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16 Productivity Hacks For Leaders

16 Productivity Hacks For Leaders

Productivity is a skill you have to develop over time, especially for self-made leaders. When you are in charge of running a business, time is your most valued asset. And the one that slips through your fingers the most. By using the following 16 productivity hacks you will learn how to work more effective rather than efficient and create a less busy work routine for yourself.

1. Drop the 9-to-5 Schedule

It’s no longer news that the traditional 9-to-5 workday is not the optimal productivity time span. Depending on your personality type, habits, and lifestyle you might prefer to work from 6 a.m. till lunch or pop in after noon and be the last one to leave. Do the most challenging tasks during your most productive hours and schedule meetings and routine tasks for that time of the day when you start feeling low.

A quick reminder: Don’t be the first to come and the last to leave. In the long run, this practice will ruin productivity and your personal life as your brain will never have a chance to fully recharge. You can’t be a great leader if you can’t properly take care of yourself.

2. Know Your Priorities

Either you learn to prioritize like it’s nobody’s business, or you are doomed. The essential activities that will move your business forward should always be tackled first, even if they are the hardest to crack. Placing effectiveness over efficiency should be your daily mantra. You can never complete everything, yet you can finish the tasks that will move your vision and your company forward.

Here’s an excellent tip from a Pentagon general: “First I make a list of priorities: one, two, three, and so on. Then I cross out everything from three down.”

Multitasking is often deemed to be a good skill, except that it’s not. Numerous tests have proved: chronicle multitaskers in the long run perform worse on the tasks, compared to those handling one problem at a time. Rather than switching between tasks from minute to minute, dedicate a 20-minute chunk of time to a single task, and then switch to the next one. It’s called the Pomodoro technique and you’ll feel your productivity increase from day one.

3. Embrace Power Naps

Your brain needs to reboot after long hours of work. According to scientists, if you need a quick boost of alertness, nap for 10 to 20 minutes; for cognitive memory processing, a 60-minute nap would suit best and a 90-minute nap will involve a full cycle of sleep, which boosts creativity, and emotional and procedural memory. These days there are a lot of smart personal comfort technologies to help you sleep comfortably and even gently wake up you at the right time.

4. Hire the Best Talent

As Joshua Conran, senior partner at Deksia, puts it, “I’ve learned to hire people who are better at specific things than I am. I actively work to ensure I’m the dumbest person in the room. As I do this, I become less needed on a day-to-day basis to complete projects, and the company’s talent actually accomplishes more than I ever could.”

As a leader, make sure you spend time acquiring and keeping the best people in your company, rather than micro-managing and struggling to handle everything on your own.

5. Do Not Check Your Email First Thing in the Morning

Spare that time for more creative tasks, rather than being sucked into hours of back and forth replies. A lot of successful CEOs already reduce their time on handling emails to one to two days per week. You’ll be surprised to know that a lot of people in your company can actually handle their problems without you being involved.

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6. Listen to Yourself

Choose those types of productivity tools that help you most. If you react better to constant reminders from your phone or desktop pop-ups — install some handy apps! If you like to write down things and physically tick them off, buy a big planner and a fancy pen. Don’t follow trends, self-reflect and use what suits you most.

7. Set “Airplane Days”

Did you ever notice that you could accomplish more goals while being totally disconnected from the world on a long flight? Well, you don’t need to fly anywhere; you can create the same environment at home or at your office. On “Airplane Days” block out the time on your shared calendar, switch off your phone and network connection, eliminate all other distractions, and focus on dealing with the top three high-priority tasks from your list.

8. Clean Up Your Facebook

No matter how hard you try, you still peak at your Facebook once in a while. To limit the time spent at the social network Roman Grigorjev suggests moving everyone from “friends” to “acquaintances.” This way you’ll see only two to five of the most important posts per day instead of hundreds of cat pictures and personal musing statuses.

9. Use the 2-Minute Rule

If it takes less than two minutes to finish the task do it right now. Yes, as simple as that, but believe me this small habit can drastically increase your productivity if you use it.

10. Don’t Waste Desk Time

Read and reply emails on the go, and save interesting articles you’ve found to Pocket app to catch up on them later. Your desk is the place where you should solely focus on work and nothing else.

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11. Support Your Team

As a leader you should focus on encouraging others to cross things off of their lists just as you do. The more inspired and motivated your team is the more goals you can accomplish at once. If you can help others achieve their daily tasks and overachieve goals, you’ll be able to lead the whole company towards higher productivity.

12. Eat That Frog First

Not literally of course. Start your day with working on the activity you dread most (frog), yet the one that currently stands between you and the next giant step toward success!

13. Always Have the Decision Matrix at Hand

impact-grid

    Going back to prioritizing, if you have a lot of urgent things at hand or a small crisis going around, use this simple, yet highly effective decision-making matrix.

    Everything that is easy to do and will have a big impact should be labeled as a “do it now” priority. Smaller impact and easy-to-do items should be delegated. The big impact and hard-to-do items get put into the mix for prioritization against other initiatives.

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    14. Learn to Say No

    You are often invited to multiple conferences, meetings, and speaking engagements. Learn to refuse the invitations; you will never have time to focus on what’s truly important while trying to chase some possible opportunities out there, even if they seem fun, useful, or interesting. Networking should be limited to a necessary amount. For instance, commit to attending two conferences per year, one to two meetups per month, and so on.

    15. Schedule Appointments With Yourself

    You have dozens of meetings on your calendar, but when was the last time you have specifically blocked a few hours to sit down in peace, gather your thoughts, and go through critical things you want to get done?

    16. Try Voice Recognition Software

    I presume you still type slower than you speak, so using Siri to type messages for you on your iPhone will save you a lot of time. Use Dragon Dictation to type all sort of memos, emails, and other papers for you or Evernote Premium that now has the same feature. This will save you at least one hour a day.

    Featured photo credit: Nana B Agyei via flickr.com

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    Elena Prokopets

    Elena is a passionate blogger who shares about lifestyle tips on Lifehack.

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    Last Updated on March 30, 2020

    What to Do in Free Time? 20 Productive Ways to Use the Time

    What to Do in Free Time? 20 Productive Ways to Use the Time

    If you’ve got a big block of free time, the best way to put that to use is to relax, have fun, decompress from a stressful day, or spend time with a loved one. But if you’ve just got a little chunk — say 5 or 10 minutes — there’s no time to do any of the fun stuff.

    So, what to do in free time?

    Put those little chunks of time to their most productive use.

    Everyone works differently, so the best use of your free time really depends on you, your working style, and what’s on your to-do list. But it’s handy to have a list like this in order to quickly find a way to put that little spare time to work instantly, without any thought. Use the following list as a way to spark ideas for what you can do in a short amount of time.

    1. Reading Files

    Clip magazine articles or print out good articles or reports for reading later, and keep them in a folder marked “Reading File”. Take this wherever you go, and any time you have a little chunk of time, you can knock off items in your Reading File.

    Keep a reading file on your computer (or in your bookmarks), for quick reading while at your desk (or on the road if you’ve got a laptop).

    2. Clear out Inbox

    Got a meeting in 5 minutes? Use it to get your physical or email inbox to empty.

    If you’ve got a lot in your inbox, you’ll have to work quickly, and you may not get everything done; but reducing your pile can be a big help. And having an empty inbox is a wonderful feeling.

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    3. Phone Calls

    Keep a list of phone calls you need to make, with phone numbers, and carry it everywhere.

    Whether you’re at your desk or on the road, you can knock a few calls off your list in a short amount of time.

    4. Make Money

    This is my favorite productive use of free time. I have a list of articles I need to write, and when I get some spare minutes, I’ll knock off half an article real quick.

    If you get 5 to 10 chunks of free time a day, you can make a decent side income. Figure out how you can freelance your skills, and have work lined up that you can knock out quickly — break it up into little chunks, so those chunks can be done in short bursts.

    5. File

    No one likes to do this. If you’re on top of your game, you’re filing stuff immediately, so it doesn’t pile up.

    But if you’ve just come off a really busy spurt, you may have a bunch of documents or files laying around.

    Or maybe you have a big stack of stuff to file. Cut into that stack with every little bit of spare time you get, and soon you’ll be in filing Nirvana.

    6. Network

    Only have 2 minutes? Shoot off a quick email to a colleague. Even just a “touching bases” or follow-up email can do wonders for your working relationship. Or shoot off a quick question, and put it on your follow-up list for later.

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    7. Clear out Feeds

    If my email inbox is empty, and I have some spare time, I like to go to my Google Reader and clear out my feed inbox.

    8. Goal Time

    Take 10 minutes to think about your goals — personal and professional.

    If you don’t have a list of goals, start on one. If you’ve got a list of goals, review them.

    Write down a list of action steps you can take over the next couple of weeks to make these goals a reality. What action step can you do today? The more you focus on these goals, and review them, the more likely they will come true.

    9. Update Finances

    Many people fall behind with their finances, either in paying bills (they don’t have time), or entering transactions in their financial software, or clearing their checkbook, or reviewing their budget.

    Take a few minutes to update these things. It just takes 10 to 15 minutes every now and then.

    10. Brainstorm Ideas

    Another favorite of mine if I just have 5 minutes — I’ll break out my pocket notebook, and start a brainstorming list for a project or article. Whatever you’ve got coming up in your work or personal life, it can benefit from a brainstorm. And that doesn’t take long.

    11. Clear off Desk

    Similar to the filing tip above, but this applies to whatever junk you’ve got cluttering up your desk. Or on the floor around your desk.

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    Trash stuff, file stuff, put it in its place. A clear desk makes for a more productive you. And it’s oddly satisfying.

    12. Exercise

    Never have time to exercise? 10 minutes is enough to get off some pushups and crunches. Do that 2 to 3 times a day, and you’ve got a fit new you.

    13. Take a Walk

    This is another form of exercise that doesn’t take long, and you can do it anywhere. Even more important, it’s a good way to stretch your legs from sitting at your desk too long.

    It also gets your creative juices flowing. If you’re ever stuck for ideas, taking a walk is a good way to get unstuck.

    14. Follow up

    Keep a follow-up list for everything you’re waiting on. Return calls, emails, memos — anything that someone owes you, put on the list.

    When you’ve got a spare 10 minutes, do some follow-up calls or emails.

    15. Meditate

    You don’t need a yoga mat to do this. Just do it at your desk. Focus on your breathing. A quick 5 to 10 minutes of meditation (or even a nap) can be tremendously refreshing.

    Take a look at this 5-Minute Guide to Meditation: Anywhere, Anytime

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    16. Research

    This is a daunting task for me. So I do it in little spurts.

    If I’ve only got a few minutes, I’ll do some quick research and take some notes. Do this a few times, and I’m done!

    17. Outline

    Similar to brainstorming, but more formal. I like to do an outline of a complicated article, report or project, and it helps speed things along when I get to the actual writing. And it only takes a few minutes.

    18. Get Prepped

    Outlining is one way to prep for longer work, but there’s a lot of other ways you can prep for the next task on your list.

    You may not have time to actually start on the task right now, but when you come back from your meeting or lunch, you’ll be all prepped and ready to go.

    19. Be Early

    Got some spare time before a meeting? Show up for the meeting early.

    Sure, you might feel like a chump sitting there alone, but actually people respect those who show up early. It’s better than being late (unless you’re trying to play a power trip or something, but that’s not appreciated in many circles).

    20. Log

    If you keep a log of anything, a few spare minutes is the perfect time to update the log.

    Actually, the perfect time to update the log is right after you do the activity (exercise, eat, crank a widget), but if you didn’t have time to do it before, your 5-minute break is as good a time as any.

    More Inspirations on What To Do During Free Time

    Featured photo credit: Lauren Mancke via unsplash.com

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