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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 November 19, 2019

7 Signs That You’re Way Too Busy

7 Signs That You’re Way Too Busy

“Busy” used to be a fair description of the typical schedule. More and more, though, “busy” simply doesn’t cut it.

“Busy” has been replaced with “too busy”, “far too busy”, or “absolutely buried.” It’s true that being productive often means being busy…but it’s only true up to a point.

As you likely know from personal experience, you can become so busy that you reach a tipping point…a point where your life tips over and falls apart because you can no longer withstand the weight of your commitments.

Once you’ve reached that point, it becomes fairly obvious that you’ve over-committed yourself.

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The trick, though, is to recognize the signs of “too busy” before you reach that tipping point. A little self-assessment and some proactive schedule-thinning can prevent you from having that meltdown.

To help you in that self-assessment, here are 7 signs that you’re way too busy:

1. You Can’t Remember the Last Time You Took a Day Off

Occasional periods of rest are not unproductive, they are essential to productivity. Extended periods of non-stop activity result in fatigue, and fatigue results in lower-quality output. As Sydney J. Harris once said,

“The time to relax is when you don’t have time for it.”

2. Those Closest to You Have Stopped Asking for Your Time

Why? They simply know that you have no time to give them. Your loved ones will be persistent for a long time, but once you reach the point where they’ve stopped asking, you’ve reached a dangerous level of busy.

3. Activities like Eating Are Always Done in Tandem with Other Tasks

If you constantly find yourself using meal times, car rides, etc. as times to catch up on emails, phone calls, or calendar readjustments, it’s time to lighten the load.

It’s one thing to use your time efficiently. It’s a whole different ballgame, though, when you have so little time that you can’t even focus on feeding yourself.

4. You’re Consistently More Tired When You Get up in the Morning Than You Are When You Go to Bed

One of the surest signs of an overloaded schedule is morning fatigue. This is a good indication that you’ve not rested well during the night, which is a good sign that you’ve got way too much on your mind.

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If you’ve got so much to do that you can’t even shut your mind down when you’re laying in bed, you’re too busy.

5. The Most Exercise You Get Is Sprinting from One Commitment to the Next

It’s proven that exercise promotes healthy lives. If you don’t care about that, that’s one thing. If you’d like to exercise, though, but you just don’t have time for it, you’re too busy.

If the closest thing you get to exercise is running from your office to your car because you’re late for your ninth appointment of the day, it’s time to slow down.

Try these 5 Ways to Find Time for Exercise.

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6. You Dread Getting up in the Morning

If your days are so crammed full that you literally dread even starting them, you’re too busy. A new day should hold at least a small level of refreshment and excitement. Scale back until you find that place again.

7. “Survival Mode” Is Your Only Mode

If you can’t remember what it feels like to be ahead of schedule, or at least “caught up”, you’re too busy.

So, How To Get out of Busyness?

Take a look at these articles to help you get unstuck:

Featured photo credit: Khara Woods via unsplash.com

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