Summary

The author discusses strategies for maintaining productivity during periods of increased workload, emphasizing the need for flexibility beyond fixed schedule productivity.

Abstract

The author, a proponent of fixed schedule productivity, faces a surge in workload, necessitating a reevaluation of their productivity strategies. Despite the success of their usual 40-hour workweek, the current "work avalanche" requires a more adaptable approach. To manage the increased demands without compromising work quality or personal time, the author outlines five key strategies: daily review of a Master Task List (MTL), weekly planning, professional development, engaging in analog extracurricular activities, and scheduling breaks from focus rather than from distraction. These strategies are designed to ensure that the author works no longer than necessary while maintaining high-quality output and personal well-being during a demanding period.

Opinions

Fixed schedule productivity is valuable but insufficient during times of high work volume.
An effective productivity system must be flexible to accommodate varying workloads.
Daily review of a Master Task List is crucial for tracking progress and ensuring tasks are not overlooked.
Weekly planning is preferred over daily planning to better accommodate unexpected events and manage time effectively.
Investing in professional development is essential for continuous improvement, especially in preparation for upcoming challenges like hearings.
Engaging in analog extracurricular activities is important for self-care and maintaining a balanced life.
Scheduling breaks from focus helps to maintain productivity and prevent burnout, as it aligns with natural attention spans and encourages single-tasking.

Handling a Work Avalanche: When Fixed Schedule Productivity Is Not Enough

As some may know, I practice fixed schedule productivity: At the beginning of each week, I generally decide how many hours I need to dedicate to legal work and then construct a weekly schedule to ensure that I meet that goal.

This has been largely successful. I rarely work past 5:00 p.m. during the week and hardly ever on weekends. As a result, I’ve been able to write the newsletter you’re currently reading, spend time with loved ones, sleep seven to eight hours each night, read good books, etc.

But what happens when a work avalanche occurs? Is it still feasible to utilize fixed schedule productivity? My answer is no.

I’m currently experiencing such an avalanche, with little light at the end of the tunnel. As a result, it is simply not feasible to stick to my usual 40-hour week but that doesn’t mean I must throw out my entire workfloweither.

An effective productivity system is flexible and can adjust in accordance with contemporary demands. To ensure that I continue to produce high-quality work while working no longer than what’s required, I’ve identified 5 key strategies that will remain critical to not only my survival but success in the coming months (some inspired by Cal Newport’s Deep Work):

Reviewing my Master Task List (MTL) daily;
Implementing weekly planning;
Investing in professional development;
Investing in analog extracurriculars;
Scheduling breaks from focus, not breaks from distraction.

Master Task List

As I mentioned in a previous article, my Master Task List (MTL) is a single word document that lists all of my active files. Under each file name, I indicate when was the last time I worked on the file, past steps taken, and future steps that need to be done. The tasks are laid out via bullet-point and I simply strike-through the tasks that have been completed.

The main strength of a MTL is that it decreases the chance that you will forget about a file. In bold, right under the name of the file, is the date I last touched the file. It is harrowing to scroll through the document and see a date that is more than a week or two old.

Though I have always maintained a MTL, there are bouts of time where I fail to update it on a regular basis. However, given that I have now inherited about five or six more files than my usual capacity, this must change.

Should you have various projects or files that require constant updates, it is imperative that you understand the next steps that must be undertaken. The approach is similar to GTD in the sense that you are boiling down an entire project down to individual steps.

Weekly Planning

I am an outspoken advocate of weekly planning over daily planning. I don’t like writing a simple to-do list each morning and then hope that I am able to cross things off. Very often, unexpected events will arise, which will prevent you from crossing off all that you anticipated to complete.

Instead, it is more realistic to compare your to-do list with the boundaries of your availability over an entire weekand schedule time-blocks that are devoted to a specific task.

For example, don’t simply write:

Tuesday

- Conduct hearing prep with Client A

- Speak with Client B and receive instructions

- Prepare and submit appeal materials to OLRB.

Instead, I suggest the following:

8:30 AM — 10:30 AM: Hearing Preparation with Client A.

10:30 AM — 10:45 AM: Break

10:45 AM — 11:30 AM: Speak with Client B

11:30 AM — 12:30 PM: Catch up on e-mails

12:30 PM — 1:30 PM: Lunch

1:30 PM — 5:00 PM: Prepare and submit appeals materials to OLRB

If a task is not finished on Tuesday, simply revise your weekly plan and fit it in sometime from Wednesday — Friday.

One trick that I find particularly effective is that I try my best to only schedule meetings from Tuesday to Thursday, leaving Monday and Friday free to address any outstanding matters. Meetings are wonderful at interrupting your day and I find I’m often less productive when I have to break my workflow into chunks.

Professional Development

For me, I have many hearings coming up. Despite that I have done a handful already, it’s always good to learn from senior counsel. I decided to spend money on non-compulsory Continuing Professional Development courses aimed at improving specific skills such as examining witnesses, persuading & negotiating, and building a sound trial preparation system.

It’s incredibly useful to learn about the varying approaches senior litigators have when it comes to running a hearing.

Analog Extracurriculars

No matter what, it’s important to set aside time for self-care and to spend time with loved ones. Months ago, I signed up to play in a recreational softball league and I still intend to show up each week. It is hard to find an excuse: Can I really not set aside three hours each week to spend exercising outdoors, playing a game I love?

Taking time to participate in high-quality leisure, in comparison to low-quality activities like mindlessly scrolling on Instagram, are not only important to our overall well-being but it’ll help our ability to break through cognitive blocks. Never eliminate what rejuvenates you.

Schedule Breaks from Focus, Not Breaks from Distraction

This is important. Instead of scheduling when you’re going to work, schedule when you’re going to take breaks. It doesn’t matter how many breaks you insert into your day or how long the breaks are. It’s an exercise in self-restraint and single-tasking. Figure out when your attention wanes and schedule your breaks around that. Depending on your line of work, this may change on a daily basis, so it’s important to remain flexible and don’t give up. The key is to avoid the worst-case scenario: it’s 5:00 p.m. and you still have a mountain of work you need to get through and have no idea where your day went.

In a weird way, I welcome the additional responsibilities at work. If executed right, I’ll become a better lawyer and person for it.