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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 September 24, 2020

17 Ways Learn New Skills Faster and Enjoy the Process

17 Ways Learn New Skills Faster and Enjoy the Process

In the movie The Matrix, everyone was intrigued with the ability that Neo and his friends possessed to learn new skills in a matter of seconds. With the incredible rise in technology today, the rapid learning in the movie is becoming much more of a reality than you realize.

The current generation has access to more knowledge and information than any before it. Through the internet, we are able to access all sorts of knowledge to answer almost every conceivable question. To become smarter, it’s more about the ability to learn faster, rather than being a natural born genius.

Here are 17 ways to kickstart your Matrix-style learning experience in a short amount of time.

1. Deconstruct and Reverse Engineer

Break down the skill that you want to learn into little pieces and learn techniques to master an isolated portion. The small pieces will come together to make up the whole skill.

For example, when you’re learning to play the guitar, learn how to press down a chord pattern with your fingers first without even trying to strum the chord. Once you are able to change between a couple of chord patterns, then add the strumming.

2. Use the Pareto Principle

Use the Pareto Principle, which is also known as the 80 20 rule. Identify the 20% of the work that will give you 80% of the results. Find out more about the 80 20 rule here: What Is the 80 20 Rule (And How to Use It to Boost Productivity)

Take learning a new language for example. It does not take long to realize that some words pop up over and over again as you’re learning. You can do a quick search for “most commonly used French words,” for example, and begin to learn them first before adding on the rest.

3. Make Stakes

Establish some sort of punishment for not learning the skill that you are seeking. There are sites available that allow you to make a donation toward a charity you absolutely hate if you do not meet your goals. Or you can place a bet with a friend to light that fire under you.

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However, keep in mind that several studies have shown that rewards tend to be more motivating than punishment[1].

4. Record Yourself

Seeing yourself on video is a great way to learn from your mistakes and identify areas that you need to improve. This is very effective for any musicians, actors, speakers, performers, and dancers.

5. Join a Group

There are huge benefits to learning in a group. Not only are you able to learn from others but you’ll be encouraged to make progress together. Whether it’s a chess club, a mastermind group, or an online meet-up group, get connected with other like-minded individuals.

6. Time Travel

Visit the library. Although everything is moving more and more online, there are still such things called libraries.

Whether it’s a municipal library or your university library, you will be amazed at some of the books available there that are not accessible online. Specifically, look for the hidden treasures and wisdom contained in the really old books.

7. Be a Chameleon

When you want to learn new skills, imitate your biggest idol. Watch a video and learn from seeing someone else do it. Participate in mimicry and copy what you see.

Studies have shown that, apart from learning,[2]

“Mimicry is an effective tool not only to create ties and social relationships, but also for maintaining them.”

Visual learning is a great way to speed up the learning process. YouTube has thousands of videos on almost every topic available.

8. Focus

Follow one course until success! It’s easy to get distracted, to throw in the towel, or to become interested in the next great thing and ditch what you initially set out to do.

Ditch the whole idea of multitasking, as it has been shown to be detrimental and unproductive Simply focus on the one new skill at hand until you get it done.

9. Visualize

The mind has great difficulty distinguishing between what is real and what is imagined. That is why athletes practice mentally seeing their success before attempting the real thing[3].

Visualize yourself achieving your new skill and each step that you need to make to see results. This is an important skill to help when you’re learning the basics or breaking a bad habit.

Take a look at this article to learn how to do so: How to Become a Person Who Can Visualize Results

10. Find a Mentor

Success leaves clues. The best short cut to become an expert is to find an expert and not have to make the mistakes that they have made.

Finding out what NOT to do from the expert will fast-track your learning when you want to learn new skills. It is a huge win to have them personally walk you through what needs to be done. Reach out and send an email to them.

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If you need help learning how to find a mentor, check out this article.

11. Sleep on It

Practice your new skill within four hours of going to sleep.

Josh Kaufman, author of The Personal MBA, is a noted rapid learning expert. He says that any practice done within this time frame causes your brain to embed the learning more rapidly into its neural pathways. Your memory and motor-mechanics are ingrained at a quicker level.

12. Use the 20-Hour Rule

Along with that tip, Kaufman also suggests 20 as the magic number of hours to dedicate to learning the new skill.

His reasoning is that everyone will hit a wall early on in the rapid learning stage and that “pre-committing” to 20 hours is a sure-fire way to push through that wall and acquire your new skill.[4]

Check out his video to find out more:

13. Learn by Doing

It’s easy to get caught up in reading and gathering information on how to learn new skills and never actually get around to doing those skills. The best way to learn is to do.

Regardless of how unprepared you feel, make sure you are physically engaged continuously. Keep alternating between research and practice.

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14. Complete Short Sprints

Rather than to force yourself into enduring hours upon hours of dedication, work in short sprints of about 20-30 minutes, then get up and stretch or take a short walk. Your brain’s attention span works best with short breaks, so be sure to give it the little rest it needs.

One study found that, between two groups of students, the students who took two short breaks when studying actually performed better than those who didn’t take breaks[5].

15. Ditch the Distractions

Make sure the environment you are in is perfect for your rapid-learning progress. That means ditching any social media, and the temptation to check any email. As the saying goes, “Out of sight, out of mind.”

Before you sit down to learn new skills, make sure that potential distractions are far from sight.

16. Use Nootropics

Otherwise known as brain enhancers, these cognitive boosters are available in natural herbal forms and in supplements.

Many students will swear by the increased focus that nootropics will provide[6], particularly as they get set for some serious cramming. Natural herbal nootropics have been used for thousands of years in Ayurvedic traditions to improve the mind and learning.

Find out more about brain supplements in this article.

17. Celebrate

For every single small win that you experience during the learning process, be sure to celebrate. Your brain will release endorphins and serotonin as you raise your hands in victory and pump your fits. Have a piece of chocolate and give yourself a pat on the back. This positive reinforcement will help you keep pushing forward as you learn new skills.

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The Bottom Line

Learning a new skill should be exciting and fun. Whether you use online courses, real world experience, YouTube videos, or free online resources, take time to learn in the long term. Keep picturing the joy of reaching the end goal and being a better version of yourself as continual motivation.

More Tips on How to Learn New Skills

Featured photo credit: Elijah M. Henderson via unsplash.com

Reference

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