Strategies for Thriving in the Top 1%: 7 Essential Work Rules
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Chapter 1: A Year of Transformation
The year 2023 was nothing short of an adventure for me, filled with numerous ups and downs unlike any previous year I can remember.
On a personal note, our family welcomed its newest member—our second son—in March. The joy of holding a newborn is an indescribable experience that truly transcends words.
Professionally, my responsibilities expanded significantly, bringing forth challenges I had never encountered before. As my role evolved, I was required to adapt swiftly to this new landscape, a transition that proved to be quite turbulent. Nevertheless, this journey brought about personal growth.
This evolution, however, came at a price. The added responsibilities of parenthood and work encroached on the time I had set aside for my self-improvement. Although I was somewhat prepared for this shift, I found it overwhelming and difficult to manage.
Consequently, I saw a decline in many of the growth metrics and habits I had painstakingly developed over the years. Additionally, I fell short of several goals I had established at the year’s outset.
The most significant loss, however, was in my ability to focus and concentrate. My attention span dwindled, making it challenging to complete tasks. Despite years of effort in honing my attention skills, I found myself fatigued by November. My screen time skyrocketed, and so did the number of unfinished projects on my list.
I was conscious of this decline in focus, and I attempted to rectify it on multiple occasions, but I never truly committed to holding myself accountable.
As December approached, I revisited my original plans for the year. Guilt had overshadowed my intentions throughout the year, but I chose to confront these feelings and delve into my underlying issues.
I recognized that I had developed detrimental work habits that contributed to my current state, and I began to address those once more. My ambition for 2024 is to eliminate these negative, focus-draining habits and replace them with constructive, healthy alternatives.
These seven principles will guide my work in 2024.
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#1: Avoid Multitasking During Video Calls
This is arguably the most challenging rule to adhere to. Multitasking during video calls has become a common practice. While I don't have specific statistics, I would bet that multitasking occurs in at least 80% of virtual meetings.
I was definitely guilty of this. My multitasking ranged from responding to instant messages or emails to drafting critical project proposals while on calls. My attention was seldom fully dedicated to the discussion at hand.
This behavior not only disrespects the speaker but also diminishes your overall effectiveness. You risk missing key points in the meeting, which may lead to additional tasks later, while the task you are juggling does not receive your full attention.
Thus, Rule #1 is: Refrain from multitasking during virtual meetings. If an urgent matter arises, excuse yourself from the call to address it.
Current compliance rate: 50%
Goal for 2024: 80%
#2: Focus on One Tab at a Time
While the ability to open multiple tabs is intended to boost productivity, it often results in the opposite effect. I won’t delve into the science behind multitasking and task-switching, but Cal Newport's book, "Deep Work," is an excellent resource on this subject.
We often underestimate how multiple active tabs can lead to distraction. Whenever I felt bored with my current task, I would instinctively switch to another tab for a quick dopamine hit, resulting in significant delays in returning to the original task.
Therefore, Rule #2 is: Limit yourself to one active tab at a time. If you need another tab for reference, open it in a separate window to maintain focus.
Current compliance rate: 60%
Goal for 2024: 90%
#3: Address Quick Tasks Immediately
This principle is borrowed from the "Getting Things Done" methodology. When implemented effectively, it can be incredibly impactful.
I realized I spent an excessive amount of time simply staring at my inbox or adding tasks to my to-do list. This habit caused my list to swell beyond my capacity to manage it effectively.
By applying this rule, I have reduced my to-do list and completed approximately 50% of tasks immediately. More importantly, it has shifted my mindset from procrastination to action.
Hence, Rule #3 is: If a task takes less than two minutes, do it right away (respond to an email, call a colleague, finalize a draft). Over time, you'll become more adept at identifying and completing these quick tasks.
Current compliance rate: 70%
Goal for 2024: 100%
#4: Decrease Email Volume
Newton's third law of motion applies to emails: for every email you send, you receive more in return.
If you continuously respond to incoming emails, meaningful work will suffer. This was certainly true for me.
To receive fewer emails, you can:
- Break the email chain by making phone calls,
- Ignore non-essential emails,
- Abandon the "Inbox Zero" mindset,
- Take your time in responding—batch process your emails and respond when it's appropriate.
Emails can feel like modern-day slot machines, and mastering how we deal with them can significantly enhance our productivity.
Therefore, Rule #4 is: Reduce the number of emails you send daily. Utilize phone calls, task management tools (like Asana, Notion, or Trello), and schedule regular check-ins instead.
Current compliance rate: 50%
Goal for 2024: 70%
#5: Limit Your To-Do List to Two Items
This strategy comes from Tim Ferriss. My work to-do list had grown excessively long, becoming a source of stress.
Tim Ferriss suggests focusing on two essential tasks that must be completed before the end of the workday. Prioritizing these tasks significantly increases the likelihood of their completion.
For the past month, I've implemented this approach, writing down two key items each evening. This practice not only forces prioritization but also enhances the chances of accomplishing important tasks.
Thus, Rule #5 is: Keep your daily to-do list to just two tasks. Strive to complete these before finishing your workday.
Current compliance rate: 50%
Goal for 2024: 70%
#6: Batch Process All Tasks
This principle applies a manufacturing technique to knowledge work.
Batch processing involves grouping similar tasks together and tackling them in one go. By blocking time on your calendar for emails, instant messages, approvals, and other repetitive tasks, you can minimize the productivity drain from task-switching.
I often found myself reacting to new emails, which left me feeling unproductive at the end of the day.
Therefore, Rule #6 is: Group similar tasks and batch process them together instead of addressing them as they arise. Once completed, resist the urge to revisit them until your next scheduled block.
Current compliance rate: 40%
Goal for 2024: 80%
#7: Take Breaks from Screens
Screens are ubiquitous in our lives, from computers and televisions to smartphones and smartwatches. While they help us stay connected, they can also hinder our creativity.
Consider the last time you prepared a presentation. Did you start in PowerPoint or Keynote? Many of us have become reliant on software for creativity rather than using it as a medium.
Some of the most effective presentations and designs originate on paper, away from screens.
To enhance your creative thinking, take breaks from screens and initiate tasks on a blank canvas. You'll likely notice a significant improvement in both your thought quality and the final output.
Rule #7 is: Step away from screens whenever possible. Use paper or a whiteboard for brainstorming and drafting your presentations, reports, and proposals.
Current compliance rate: 50%
Goal for 2024: 90%
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