Mastering Productivity in 2024: Secrets from the World's Top Performers

Most of us spend our time chasing productivity, trying the latest app or tactic. Yet, results can feel fleeting. The issue lies not in the tools themselves but in understanding how to leverage them. To truly master productivity, you need to get into the minds of those who excel at it.

Step 1: Reverse the Process
Contrary to what you might expect, productivity is not about getting everything done. It's about getting the right things done. Take Warren Buffett, for example, who famously advises making a list of your top 25 goals, then crossing out 20 of them. Those 20 are distractions. Instead of chasing every opportunity, focus on the five that truly matter.

In my interviews with world-class performers, one theme stands out: they don't just create to-do lists. They create to-don't lists. These are activities or habits they actively avoid because they know these are time sinks or distractions. The “to-don’t” list might include tasks like checking email first thing in the morning or attending non-essential meetings.

Step 2: Prioritize Energy Management Over Time Management
You’ve probably heard the advice to manage your time wisely, but managing your energy is the real game-changer. Studies have shown that our brains can only handle about 90 minutes of intense focus before they need a break. Some of the best performers use cycles like the Pomodoro technique—25 minutes of work followed by a 5-minute break—or longer 90-minute blocks of focus.

Take Tony Schwartz, author of The Power of Full Engagement, who advises scheduling high-energy tasks for when you're naturally most alert. For most people, this is in the morning. Low-energy tasks, like answering emails or attending meetings, are best reserved for the afternoon, when energy dips.

Step 3: Batch Similar Tasks
It's tempting to handle tasks as they come in, but this is a trap. Shifting from one task to another (context switching) drains mental energy. Instead, batch similar tasks together. For example, instead of checking emails throughout the day, set two specific times—say, 11 AM and 4 PM—when you'll handle all incoming messages.

Likewise, if you need to make phone calls, do them all in a single session. Batching reduces the mental load of constantly switching gears and boosts overall efficiency.

Step 4: Use the 80/20 Rule
The Pareto Principle states that 80% of your results come from 20% of your efforts. Identify what those 20% activities are in your work. Often, this is the hardest step because it requires you to be brutally honest about what is driving success versus what simply keeps you busy.

Take the example of Tim Ferriss, who applied this principle while working on his supplement business. By analyzing his customer base, he found that the majority of his revenue came from just a handful of clients. He then doubled down on those relationships, cut loose the time-wasting customers, and saw his business grow exponentially.

Step 5: Build a System, Not Just Habits
Habits are great, but systems are better. A habit might be writing for 20 minutes a day. A system ensures that you have a set time, space, and plan for writing, making it easier to follow through. For instance, James Clear, author of Atomic Habits, recommends "habit stacking"—linking a new habit to an existing one to create a chain of productivity. If you’re trying to establish a daily writing habit, tie it to something like your morning coffee.

Habits help you get started, but systems keep you going.

Conclusion: Productivity Isn’t One-Size-Fits-All
At the end of the day, productivity looks different for everyone. Some thrive on early mornings, others at night. The key is to experiment and figure out what works for you. The top performers of the world are those who’ve turned productivity from a guessing game into a science—by focusing on their energy, eliminating distractions, and mastering the art of doing less but better.

So, next time you’re tempted to add yet another app to your productivity toolbox, take a step back. Ask yourself: are you being productive, or are you just busy?