Effective work management

Overview

Effective @Amazon was a training focused on improving productivity at work. It was one of the best actionable training sessions I ever took and has been very useful in organizing my chaotic workspace. Being effective means choosing the right goals and getting those goals done in the most efficient way. Effectiveness comes not just by working efficiently but by working efficiently on the right goals. 

Being effective involves performing certain important steps repeatedly. I added some additional flavor to it by injecting the LNO framework to pursue the right priority work. To be effective involves following steps: a) Capturing, b) Classification, c) Prioritization, d) Scheduling, e) Planning & Review

Capturing

This is the foundational step to get organized and be able to plan your week. The most important principle here is to allow your head to stay clear of any lingering to-dos or ideas. This allows you to stay in the moment and be focused. To be able to focus, you need to bring all of your to-dos at one place and this is what capturing does. 

In this stage, capture everything that you need to do (emails, tasks, ideas, goals, post-it notes, conversation summaries, follow-ups, etc.) in a single place. Do not leave anything inside your head. Using email is a good way to capture all the things that you need to accomplish. 

Send yourself an email with the title as the to-do task and if needed a small summary of the task. Create a “Waiting” folder and move all these tasks into it. You can create a rule to send all the task emails created by you to the “Waiting” folder. You will use the “Waiting” folder to review and prioritize the tasks for the weekly planning. As the name suggests, it is the folder that is waiting for the review during your weekly review planning session. 

Classification

Within the “Waiting” folder, you can add labels to all tasks (aka emails) and categorize them depending on specific projects/goals, task type, urgency, manager/skip-manager emails, etc. The goal of classification is to organize all of your relevant tasks together. For example, a milestone may involve multiple activities to be executed and all tasks associated can be combined under the same milestone. This will give a comprehensive overview of all the things that need to be done (as well as prioritize) to achieve the milestone.

You also receive tons of emails during the day that need to be actioned. Some are important and others are not. Having an Inbox Zero enables you to focus on the task at hand and hence reviewing your inbox periodically enables you to do exactly that. Whenever you receive a new email or are reviewing all of your emails at specific time of the day, follow the below flowchart to decide on what to do next: 

This allows you to read through every email and that too only once. You can decide if you want to do it, defer it, delegate it or ignore it at the same moment and forget it – leaving your mind free. Reviewing your “Waiting” folders periodically enables you to revisit the emails and take appropriate action during the scheduling stage.   

Prioritization

All tasks are not created equal and not all tasks are impactful. Following Shreyas Doshi’s LNO framework (Leverage-Neutral-Overhead) allows you to be effective and impactful. 

As per the LNO framework, there are leverage tasks that create profound impact on the business or team. These leverage tasks are the ones that move the needle the most and hence most important for you. You should invest as much time as possible to leverage tasks and give your best work to these tasks in order to make yourself shine through them. Neutral tasks are those that are important but are not so impactful. Nevertheless they need to be done. You should invest some time and do a good enough job for these tasks. Lastly, overhead tasks are least impactful and you should get done quickly. There is no need to do a good job at these tasks as the effort put in is not worth it. You can implement a specific time slot where you execute all of your “overhead” tasks to get them done and move ahead with L&N tasks. 

Use the LNO framework for the tasks that are created and categorized in the “Waiting” folder. This will help you in scheduling all the work needed for the week.

Scheduling

You schedule all of your prioritized tasks for the week during the weekly planning process. The only way to get anything done is when it is scheduled on your calendar and you have blocked the time. So all those prioritized and categorized tasks in the “Waiting” folder should be added to the calendar. The amount of time to be blocked would depend on the task. Generally, it takes a minimum of 45 mins for me to get into the zone and the next 45-75 mins to get some quality work done. So, as a rule of thumb, it is good to block 2 hours per task that is of medium to high complexity level. 

Oftentimes, it is difficult to predict how long a given task would take. To manage such tasks, always schedule the follow-up tasks immediately on the calendar so that it continues to be worked upon if you cannot complete within the blocked time. Else, you can always have buffer time during the day or week to revisit the uncompleted task. All tasks that are scheduled in the calendar should be moved to a new folder called “Scheduled”. During weekly review, you can check if the scheduled tasks have been completed or need to be scheduled again (and thus moved again to “Waiting” folder for prioritization)

The good thing about having the task scheduled in your calendar is that it gives a good overview of the work that needs to be accomplished. It also enables you to fend off “urgent” tasks that come your way mid-week. For example, if your manager wants certain things to be done urgently, you now have an organized system to refer to and ask your manager to deprioritize any of the work that you planned for the work. This way you are working on the top priority work without getting overworked. 

Planning & Review

As mentioned above, all of your tasks are scheduled in the planning & review sessions. The weekly planning session is your dedicated weekly time when you go through all of your tasks. In this session, you should re-prioritize the tasks based on the latest information, go through your “Waiting” folder to categorize the tasks created throughout the week, schedule the tasks into the calendar, etc.  

Bringing it all together

To make all of the above stages actionable, following are the steps to be taken:

Weekly review: Schedule ~2 hours at the start of Monday morning every week to review and plan your entire upcoming week.

Inbox review: Schedule two-to-three ~15 min blocks to go through your Inbox daily. This will allow you to either immediately reply to emails or move the emails to be actioned at a later point in time. 

Mid-week review: Schedule ~1 hour to review your rest of the week. This enables you to re-plan the week in case of change of priorities. This is an optional step required only when there are competing priorities and need a change in your schedule.  

Know your energy levels: Deep work requires time free from distractions and when your energy levels are high. Schedule the deep work tasks at times when your energy levels are high to be able to maximize the impact and available time. 


Use folders and email rules: You can automate the organization of emails and tasks using the rules within the email. All tasks that are created as email and sent to you can be automatically routed to the “Waiting” folder. All important emails coming from your manager or your leadership team that generally requires you to act quickly can go into a separate “Leadership” folder. The emails that need to be followed up at a certain point in time can be moved to the “Follow-up” folder. This can be automated by adding yourself to bcc or cc to those emails and setting up the rule for “Follow-up” folder to move emails that are sent by you and you are in either cc or bcc.

Book Summary – The Courage to be Disliked

“The Courage to Be Disliked” challenges conventional wisdom and offers a profound reexamination of the principles that govern personal happiness, fulfillment, and interpersonal relationships. Written by Japanese philosopher Fumitake Koga and Ichiro Kishimi, this transformative work draws upon the teachings of renowned psychologist Alfred Adler to present a refreshing and empowering perspective on life. At its core lies the ideology of Adlerian psychology, which emphasizes individual autonomy, self-acceptance, and the pursuit of meaningful connections with others. Throughout the book, readers are invited to reconsider fundamental beliefs about success, recognition, and the nature of human relationships. By embracing concepts such as self-acceptance, the rejection of praise, and the recognition of life as a series of moments, the authors guide readers on a journey toward greater self-awareness, resilience, and authenticity. In this summary, I delve into the key ideas presented in “The Courage to Be Disliked,” exploring how they offer practical insights for living a more fulfilling and harmonious life.

Superiority and Inferiority

The concept of superiority and inferiority is explored deeply, shedding light on the innate human tendencies and their implications for personal growth and self-perception.

Human beings are inherently driven by a sense of superiority, manifesting in their innate desire to grow and succeed. This drive propels individuals forward, pushing them to achieve their goals and aspirations. However, alongside this innate sense of superiority, there exists the parallel experience of inferiority. Paradoxically, feeling inferior can be constructive, serving as a catalyst for personal development and growth, as long as it is channeled in the right direction.

It’s crucial to differentiate between a healthy sense of inferiority and the detrimental state of an inferiority complex. While the former motivates individuals to strive for improvement, the latter denotes an abnormal acceptance of one’s fate without the courage or initiative to enact change. This contrast highlights the importance of harnessing feelings of inferiority as a driving force for positive change rather than succumbing to a sense of helplessness.

Moreover, the book delves into the dynamics of superiority and inferiority complexes. A superiority complex often masks a deep-seated sense of inferiority, as individuals seek to bolster their self-esteem by positioning themselves above others. Those who frequently boast about their achievements may harbor insecurities they’re attempting to conceal through outward displays of superiority.

Anger as a tool

The notion of anger is dissected as a multifaceted tool wielded by individuals to achieve various ends and navigate interpersonal conflicts.

Anger, often perceived as a visceral and uncontrollable emotion, is depicted as a strategic instrument employed to justify actions or manipulate situations. Whether it manifests as shouting, disparagement, or insults, anger serves as a means to an end, allowing individuals to assert dominance or control over others.

Central to this exploration is the recognition that behind expressions of anger lies a hidden agenda or goal. In situations where individuals hurl abuses or initiate confrontations, they are often engaged in a subconscious power struggle, seeking to assert their dominance or invalidate opposing viewpoints. Recognizing this underlying dynamic is key to disengaging from potential conflicts, as engaging in a power struggle only perpetuates hostility and escalates tensions. If the power struggle gets moved into revenge struggle then there is no point of return and it is best to disengage completely.

Crucially, the book emphasizes the importance of discerning between productive and destructive expressions of anger. While anger may serve as a form of communication, conveying dissatisfaction or frustration, it is not the only means of expression available. By reframing anger as a communicative tool rather than an inevitable response, individuals can explore alternative avenues for expressing their emotions and resolving conflicts constructively.

Ultimately, the book challenges readers to rethink their relationship with anger, empowering them to navigate conflicts with clarity and composure. By understanding anger as a strategic tool and recognizing its underlying motivations, individuals can cultivate resilience and assertiveness in their interactions, free from the grip of destructive power struggles and escalating tensions.

Seeking recognition

The concept of seeking recognition is explored as a double-edged sword, capable of shaping one’s life either positively or detrimentally depending on its pursuit.

The book challenges the notion that seeking recognition from others is a path to fulfillment, arguing instead that it often leads individuals to live according to external expectations rather than their own authentic desires. When individuals prioritize recognition from others, they inevitably find themselves entangled in a web of false promises and unattainable expectations. This cycle perpetuates a sense of dissatisfaction and ultimately undermines their happiness.

A key insight offered by the book is the idea of separating tasks—distinguishing between the pursuit of personal fulfillment and the desire for external validation. By focusing on living one’s own life in accordance with one’s values and aspirations, rather than seeking recognition from others, individuals can cultivate a sense of autonomy and authenticity. This separation of tasks liberates individuals from the burden of living up to others’ expectations, fostering a deeper sense of fulfillment and contentment.

Moreover, “The Courage to Be Disliked” posits that true freedom is attained when one is unencumbered by the need for approval or recognition from others. This doesn’t imply intentionally seeking to be disliked, but rather developing a resilience to others’ opinions and judgments. True freedom is achieved when one’s well-being is not contingent upon the approval or disapproval of others, signaling a successful separation of tasks and the cultivation of genuine self-acceptance.

In essence, the book encourages readers to embrace the courage to be disliked, recognizing that true fulfillment lies in living authentically and independently, free from the shackles of external validation. By prioritizing personal growth and autonomy over the pursuit of recognition, individuals can forge a path to genuine happiness and self-fulfillment.

Managing interpersonal relationship problems

The management of interpersonal relationship problems is examined through a lens of personal growth, mutual respect, and the clear delineation of individual responsibilities.

Central to this discussion is the rejection of the notion that life is a competition. Instead, the book advocates for a mindset focused on self-improvement and growth, measured against one’s own past achievements rather than external comparisons with others. Viewing life as a competition breeds feelings of inferiority and superiority, fostering adversarial relationships rather than cooperative ones.

Key to mitigating interpersonal conflicts is the recognition of others as allies rather than adversaries. When individuals perceive others as comrades rather than competitors, the underlying causes of relationship problems are often defused. This perspective shift encourages collaboration and mutual support, laying the groundwork for healthier and more harmonious relationships.

A fundamental principle emphasized in the book is the avoidance of declaring others as “wrong” in interpersonal disputes. Engaging in a battle of right versus wrong escalates conflicts into power struggles, diverting focus from constructive problem-solving. Instead, the book advocates for open communication and a willingness to listen and understand differing perspectives without resorting to adversarial tactics.

Furthermore, the importance of delineating tasks and responsibilities in interpersonal relationships is underscored. By respecting boundaries and acknowledging each individual’s autonomy, conflicts arising from overstepping boundaries or intruding on others’ tasks can be minimized. This separation of tasks promotes mutual respect and autonomy, fostering healthier dynamics within relationships.

Crucially, the book encourages readers to discard the burden of others’ opinions and expectations. By focusing on what they believe is right for themselves rather than worrying about external judgments, individuals can live more authentically and confidently. This shift in focus liberates individuals from the need for external validation, fostering greater self-assurance and inner peace.

Praise

The role of praise in shaping interpersonal dynamics and individual development is critically examined, advocating for a shift away from hierarchical relationships towards more egalitarian and empowering interactions.

Praise, often perceived as a positive reinforcement, is scrutinized for its potential to foster hierarchical relationships characterized by vertical power dynamics. When individuals are praised, it implicitly implies a judgment of their capabilities, positioning the praiser as superior and the recipient as inferior. This hierarchical structure undermines the notion of equality and fosters dependence on external validation.

Moreover, the book highlights the detrimental effects of excessive praise on individuals’ self-perception and motivation. The more individuals are praised, the more they may internalize a sense of inadequacy, basing their worth on external approval rather than their intrinsic value. This reliance on external validation can erode individuals’ sense of autonomy and lead them to prioritize meeting others’ expectations over cultivating their own values and aspirations.

In contrast to praise, the book advocates for the use of words of encouragement and expressions of gratitude. Unlike praise, which passes judgment and reinforces hierarchical relationships, encouragement and gratitude foster a sense of community and mutual support. 

By recognizing individuals’ contributions and expressing gratitude for their efforts, a sense of usefulness and belonging is cultivated, empowering individuals to act courageously and authentically.

Ultimately, “The Courage to Be Disliked” underscores the importance of fostering horizontal relationships devoid of hierarchical power dynamics. By refraining from praise and instead embracing encouragement and gratitude, individuals can cultivate an environment of mutual respect, equality, and empowerment. In doing so, they can liberate themselves from the constraints of seeking external validation and instead nurture a sense of intrinsic worth and agency in shaping their lives.

Self acceptance

The concept of self-acceptance is presented as a foundational principle for personal growth and the cultivation of meaningful relationships, contrasting with the superficiality of self-affirmation.

Self-acceptance, as opposed to self-affirmation, is heralded as the pathway to genuine understanding and acknowledgment of one’s true self. While self-affirmation may inflate one’s ego and foster a superficial sense of superiority, self-acceptance grounds individuals in reality, embracing both their strengths and shortcomings. It is through this acceptance of oneself as they are that true growth and positive transformation become possible.

Crucial to the development of deeper relationships is the cultivation of unconditional confidence in others. Doubt and skepticism about others hinder the formation of genuine interpersonal connections, as they betray a lack of trust and confidence. By fostering unwavering faith in others, even in the face of potential betrayal or exploitation, individuals lay the groundwork for genuine trust and mutual respect.

The book outlines a cyclical order of personal development, beginning with self-acceptance as the cornerstone. Once individuals accept themselves and refrain from viewing others as adversaries, they can cultivate unconditional confidence in others, viewing them as comrades rather than competitors. This shift in perspective paves the way for genuine contributions to others, driven by a sense of fulfillment derived from being useful and making a positive impact.

In essence, “The Courage to Be Disliked” advocates for a holistic approach to personal development rooted in self-acceptance, unconditional confidence in others, and meaningful contributions to the community. By embracing these principles, individuals can cultivate genuine fulfillment and build deeper, more meaningful relationships founded on trust, respect, and mutual support.

Life as series of moments

the perspective of life as a series of moments is explored, challenging conventional notions of success, happiness, and fulfillment.

The book critiques the pursuit of a singular goal or achievement, such as climbing the metaphorical mountain top, as a narrow and ultimately unsatisfying approach to life. By fixating on a distant objective, individuals risk neglecting the richness and complexity of the present moment. The metaphorical “workaholic” is depicted as emblematic of this lack of harmony, prioritizing professional success at the expense of other facets of life, such as relationships and personal well-being.

Instead, the book advocates for embracing life as a series of interconnected moments, each imbued with its own significance and potential for fulfillment. True happiness, it suggests, is not found in the attainment of external goals or accolades, but rather in the subjective feeling of usefulness and contribution to others. Whether through visible acts of service or subtle gestures of kindness, the act of contributing to others forms the bedrock of genuine happiness and fulfillment.

This perspective reframes the notion of success, shifting the focus from external achievements to the quality of lived experience in the present moment. Rather than viewing life as a linear journey toward a distant destination, individuals are encouraged to embrace the inherent richness of each moment, recognizing that fulfillment is not found at the summit of a metaphorical mountain, but in the journey itself.

By adopting this mindset, individuals can cultivate a deeper appreciation for the richness and complexity of life, finding meaning and fulfillment not in the pursuit of external goals, but in the richness of each moment and the connections forged therein. In this way, life is not a straight line to be traversed, but a series of interconnected dots, each contributing to the vibrant tapestry of lived experience.

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