes down to 5 steps:
- First, notice which tasks happen weekly or are repetitive by nature. The tasks you have to teach someone before you go on holiday and the tasks people often ask about when you’re not at work are ripe for standardising.
- Next, document the steps necessary to complete the task. Make sure you don’t miss out any steps, so a person unfamiliar with the task can complete it without any questions. Treat the person like a computer programme. The computer won’t fill in the gaps, and neither should the person following your method.
- Once documented, you can begin to optimise. Ask yourself if any of the steps can be eliminated, simplified or even done in a different order. At this stage, we’re fine-tuning the process to make it easier to follow and complete the action.
- Next, we have to test the process. Perform the task yourself now, following only the instructions in your method. Does it hold up? It’s important to be honest here. If you have to do something to complete the task that isn’t in the document, the whole workflow will break down.
- Finally, we can share the document. Once we’ve tested the documented process, we can begin to share it with other people and save our time in the process.
A weekly review practice helps identify process that should be documented. The most important processes to create methodologies for are ones that happen each week.
Learn to prioritise your tasks and plan your ideal week for even more productivity.
What are templates?
Templates are standardised documents that we use on different occasions. Rather than creating a document from scratch, templates require only a few tweaks to re-purpose.
The main benefits of templates are that they speed up our processes and reduce the energy needed to create repetitive documents.
How can I start using templates?
The first step to benefiting from templates is to develop a template mindset. Anytime you work on a project or task, ask yourself “What part of this will I use again?” Any components that will be used more than once or twice are great to use as templates.
One area where we probably all spend a little too much is email. Email templates are one of the first places to look if you end up sending a lot of similar emails.
For example, you may get a lot of emails asking for a specific kind of advice. In that case, you might consider creating an email template with some advice, a few words of advice and even a link to a relevant blog post you’ve written!
There are many opportunities for creating template emails. Personally, I’ve created templates for call notes & agendas, regular client documents and my own automatic replies. These are all areas I’ve found opportunities to use templates. And I’m sure you’ll find your own unique template opportunities!
Simple Automations in a Nutshell
As we discussed in this post, it doesn’t take tech expertise to take advantage of automation. We just need to solve a problem and set up a system to keep benefiting from the solution. Routines, methodologies and templates all serve this purpose.
Taking advantage of these simple automations will make a difference in our work by re-focusing our energy from low-value to high-value tasks. The main benefit of automation, after all, is that we can focus more time on the actions that output the greatest rewards.
Luckily, we can use routines, methodologies and templates for the purpose of productivity. While you’re at it… why not learn 16 productive things you can do when you’re bored?
Re-prioritise your high-value work with simple automations and Mind & Practice today.