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The Secret of Highly Effective People: Read the Flow

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Do you have that one coworker at your company who always leaves on time and still gets a lot done? I've always looked at them and wondered, "How can they be so relaxed with the same 24 hours?
The answer was surprisingly simple: they knew exactly what their work patterns were - they weren't just working hard, but they had data that showed them when they were less focused and which tasks were taking up the most time.
I wanted to learn how to do the same, so I started systematically analyzing my own work.

Prompt.

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As an expert in work efficiency analysis, please answer
A. Diagnose the current situation
- How do I measure how long I spend on each of my [3 main tasks]?
- Finding peaks and valleys of concentration throughout the day
- Uncover hidden tasks that take more time than expected
B. Identify bottlenecks
- Factors that cause frequent interruptions
- Calculate travel time between [your favorite tools].
- Patterns of latency in coworker interactions
C. Design improvements
- How to organize your personal optimal workflow
- Specific action plans for blocking distractions
And a simple recording template to track for a week.
This analysis revealed a shocking discovery: of the time I thought I was "focused," I was actually only spending about 30% of my time on actual core work, with the rest of my time spent checking messengers, looking for resources, and jumping between tools.
I realized that I was scheduling my most important planning tasks for that time, even though my concentration levels drop dramatically after 3pm. Once I realized this pattern, I rearranged my workflow and was able to get the same amount of work done in two hours faster.
If you find yourself saying "I'm busy, I'm busy," why not take an objective look at your workflow? You'll probably find more time gaps than you think.
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