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15 Productivity Hacks That Speed Up Your Efficiency

15 Productivity Hacks That Speed Up Your Efficiency

Need to get more efficient at work? Do you ever have enough time to get it all done?

If you are struggling to find the time to fit it all in, here are 15 productivity hacks that will help speed up your efficiency:

Email management

Let’s start with the chief productivity killer in most offices — emails.

1. Stop checking email first thing

If you want to drown in inefficiency, check your email first thing in the morning.

If you want to become more productive and efficient, eliminate this habit from your day.

Checking your email first thing in the morning puts you at the mercy of others. Take back the control and start your day with the tasks you have planned to do, not the ones someone else thinks you should do.

2. Turn off notifications

When you have your work planned out, you don’t want to be disturbed by an email notification in the bottom right of your screen.

Switch off all notifications. When you receive an email notification or any other type of notification, it disturbs your focus.

If you turn them off, you can have calm, undisturbed focus for as long as your brain will allow.

3. Batch process email

With the notifications turned off, go to your email a couple of times during the day when you have decided it’s time.

Let your emails build up so that you can process them.

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Processing allows you to think clearly about which ones are top priority and which can be left until later. The way they arrive into your inbox is not the order of merit.

4. Unsubscribe to newsletters

Unsubscribe to as many newsletters as possible. Let them clog up some other email inbox.

If you really need to stay subscribed, subscribe under a different email address. This way, you reduce the number of emails coming into your work email address.

Software and apps organization

Now let’s get to the digital organization.

4. Use Sanebox for organized emails

Continuing on the subject of email, try out Sanebox to reduce the amount of emails that get into your inbox in the first place.

Sanebox uses algorithms to determine the importance of each email, and it moves unimportant messages out of the Inbox into a separate folder, and summarizes them for you.

The added bonus is that it works on any platform and has all the same functionality in the phone app too.

5. Use Activewords for faster output

Use a text replacement software such as Activewords to reduce time spent writing repetitive sentences.

Activewords can be used to launch programs, websites, Evernote notes and more. Saving minutes daily can add up to days saved at the end of the year.

6. Try CloudOn to store documents

CloudOn allows you to use Microsoft Word, Excel and PowerPoint to create documents on the go using your iPhone, iPad or Android device.

Users can sync with Dropbox, Google Drive and SkyDrive accounts. You can also email files directly from mobile devices

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7. Use Evernote to organize notes

Evernote has changed my life.

I have a bad memory, but I no longer have to waste time trying to remember where I have stored something because it’s all in Evernote, from my kids artwork to my families identification numbers, from my shopping list to my next book project.

A place for everything and everything in its place.

Productivity in the office

At work, there’re also a couple of hacks you should try to speed up productivity.

8. Delegate

Only do what only you can do. Your philosophy should be to do as little as possible.

Focus on your core strengths and leave the rest of the work to others.

If you are unfortunate to be the person who receives all the delegated work and you don’t have anyone to help you, make sure you are clear about priorities, clarify priorities and goals with your superiors so you can make better decisions when people send work your way.

Here’s a guide that will help you learn how to delegate effectively:

How to Delegate Work (the Definitive Guide for Successful Leaders)

9. Make meetings productive

Make meetings more productive or don’t have them.

Meetings waste an enormous amount of money each year for organizations. Too many people are in attendance that don’t have to be there, and most of them are replying to emails and focusing on something other than the meeting.

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Think of more creative ways to have meetings, but start by avoiding the meetings where you are not really required.

10. Say no

We must learn to say no to others to be able to say yes to ourselves.

Helping others is great but not when it causes us stress trying to complete our own tasks.

Learn to be more assertive and not take on too much work if possible.

Leo Babauta has some good advice on how to say no:

The Gentle Art of Saying No

11. Two minute rule

Another tip from David Allen is that if something takes less than two minutes, do it now.

By adopting this rule, you will clear a lot of things from your To Do list very quickly. It also gives you a sense of satisfaction and achievement which only fuels your productivity.

Brain and body performance

The condition of your health has a lot to do with your productivity, so don’t ever underestimate it.

12. Work with your body

Figure out your natural body rhythms and work with them.

Some of us are more productive at night, others in the morning.

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Don’t fight your natural cycles and try and maximize these times to do your most important tasks

13. Hydrate

When the body is dehydrated we lose energy; when the brain is dehydrated we lose focus.

Ensure you drink water right throughout the day in order to get the most from both your body and mind.

14. Fuel the body

Along with drinking plenty of water, there are many foods that help to keep us energized and focused throughout the day.

Omega oils, known as “brain foods,” help us focus and concentrate.

Proteins and carbohydrates maintain our energy, and a little caffeine can give us a perk when we need it.

Stay aware of your body’s needs and feed it accordingly

15. Exercise

Richard Branson reckons he gets an extra 8 hours of productive time each day from working out in the morning.

Exercise gives us energy, reduces stress and increases focus.

Most productive and successful people have a regular habit of working out. So if you are to only follow one of these hacks, make it this one.

Featured photo credit: Unsplash via unsplash.com

More by this author

Ciara Conlon

Productivity coach, speaker, blogger and author of Chaos to Control, a Practical Guide to Getting Things Done

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Last Updated on March 31, 2020

How To Break the Procrastination Cycle

How To Break the Procrastination Cycle

How often do you find yourself procrastinating? Do you wish you could procrastinate less? We all know how debilitating procrastination can make us feel, and it seems to be a challenge we all share. Procrastination is one of the biggest hindrances to moving forward and doing the things that we want to in life.

There are many reasons why you might be procrastinating, and sometimes, it is really difficult to pinpoint why. You might be procrastinating because of something related to the past, present, or future (they are all intertwined), or it could be as simple as biological factors. Whatever the reason, most of us follow a cycle when we procrastinate, from the moment we decide to do something to actually getting it done, or in this case, not getting it done.

The Vicious Procrastination Cycle

For some reason, it helps to understand that we all go through the same thing, even though we often feel like the only person in the world who struggles with this. Do you resonate with the cycle below?

1. Feeling Eager and Energized

This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it!

2. Apprehension Starts to Come Up

The beginning stages of optimism are starting to fade. There is still time, but you haven’t done anything yet, and you start to feel uneasy. You realize that you actually have to do something to get it done, and that good intentions are not enough.

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3. Still No Action

More time has passed. You still haven’t taken any action and probably have a lot of excuses why. You start to panic a little and wish you had started sooner. Your panic starts to turn into frustration and perhaps even irritability.

4. Flicker of Hope Left

You can still make it; there is a little time left and you ponder how you are going to get it done. The rush you get from leaving your task until the last minute gives you a flicker of hope. There is still time; you can do this!

5. Fading Quickly

Your hope starts to quickly fade as you try desperately to understand why you just can’t do this. You may feel desperate and have thoughts like, “What is wrong with me?” and “Why do I ALWAYS do this?” You feel discouraged, or perhaps angry and resentful at yourself.

6. Vow to Yourself

Once the feeling of anger or disappointment disappears, you most likely swear to yourself that this will never happen again; that this was the last time and next time will be different.

Does this sound like you? Is the next time different? I understand the devastating effect that procrastination has on many lives, and for some, it is a really serious problem. You also have, on the other hand, those who procrastinate but it doesn’t affect them in any way. You know whether it is affecting you or not and whether it undermines your results.

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How to Break the Procrastination Cycle

Unless you break the cycle, you will keep reinforcing it!

To break the cycle, you need to change the sequence of events. Here is my suggestion on how you can effectively break the vicious cycle you are in!

1. Feeling Eager and Energized

This is when you commit to taking a new action or getting something done. You are feeling confident and optimistic that, this time round, you will do it! The first stage is always the same.

2. Plan

Thinking alone will not help; you need to plan your actions. I always put my deadlines one or two days in advance because you know Murphy’s Law! Take into consideration everything that you need to do, how long it will take you, and what you will need to get it done, then plan the individual steps.

3. Resistance

Just because you planned doesn’t mean that this time is guaranteed to be different. You will most likely still feel the resistance so expect this. This stage is key to identifying why you are procrastinating, so when you feel the resistance, try to identify it immediately.

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What is causing you to hesitate in this moment? What do you feel?  Write them down if it helps.

4. Confront Those Feelings

Once you have identified what could possibly be holding you back, for example, fear of failure, lack of motivation, etc. You need to work on lessening the resistance.

Ask yourself, “What do I need to do to move forward? What would make it easier?” If you find that you fear something, overcoming that fear is not something that will happen overnight — keep this in mind.

5. Put Results Before Comfort

You need to keep moving forward and put results before comfort. Take action, even if it is only for 10 minutes. The key is to break the cycle and not reinforce it. You have more control that you think.

6. Repeat

Repeat steps 3-5 until you achieve what you first set out to do.

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Final Thoughts

Change doesn’t happen overnight, and if you have some deeper underlying reasons why you procrastinate, it may take longer to finally break the cycle.

If procrastination is holding you back in life, it is better to deal with it now than to deal with the negative consequences later on. It is not a question of comfort anymore; it is a question of results. What is more important to you?

Learn more about how to stop procrastinating here: What Is Procrastination and How to Stop It (The Complete Guide)

Featured photo credit: Luke Chesser via unsplash.com

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