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9 Tips on Multitasking Management That Will Improve Your Productivity

9 Tips on Multitasking Management That Will Improve Your Productivity

When you’re hungry to grow, expand and drink deeply of life, you want to be as productive as possible. And with so many choices of how to drink deeply of life, we can add a lot to our plate. Enter multitasking management that will improve your productivity.

It starts, innocently enough, with inspired action and a will to accomplish, build and fulfill what’s in our heart or mind to create. But if we’re not careful, it quickly turns into being buried in work and delayed outcomes rather than the productivity we thought we were creating.

Let’s be clear on what we mean by multitasking before we get into the tips on how to improve your productivity. Managing multiple tasks simultaneously actually impairs productivity. And your quest to be more productive will come down to how well you can focus on the task at hand. To divert your attention away from the task at hand will only make it take longer.

In The One Thing by billionaire Gary Keller, he says

“Extraordinary success is sequential, not simultaneous.”

You need to focus on the vital few tasks, not the trivial many, that will get you to your goal.

So let’s agree that by “multitasking”, we mean the many tasks you have to do, not doing them simultaneously. This article is about how we manage the many tasks we have to do in such a way that we improve our productivity in both quantity and quality so we can live the life we’ve envisioned living.

1. Adjust Your Expectations

I’ve found that the more projects I take on, the more tasks I have to manage. That sounds obvious but it’s a critical distinction. Most people take on way too much and have impossible expectations that they can get it all done.

With every project comes more details than we can predict. If you’re not careful, you’ll take on too many projects that bury you in tasks you have no hope of managing.

I did this a ton in my twenties. It was exciting to dream of all that I wanted. I would dabble in a handful of ideas and then move on to the next when I wasn’t seeing the results I wanted. From the outside, it might have looked like I was “multitasking”, but I wasn’t getting where I wanted to go.

The downside of dabbling with all these ideas was that I started to see myself as someone who couldn’t produce a result. It erodes your confidence when you take on a ton of projects and then can’t move any of them to the place you had in your mind to take them.

So this first tip is a big one because it will impact your ability to manage whatever other tasks you choose to put on your plate. Choose wisely.

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2. Choose Wisely

You can’t do it all. You know that. But what’s the threshold of what you can do? It’s a lot less than you think, which means you have to choose wisely the tasks you take on to produce the most you can in the time you give it.

When launching my marketing agency I had to do most of the tasks. And as our clients grew so did the tasks I had to manage. I waited longer than I should have to find help and this cost me a loss in growth during the time I held on to all the tasks. It also caused stress that impacted my ability to focus and show up as the best version of myself. I had to find the vital few tasks that would grow my company. I had to choose wisely what I would spend my time on.

Once you have chosen the vital few tasks you will manage, you will either have to make peace with letting the other tasks go or outsource them to someone else.

3. Outsource

Focused on the vital few, my company began to grow again and I found myself buried in more tasks than I could handle. This is the nature of success.

As your productivity grows, so does your to-do list. It was clear I couldn’t multitask my way out of this one and continue to grow. So I began to build my team of contractors I could outsource my growing list of details to.

This is an important tip because many of us never ask for help. If we work for someone else, it’s easy to think we’re a better team player if we can show that we can do it all.

If you own your own business, it’s easy to think you can’t afford the help you need. And so, we get buried in the details and read articles about multitasking, hoping they’ll provide some answers or relief about how we can get more done in our already overloaded schedule.

Delegating and outsourcing to good contractors has become so much easier as more and more talented people step into the gig economy. At my company, we use Upwork.com on a daily basis. We have also used Fiverr.com and the many resources available in the Envato marketplace. In this day and age, you don’t have to do it all yourself. There is an entire ecosystem you can outsource to and it costs a lot less than you think.

Moreover, it’s costing you much more in lost productivity to shoulder it all and not outsource. By outsourcing, you can refocus on managing the list of the vital tasks that move the needle toward your desired outcome.

4. List Management

I always carried my action items in my head, until it was so full that I had to write it onto pages in my journal or nearby sticky notes. But those ideas and to-do’s got lost over time forcing me into a pattern of reacting to whatever showed up in my day. Reacting is not a great place to produce from.

I needed a better way to manage my growing list of tasks so they were all in one place. My agency had been using Trello to manage our client projects and so I decided to try it for housing my list of to-dos.

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    Trello works well because it’s flexible. You can create what they call “Boards”. We have a Trello board for our tier 1 clients and a separate board for our tier 2 clients. We have a Trello board for all our Leads and a Trello board for Operations. I also created a board for my own list of to-dos.

    Inside a board, you create “Lists”. Some of my team create lists for tasks around priority level like “High Priority”, “Mid Priority”, and “Low Priority”.

    I found what worked best for me was to create lists based on time. My lists are labeled “Today”, “This Week”, “This Month”, “This Quarter”, “This Year”, and “The Future”. I move products and tasks into and out of these different lists based on when I need to focus on them.

    I also created a list in my board that says “Brain Dump” where I can quickly open my Trello app, open that board and just dump ideas or to-do’s quickly and then drag them to the appropriate list later.

    Inside lists, you can create “Cards”. Cards allow you to create checklists, due dates, descriptions, and comments. You can tag team members and add color-coded labels. While I don’t use all these features in cards, I find that it allows me to organize my thoughts about a particular task and continue adding as more ideas or items come up for that task.

    Having one place to collect, organize and manage all your ideas and to-do’s is critical if you want to manage multiple tasks.

    As you manage your list of to-do’s you’ll see similar activities you can lump together and knock out in a “batch”.

    5. Batching

    In the beginning months of my startup, I would do everything all the time. I was just trying to figure out all the moving pieces and respond to what was urgent. But as the work piled on, I found certain kinds of work required certain kinds of focus and energy. Responding to emails, was different than creating meaningful social posts and updating Trello cards was different than taking time for vision and planning.

    Enter batching. Batching lumped similar tasks into a condensed time frame which allowed me to get more done on those particular types of tasks by using the energy those tasks required.

    My company does done-for-you content marketing where we interview our clients for their own podcasts. Each interview we do has an entire checklist of tasks to complete.

    In the beginning, I would record an interview with a client for their podcast. As soon as the interview was over, I would get up from my computer and walk away just to get different energy, leaving the episode title, the description we used for their YouTube channel, and updating our Trello list for later.

    It took so much longer to come back to those tasks, having to remember what we talked about and get back into the frame of mind to complete that episode. So, I started batching all those tasks at the end of the interview. Not only did the work get done faster, I felt lighter not carrying around all the undone tasks in my head.

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    Batching is a powerful practice. You can start by simply batching one kind of task with another. Take it slow. See how it feels. Play with it. The whole goal is to increase output and minimize interruptions

    6. Interruption Management

    Interruptions are one of the biggest killers of productivity. Multitasking is no match for constant interruption and communications can be one of the primary culprits of this lost productivity. This applies whether you work in an office with others, at home by yourself or have a virtual team.

    As our virtual team grew, we had to find ways to communicate daily around projects, fulfillment, and ideas. Talk about being pulled away from productivity. I would spend an hour to two hours a day just responding to communications in email, text, WhatsApp, Facebook Messenger, Trello, Voxer and Slack.

    We added tools like Slack and Trello to streamline communication, but I found myself getting pulled into chat threads every hour with notifications lighting up my phone. Realizing I couldn’t focus on the vital few if I was constantly pulled into the weeds of my business, I had to create some boundaries for myself and with my team around how and when I would use these communication tools.

    Set boundaries with the people in your life by letting them know when you’re available and when you’ll respond to their communications. Turn off the push notifications on your phone or set your phone in airplane mode during productive times. You don’t need to be unreachable all day. You just need to protect your focus during tasks that require it.

    7. Prepare

    One of the hacks that allowed me to batch all the work at the end of a client interview was, having all the tools and tabs open on my computer that I needed to quickly complete the tasks. That sounds obvious in hindsight, but sometimes when we’re buried in all the tasks we’re trying to manage, we move from task to task in a frantic pace and don’t allow time to prepare the tools, our space, or our minds for the work we’re about to move into.

    What took an extra couple of minutes in preparation easily saved me twenty minutes in clean up the way I used to do it.

    If you’re going to manage multiple tasks, then preparing for those tasks ahead of time will streamline efficiency and as a result increase productivity.

    8. Nutrition

    In a previous article I wrote on Lifehack, I talked about the importance of nutrition on memory enhancement. Similarly, nutrition can impact performance and productivity.

    As my startup grew and my time got squeezed, I found myself drinking more coffee, eating unhealthy snacks and less nutritious food. I also found myself starting happy-hour earlier just to hide from all the details in my head.

    Over time, my body was tied in knots. My sleep schedule was off and my focus was hit and miss. Simply dropping the coffee, happy-hour and doing more proactive meal prep put me back in my body and my mind which helped me be more present to the tasks I had to manage every day.

    Nutrition is not a common tip for multitasking management, but it’s imperative if you want to be productive.

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    These are some healthy eating habits to help you stay productive: 15 Eating Habits to Make You Stay Productive at Work

    9. Take a Break

    When you’re invested in your work, it’s easy to take it with you everywhere.

    I find myself constantly working. My business is important to me because I feel we have important work to do in the world. But, I’ve found that if I don’t take a break, I begin to feel worn down by the sheer load of it all.

    I notice, too, that when I do take a break from work, my mind relaxes and a space opens up for new inspiration and energy, giving me renewed focus for the vital few tasks I need to manage when I go back to work.

    This is why it’s important to schedule downtime. Again, this is not common multitasking advice, but for those of us that want to hack life, we understand and appreciate a holistic approach to productivity.

    The Bottom Line

    The goal is a rich and productive life, not spinning a bunch of plates only to look up years from now and wonder why you’re not further in life than you are.

    From the book The One Thing,

    “Activity is often unrelated to productivity, and busyness rarely takes care of business.”

    Multitasking, as most people think about it, is really just busyness. But managing the vital few tasks sequentially, not simultaneously, will lead you to the kind of productivity that will take you where you wish to go.

    More Resources to Boost Productivity

    Featured photo credit: Green Chameleon via unsplash.com

    More by this author

    Chris Angell

    The founder of Groundswell Digital Marketing, helping entrepreneurs grow their businesses through done-for-you content marketing.

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    Last Updated on February 17, 2021

    50 Ways to Increase Productivity and Achieve More in Less Time

    50 Ways to Increase Productivity and Achieve More in Less Time

    If you feel like you don’t have enough time to do everything you want to do, maybe it’s time to check-in with your time management skills.

    No one is born to be very good at time management, so that’s okay if you think you’re bad in it. But everyone can learn to boost their productivity and achieve more!

    Here are 50 ways to increase productivity and add hours to your day.

    1. Set a Timer

    Estimate the time you need to tackle different tasks and set a timer for each of your tasks. How you go about this is up to you as there are many different ways. There is the Pomodoro technique where you focus on a task for 25 minutes followed by a five minute break afterwards.

    In the event that you have a task that will take much longer than that, you can consider one of the many timer-based apps. One that comes to mind is Clockify. It’s used for freelancers and entrepreneurs alike, however it’s a good way to be setting yourself a timer. It provides reports and you can serve as a project manager of sorts too. Best of all, it’s free.

    2. Eliminate All Distractions

    Distractions include the phone, email notifications and having multiple web browsers open on the desktop. Just as it’s important to be organized offline, it’s key to have things organized online as well. This free guide End Distractions And Find Your Focus is a good tool to help you. With this guide, you’ll learn how to get rid of distractions and boost productivity. Grab your free guide here.

    You can also learn more on how to get rid of all distractions in this guide: How to Focus and Maximize Your Productivity (the Definitive Guide)

    3. Listen to Music That Boosts Productivity

    Distractions should be avoided, but sometimes a bit of music in the background can help you focus.

    Of course, it doesn’t need to be heavy rock music, but a bit of Beethoven may do you some good.

    Here’s a complete guide to help you pick the right music for better productivity: How To Maximize Your Productivity With Music: A Complete Guide

    4. Find Meaning in What You Do (And Love What You Do)

    Enjoying what you do is the ultimate way to increase your productivity.

    If you aren’t sure what you love doing yet, don’t worry. Leo Babauta has some unique ways to help you: How to Find Your Passion

    5. Prioritize your tasks ahead of time.

    By listing your tasks in order of importance, you can make sure that you finish all of your most important tasks during the day.

    Learn a unique technique to Prioritize Right in 10 Minutes and Work 10X Faster.

    6. Batch Similar Tasks into a Single Batch.

    Tasks like blog writing, phone calls, email and errands can be grouped into a single batch. You will save time by completing similar tasks in one session. One way to help you with organizing all of those things is through the app Todoist. It’s an easy and simple way for you to plan out your day, set reminders, and group all of your most important tasks in a convenient spot.

    7. Complete Your Most Dreaded Tasks First Thing in the Morning.

    Whichever activity you are dreading the most is probably the one you need to complete first thing in the morning.

    Many people tend to check emails in the morning because after checking a list of emails, they feel fulfilled. But that’s just an illusion of having achieved more.

    Doing simple tasks like checking emails first in the morning is bad for you. Instead, do the difficult tasks because you have more energy in the morning to tackle them!

    8. Reward Yourself for Finishing a Big Task

    To stay motivated for whatever you do, reward yourself every now and then.

    Keep track of your small wins and milestones and celebrate them. So whenever you struggle about your progress, you see how far you’ve come!

    Find out more about this 2-Step Approach to Self-Motivation: Track Small Wins and Reward Yourself.

    9. Don’t Multitask

    Research has shown that multitasking is not productive. If you think you can multitask, think again.

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    For optimum productivity, focus on one thing at a time.

    10. Step Away from the Computer

    The Internet has become one of the number one distraction. To increase your productivity, try to do as much of your work offline as possible.

    I do this a lot when I try to brainstom new ideas and have found it to be very beneficial to simply unplug.

    11. Use Focus Tools

    Make good use of apps and technology to help you remove distractions.

    Here’re 18 Best Time Management Apps and Tools to help you stay focused. This way, you’re not distracted by the web, e-mail, or IM.

    Also, join the free Fast-Track Class – Overcoming Distraction, and you’ll learn the one simple method to work even when you’re surrounded by distractions. Join the free session now!

    12. Just Start

    Often times, starting is the hardest part. People tend to wait for the perfect time with perfect condition to start. But there’s no perfect condition.

    Once you get going, you will quickly get into a rhythm that could last for hours.

    13. Find out Your Productive Hours

    Everyone has a certain time of the day in which they are more productive than others. For me, it’s the morning.

    Find out when your prime time is for productivity and optimize your work schedule accordingly.

    14. Keep a Notebook and Pen on Hand at All Times

    This way, you can write down your thoughts, to-dos and ideas at any time. The key is to get everything out of your head and onto paper. Your subconscious mind won’t be reminding you about it every other second. Another consideration is getting the app Evernote. Not only does this save you on ink and paper, Evernote is a convenient place for you to jot down notes and thoughts and then share them with the team. In certain circumstances, this can prove useful if you’re the type of person that has a lot of ideas that you want to share.

    15. Write a Blog to Chronicle Your Own Personal Development and Achievements

    The blog keeps you accountable and always working towards self improvement and personal growth.

    When you write down all the small achievements you’ve been having, you’re also more motivated to move forward.

    And you know what, this is how I started Lifehack too! What also helped me in starting Lifehack is WordPress, which allows people to set up a website for free. WordPress has simplified a lot of the process of building a site to the point that virtually anyone can build a website now.

    16. Write out a To-Do-List Each Day

    I like to plan my day the night before. This way, I can get started on my most important tasks as soon as I wake up. The Full Life Planner is a nice tool to help you organize your days and get things that matter done. Check out the planner here and start to plan your day ahead easily!

    Make sure you don’t make any of these common to-do-list mistakes!

    17. Write Your Most Important Tasks and To-Dos on a Calendar.

    The key to good time management is knowing where to be and what to be doing there at any given time. Effective calendar management goes hand in hand with good task list management.

    Learn here How to Use a Calendar to Create Time and Space.

    18. Reflect on Your Productivity Constantly

    As you go throughout your day, repeatedly ask yourself:

    “Am I currently making the best possible use of my time?”

    This one simple question can be an excellent boost to your productivity.

    19. Get up Early Before Anyone Else

    I know it could be difficult for some to wake up early in the morning but nothing beats a quiet house!

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    Here’s How to Start Your Day at 5:00 AM and some Simple Things Early Risers Do to make waking up early easier.

    20. Get Plenty of Sleep

    When you work online, sleep can become a long lost memory. However, it’s important to get plenty of sleep so that your working hours can be as productive as possible.

    Try out this night routine which I highly recommend for productivity: The Ultimate Night Routine Guide: Sleep Better and Wake Up Productive

    21. Exercise

    Research has shown that midday exercise boosts productivity and morale in the workplace.

    Take a short walk at lunch or do some simple stretches during your break to maximize your productivity.

    Here I have some exercises recommendations for you:

    22. Outsource as Much as Possible

    If you want to achieve more in less time, learn to delegate or outsource work. Here are just a few of the companies that will help you outsource your everyday tasks:

    Also, read this guide to learn how to delegate effectively: How to Delegate Work (the Definitive Guide for Successful Leaders)

    23. Set Some Exciting Goals

    Without worthy goals, you will never be motivated to get things done.

    Set goals that are challenging and achievable. The best goal setting framework is a SMART goal. That said, there are other tools that can help you out as well. For example, The Dreamers’ Guide To Reaching Your Goal is a great guide to help you set and reach goals effectively. Grab your free guide and learn how to make your goals happen this year!

    24. Tell Other People About Your Goals

    When you tell others about your goals, you will instantly be held accountable.

    25. Listen to Podcasts

    Listen to educational podcasts or audio books while you’re driving to work, cleaning the house, exercising, or cooking dinner.

    Audio learning has the power to add hours to your day. Not to mention, your cranium is sure to thank you for it.

    Some recommendations for you: 11 Podcasts To Inspire Yourself

    26. Read David Allen’s best-selling book Getting Things Done

    This is one of the most important productivity books you will ever read. Read it, apply the tips in your daily lives and get more things done.

    Here’re more great books about productivity too: 35 Books on Productivity and Organizational Skills for an Effective Life

    27. Learn to Speed Read

    When you can read faster, you will read and learn more! Check out these 10 Ways to Increase Your Reading Speed.

    You can also make use of the app OutRead to help speed up your reading speed!

    28. Learn to Skip When You Read

    When you’re reading a book, just read the parts that you need and skip the rest. But you have to read with a purpose.

    Learn how to make it work here: How to Read 10X Faster and Retain More

    29. Focus on Result-Oriented Activities

    Pareto’s law (also known as the 80 20 rule) states that 80% of the outputs result from 20% of the inputs. This means that 20% of our actions result in 80% of the results.

    We must find the 20% that is creating the 80% of our desired outcomes and focus solely on those activities.

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    30. Take a Break

    You can’t always be working at optimum productivity. Instead, you should shoot for working in short bursts at your most productive times.

    31. Start a Polyphasic Sleep Schedule

    What is polyphasic sleep?

    Polyphasic sleep is a sleep pattern specification intended to compress sleep time to 2-5 hours daily.[1] This is achieved by spreading out sleep into short (around 20-45 minute) naps throughout the day. This allows for more waking hours with relatively high alertness.

    While you can learn more about it here, you’re recommended to take some naps during the day to recharge your energy too.

    32. Learn to Say “No”.

    We can’t do everything and therefore we must learn when to say no in order to save our sanity.

    Learn the Gentle Art of Saying No from Leo Babauta.

    33. Go on an Information Diet

    Most of the world lives on information overload. We must eliminate mindless Internet surfing.

    Stop reading three different newspapers a day and checking your RSS feeds multiple times a day. Otherwise, you’ll never get anything done.

    The key is to limit yourself only to information that you can immediately take action on. Here’re some simple tips you can try: 10 Simple Productivity Tricks To Manage Overloaded Information

    34. Organize Your Office

    The piles of paper around your desk can be a huge barrier on your productivity. Optimize your time by organizing your office, setting up a system and dumping the junk.

    Check out these 21 Tips to Organize Your Office and Get More Done and 20 Easy Home Office Organization Ideas to Boost Your Productivity.

    35. Find a Mentor

    By modeling after those who have already achieved success, you will save yourself a lot of time and energy.

    A good mentor is hard to find, so here’s a guide to help you: What to Look for in a Mentor

    36. Learn Keyboard Shortcuts

    With technology’s help, you can double your work efficiency. Even better, you learn all the shortcuts when using technology, for example keyboard shortcuts.

    When you use keyboard shortcut, you gain 64 hours every year!

    Not sure what shortcuts to lear? Check out these 22 Tricks That Can Make Anyone A Keyboard Ninja.

    Besides learning the shortcuts, you can also create keyboard shortcuts with AutoHotKey.

    37. Improve Your Typing Speed to Save Time

    Do you know you can save 21 days per year just by typing fast?

    You don’t really need to take some serious courses to type faster, try these typing games online:

    38. Work from Home and Avoid the Daily Commute

    If your job is a flexible one, consider working from home. This saves you the commute time and you’ll find yourself more energetic throughout the day as you have saved the long ride.

    Take a look at these tips to help you stay productive while working from home:

    How to Work from Home and Stay Ultra-Productive

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    39. Get Rid of Time Wasters

    Common time wasters include Instant Messenger, video games, Flickr, checking your stats 10 times a day, television and extraneous Internet surfing.

    Don’t rely on your willpower, make use of some of these useful tools to help you stay focus: 10 Online Apps for Better Focus

    40. Plan Your Meals in Advance

    Plan out all of your meals a week ahead and make your grocery list accordingly. This allows you to focus on the necessary – saving you time and money. You can also save yourself even more time through a wide variety of apps. One app that I find helpful is Mealime. It’s an app that provides you with a wide selection of recipes and also a convenient spot for your grocery list as well.

    Considering the fact that over 4 million users have this app, it goes to show that there is a good selection of meal plans that you can follow and that the app is friendly to use.

    41. Cook Your Meals in Bulk

    When you cook your meals in bulk, you will have plenty of leftovers. This can avoid having to cook everyday.

    Find out more about how to make cooking in bulk works: Once a Month Cooking: Productivity Hack or Overrated Time Suck?

    42. Protect Yourself from Unnecessary Phone Time with Caller ID

    The minutes you spend on picking up unnecessary phone calls are time wasted. You can prevent that from happening.

    Check out this detailed guide how you can deal with those unnecessary phone calls: How To Lose the Useless Items that Weigh Down Your Day – Cellphone Calls

    43. Take Shorter Showers

    This one may sound silly but it’s actually something I struggle with. I spend up to 30 minutes in the shower. Think of the time I could save simply by speeding up a bit.

    44. Save the Trips to Bank by Taking Direct Deposit

    Many employers now offer direct deposit. If yours does, then be sure and take advantage of it and save yourself from a number of trips to the bank.

    45. Auto Pay Your Bills

    How many times have you been worried about whether you missed the bills deadline?

    Auto paying your bills will save you time and eliminate late fees and increased interest rates.

    46. Shop Online

    Whenever possible, avoid going to the store. When you shop online, you can be more focus about what you’re getting.

    47. Speed up your Internet With a Broadband Connection

    Many people are aware of the slow speed of internet but aren’t doing anything about it. In fact, this is the number one Internet time-saver!

    If you must use dial-up, then you can use accelerators like Propel and SlipStream to double or even triple your speed.

    48. Keep up the Speed of Your Computer

    If you’re a Windows user, use Windows hibernation feature to avoid the slowdown of exiting and restarting Windows.

    Or maybe, consider switching to Mac as there’re plenty of Advantages You Probably Don’t Know About Switching To Mac From PC.

    49. Turn off the TV

    The average American watches more than 4 hours of television every day. Over a 65-year life, that’s 9 years glued to the tube.

    For better health and productivity, turn off the TV. Here’re 11 more reasons to tell you to stop watching TV so often.

    Turn off the TV and you are sure to get more out of life.

    50. Use a Tivo or DVR

    This can help you cut an hour-long television show down to just 40 minutes. You can save time while not missing the fun.

    So, here’s the ultimate list of techniques you should learn to boost productivity. Pick the techniques that work for you and make them your daily habits. As time goes, you’ll find yourself being a lot more productive.

    More Time Management Tips

    Featured photo credit: Pexels via pexels.com

    Reference

    [1] Medical News Today: What is biphasic and polyphasic sleep?

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