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35 Quick and Simple Tips for Better Productivity

35 Quick and Simple Tips for Better Productivity

    When people first begin exploring the world of personal productivity and task management, they either don’t know where to start or can’t seem to find their footing when they do. If you’re one of these people, I’ve assembled 35 quick and simple tips for better productivity – ones you can use right away and start to see results in your work and in your life. You don’t need to take on all 35 (in fact, I’d recommend taking on far less and returning to this piece as you feel comfortable taking on more), but each of them can be used to provide you with a sample of what improved productivity feels like.

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    Let’s get started…

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    1. Don’t use email as a task manager. Email is meant as a form of communication, not as a task manager. The reason we got lost in our email inboxes is because we use them for more than what they were intended to be used for. You don’t spend hours listening to your voicemail or waiting for the postman to drop off a letter, nor do you slap sticky notes on your phone to represent every task associated with every phone call you receive. Use you email app for email; use a task management app for managing your tasks.
    2. Capture some things, but not everything. It’s a great idea to capture your thoughts, ideas and potential tasks as they come up, but if you can do something in the moment then don’t bother writing it down. Sure, it always feels good to check off a box, but if you don’t need to create the box to check off because you can do it right now – then why waste your time? It’s a false sense of accomplishment when you do that.
    3. Ritualize regularly. By building rituals for your morning, evening, your commute to work, and other regular times, you create a habit that is easier to stick with. You also end up freeing upi your mind to do heavier lifting, because it already knows what it needs to do as part of a ritual. Ritualize what you can reasonably ritualize. It’s a great time-saver.
    4. Keep a pen and paper with you at all times. It might be a pain, but when you need to capture something an your electronic device fails you, you’ll be glad you’ve got ’em.
    5. Don’t multitask. Work on one task at a time. Multitasking is a myth, and trying to do it only splits your focus.
    6. Close the door. If you need to eliminate both diruptions and distractions, close the door to your work area. If you don’t have a door, then put on some headphones and create that quietude instead.
    7. Open the window. This may seem counter-intuitive considering the last tip, but fresh air is never a bad thing. As long as you can stay focused and productive, give yourself some outdoor air to breathe in as you work.
    8. Go for a walk. Going for a walk (without earbuds clamped to your ears) is a great way to clear your head and regain focus so you can get back at it. Use a treadmill if the weather isn’t cooperating – but getting outdoors is always preferable.
    9. Take breaks. While i’m not a fan of The Pomodoro Technique, I am a fan of taking breaks. Your brain and body need to rest and recharge so you can get the most out of them on a daily basis. It doesn’t matter how you choose to spend your breaks, but make sure to take them every few hours. It will show in your work if you do – and if you don’t.
    10. Eat lunch away from your work area. Never eat at your workstation. Not only does it keep you from that time off I just mentioned, but it also invites coworkers the opportuntiy to distract you and possibly even heap more work your way. Go to the lunchroom area or get out of the office.
    11. Drink plenty of water. Your mind and body need water more than it needs the breaks. Just as water is refreshing to drink, it refreshes the mind and body so it can continue to perform at a high level. Drink the recommended amount per day – which can vary depending on the person, according to this article at The Mayo Clinic.
    12. Focus on tasks, not on time. There is a big difference between task management and time management. When you focus on time, the number of hours you have in the day seem small by comparison to what you have to accomplish. But if you focus on tasks, then you look at the stuff you need to do and prioritize it accordingly, and time becomes less of a factor – esppecially if you avoid getting caught in “deadline debt”. You’ll also end up doing the most important stuff more often when you focus on the tasks at hand instead of the time on hand.
    13. Use a meaningful object to keep you on track. I have a metal plaque that I received in my limited edition “Do The Work” book by Steven Pressfield in plain view as I write this. I also have my Vision bobblehead next to it and wear my Green Lantern ring on my finger – which I only wear when I write – all because they have meaning to me and add meaning to the tasks and projects I work on as a writer and “productivityist”. Sure, my choices of objects may be incredibly geeky, but they are mine and they work for me. Find one(s) that work for you and they may very well play a role in boosting your productivity.
    14. Be nimble. Rigidity is the enemy of productivity. You have to be able to go with the flow. Otherwise, you’ll end up miserable – because not everything will go according to plan.
    15. Don’t fight your body clock. Don’t try to become and early riser if you have a history of being a night owl. And don’t stay up late to get stuff done if you know your mind and body shuts down early so that you can get up as the sun rises. Just like you need to be nimble with what life throws at you, you need to be able to work with the way you are. I’m a night owl. I tried to become an early riser (especially now that I have kids) and it didn’t work out so well. Play to your strengths and listen to your body clock. It knows you pretty well.
    16. Get plenty of rest. This goes hand in hand with the above tip. If you are hitting the sack at 1 a.m., don’t get up at 5 or 6 a.m. the next day. Get your sleep, however you can and whenver you can. Your mind and body needs it to thrive.
    17. Be social. Get out and be around people regularly. They’ll offer you some great ideas and insights, you’ll have a great time, and it can be a form of relaxation.
    18. Exercise and eat right. If you want your mind and body to work hard, you have to prepare it as such. Exercise regularly and eat right and your mind and body will reward you for it.
    19. Laugh. Laughter relieves stress and can actually boost productivity, according to this article from AOL Jobs. Funny, isn’t it?
    20. Explore. Learn new things and explore them and yourself. Look around, Pay attention. IT not only will give you a break from that task list, but it may provide you with some insight into your work that you hadn’t come up with yourself.
    21. Read often. Not just blogs like Lifehack, but books. (Maybe even ones made of paper.) Fiction and non-fiction, read a variety of material. It expands the mind and you’ll grow as a person. And it also is a great thing to do while taking one of those breaks I mentioned.
    22. Write often. Capture your thoughts at the end of the day or week. Keep a journal. Just as reading promotes growth, so does writing.
    23. Use a system. You need to have a system or structure in place to be at your most productive. It gives you a touchstone – something you can go back to when you go off track. There are numerous methods out there, but pick one (or a hybrid of several) that works for you and stick with it. Aaron Mahnke and Dave Caolo talked about productivity systems on a recent episode of their podcast Home Work – give it a listen for ideas that may help you build a system and structure of your own.
    24. Spend time alone. There’s going to be no better opportunity for focus, clarity and quiet for you then when you go it alone. Spend time with yourself and your thoughts. It’ll help you get in touch with what you really want – and how to get there in a way that works best for you.
    25. Get away. This would be a big break – a vacation. Get out of your city or town and go somewhere that you’ll enjoy to recharge your batteries. Then you’ll be fired up and ready to go when you return.
    26. Visualize where you want to be. You won’t get to where you want to be without knowing what that is. Working at being more productive just for productivity’s sake isn’t the point; you need to have an overarching vision in mind. Put that in your mind first and work from there and you’ll put yourself in a far better position to get to where you really want to be.
    27. Plan ahead. In order to avoid managing time and managing tasks instead, every date must be a “do date”. The only way that can happen is through planning ahead. Take the time to do this (ideally after nailing down the vision you’re looking to aspire toward) and you’ll not only be able to produce with less stress in your life, but you’ll be able to be far more nimble than if you don’t.
    28. Curate your notifications. Take a good look at what notifications you’re getting and figure out what ones are really important. Then look at them again and evaluate once more. Then turn off those that don’t need your immediate attention in order to minimize disruption and maximize productivity.
    29. Check email less often. The postman only shows up once per day to deliver your mail, right? I’m not saying you should check email only once per day, but 3 times is what you should shoot for. Remind those that are using email as an instant messenger or (gasp!) ap hone that they should use those platforms instead since you’re not checking email as often. A service like AwayFind is perfect to make sure you don’t miss out on important emails while not allowing your email inbox to rule you in the process.
    30. Set things up rather than setting things aside.When you’ve installed a new app that is supposed to make things more efficient and effective or have read about a new strategy that would do the same, don’t start using it without setting it up properly first. By setting aside the setup process, you’re doing yourself more harm than good. Spend the time on the initial setup process now so that you can save even more time later.
    31. Digest some podcasts. Much like reading books, there are some really informative podcasts out there. Listen to them during your commute or while you’re doing some mundane task like mowing the lawn or washing dishes 9like i do). You’ll likely learn something and be entertained at the same time.
    32. Embrace downtime. Doing nothing can often make the next time you’re doing something that much better. When you have downtime, embrace it. Don’t try to fill it.
    33. Develop a budget. Do this for your money and your mind. Be honest with what your mind can take on over a month (or even a year) and budget the mental space accordingly. This is a great way to stave off overwhelm and get the best results out of what you actually end up doing.
    34. Stick with it, despite all other thinking to the contrary. There are times when you’re going to think that using a task manager is a waste of time, that doing a regular review isn’t worhtwhile and you’ll even foll yourself into thinking that you’re not getting any more done than you were before. That’s nonsense. Others will try to convince you of this as well from time to time. Keep those thoughts at bay. Stick with it and you will reap the rewards of better productivity over the short and long term.
    35. Keep track. Use lists and review them. You need to keep track of where you’ve been and where you are so that you can have a bette sense of how to get where you want to go.

    (Photo credit: Productivity Road Sign via Shutterstock)

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    Published on January 16, 2019

    How to Effectively Manage a Heavy Workload at Work

    How to Effectively Manage a Heavy Workload at Work

    We’re all busy, but sometimes we go through periods where the work piles up and it seems like it might never end.

    You might have such a heavy workload that it feels too intimidating to even start.

    You may have said yes to some or too many projects, and now you’re afraid you won’t be able to deliver.

    That’s when you need to take a step back, take a deep breath, and start looking at what’s working and what’s not working.

    Here’re 13 strategies you can use to get out from under your overwhelming workload:

    1. Acknowledge You Can’t Do It All

    Many of us have a tendency to think we can do more than we actually can. We take on more and more projects and responsibility and wear numerous hats.

    We all have the opportunity to have and take on more work than we can reasonably expect to get done. Unfortunately, our workload is not static. Even now, while you are reading this article, I’m guessing that your inbox is filling up with fresh new tasks.

    To make real, effective progress, you have to have both the courage and resourcefulness to say, “This is not working”. Acknowledge that you can’t do it all and look for better solutions.

    At any given time in your life, there are likely many things that aren’t going according to plan. You have to be willing to be honest with yourself and those around you about what’s not working for you, both personally and professionally.

    The more you exercise your ability to tell the truth about what’s working and what’s not working, the faster you’ll make progress.

    2. Focus on Your Unique Strengths

    Whether you’re an entrepreneur, a leader or working as part of a team, every individual has unique strengths they can bring to the table.

    The challenge is that many people end up doing things that they’re simply not very good at.

    In the pursuit of reaching your goals or delivering a project, people end up doing everything themselves or taking on things that don’t play to their unique strengths. This can result in frustration, overwhelm and overwork.

    It can mean projects taking a lot longer to complete because of knowledge gaps, or simply not utilizing the unique strengths of other people you work with.

    It is often not about how to complete this project more effectively but who can help deliver this project.

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    So, what are your unique strengths that will ensure your workload is delivered more effectively? Here’re some questions to help you reflect:

    • Are you a great strategist?
    • Are you an effective planner?
    • Is Project Management your strength?
    • Is communication and bringing people together your strength?
    • Are you the ideas person?
    • Is Implementation your strength?

    Think about how you can bring the biggest value to your work and the projects you undertake.

    3. Use the Strengths of Your Team

    One of the simplest ways to manage your workload effectively is to free up your time so you bring your highest level of energy, focus and strengths to each project.

    Delegation or better teamwork is the solution.

    Everyone has unique strengths. It’s essential to think teamwork rather than working in isolation to ensure projects can be completed effectively. Besides, every time you give away a task or project that doesn’t play to your unique strengths, you open up an opportunity to do something you’re more talented at. This will empower both yourself and those around you.

    Rather than taking on all the responsibilities yourself, look at who you can work with to deliver the best results possible.

    4. Take Time for Planning

    “Give me six hours to chop down a tree and I will spend the first four sharpening the axe”. – Abraham Lincoln

    One hour of effective planning could save hours of time. Rather than just rushing in and getting started on projects, take the time to map everything in.

    You can take the time to think about:

    • What’s the purpose of the project?
    • How Important is it?
    • When does it need to be delivered by?
    • What is the best result and worst result for this project?
    • What are the KPIs?
    • What does the project plan and key milestones look like?
    • Who is working on this project?
    • What is everyone’s responsibilities?
    • What tolerances can I add in?
    • What are the review stages?
    • What are the challenges we may face and the solutions for these challenges?

    Having absolute clarity on the project, the project deliverables and the result you want can save a lot of time. It also gets you clear on the priorities and timelines, so you can block out the required amount of time to focus and concentrate.

    5. Focus on Priorities

    Not everything is a priority, although it can often feel, in the moment, that it is.

    Whatever you’re working on, there is always the Most Urgent, Important or Most Valuable projects or tasks.

    One tool you can use to maximize your productivity and focus on your biggest priorities is to use the Eisenhower Matrix. This strategic tool for taking action on the things that matter most is simple. You separate your actions based on four possibilities:

    1. Urgent and important (tasks you will do immediately).
    2. Important, but not urgent (tasks you will schedule to do later).
    3. Urgent, but not important (tasks you will delegate to someone else).
    4. Neither urgent nor important (tasks that you will eliminate).

    James Clear has a great description on how to use the Eisenhower Matrix: How to be More Productive By Using the Eisenhower Box

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      The method I use with my coaching clients is to ask them to lay out their Top Five priorities for the day. Then to start with the most important priority first. At the end of the day, you review performance against these priorities.

      If you didn’t get everything accomplished, start the next day with your number one priority.

      If you are given additional task/projects during the day, then you will need to gauge their importance V the other priorities.

      6. Take Time Out

      To stay on top of a heavy workload, it’s important to take time out to rest and recuperate.

      If your energy levels are high and your mind and body is refreshed and alert, you are in more of a peak state to handle a heavy workload.

      Take time out of your day to go for a walk or get some exercise in. Leave early when possible and spend time with people who give you a lot of energy.

      In the background, it’s essential to get a good night’s sleep and eat healthily to sharpen the mind.

      Take a look at this article learn about The Importance of Scheduling Downtime.

      7. Maintain a Healthy Work-Life Balance

      Maintaining a healthy work-life balance can be tough. The balance we all crave is very different from one another.

      I’ve written before about 13 Work Life Balance Tips for a Happy and Productive Life. Working longer and harder doesn’t mean achieving more, especially if you have no time to spend with the people that matter most. The quality of who you are as a person, the relationships you have, the time you spend in work, deciding on what matters most is completely within your control.

      Work-life balance is about finding peace within yourself to be fully present, wherever you are, whether that be in the office or at home, right now. It’s about choosing what matters most and creating your own balanced life.

      If you feel there is not enough balance, then it may be time to make a change.

      8. Stop Multitasking

      Multi-tasking is a myth. Your brain simply can’t work effectively by doing more than one thing at a time—at least more than one thing that requires focused attention.

      So get your list of priorities (see earlier point), do the most important thing first, then move to the next item and work down your list.

      When you split your focus over a multitude of different areas, you can’t consistently deliver a high performance. You won’t be fully present on the one task or project at hand.

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      If you allocate blocked time and create firm boundaries for specific activities and commitments, you won’t feel so overwhelmed or overworked with everything you have to do.

      9. Work in Blocks of Time

      To keep your energy up to produce your best results it’s essential to take regular breaks.

      I use the 60-60-30 method myself and teach it to my coaching clients.

      Work on a project for a sustained period of 50 minutes.

      Then take a 10-minute break. This could be taking a walk, having a healthy snack or just having a conversation with someone.

      Then continue to work on the project for a further 50 minutes.

      Then take another 10-minute break.

      Then take a complete 30-minute break to unplug from the work. This could be time for a proper lunch, a quick bit of exercise, reading or having a walk.

      By simply taking some time out, your energy levels stay up, the quality of your work improves and you reduce the risk of becoming burned out.

      10. Get Rid of Distractions

      Make an estimation on how many times you are distracted during an average working day. Now take that number and multiply it by 25. According to Gloria Mark in her study on The Cost of Interrupted Work, it takes us an average of 23 minutes and 15 seconds to return to the original task after interruption.[1]

      “Our research has shown that attention distraction can lead to higher stress, a bad mood and lower productivity.”

      Distractions don’t just take up your time during the distraction, they can derail your mental progress and focus for almost 25 minutes. So, if you are distracted 5 times per day, you could be losing almost 2 hours every day of productive work and almost 10 hours every week.

      If you have an important project to work on, find a space where you won’t be distracted, or try doing this.

      11. Commit Focused Time to Smaller Tasks

      You know sometimes, you need to simply tackle these tasks and take action on them. But there’s always something more pressing.

      Small tasks can often get in the way of your most important projects. They sit there on your daily To Do list but are often forgotten about because of more important priorities or because they hold no interest for you. But they take up mental energy. They clutter your mind.

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      Commit to spending a specific period of time completing all the small tasks you have on your To Do list. It will give you peace of mind and the space to focus more on your bigger priorities.

      12. Take a Time Audit

      Do you know exactly where your time is going each day? Are you spending too long on certain projects and tasks to the detriment of bigger opportunities?

      Spend a bit of time to analyze where you are spending your time. This insight will amaze you and give you the clarity to start adjusting where you focus your time and on what projects.

      You can start by taking a piece of paper and creating three columns:

      Column A is Priority Work. Column B is Good Work. Column C is low value work or stuff.

      Each day, write down the project or task and the time spent on each. Allocate that time to one of the columns.

      At the end of the week, record the total time spent in each column.

      If you are spending far too much time on certain types of work, look to change things so your focused time is in Column B and C.

      13. Protect Your Confidence

      It is essential to protect our confidence to ensure we don’t get overwhelmed, stressed and lose belief.

      When you have confidence as a daily resource, you are in a better position to problem solve, learn quicker, respond to anything, adjust to anything, and achieve your biggest opportunities.

      Confidence gives you the ability to transform fear into focused and relaxed thinking, communication, and action. This is key to put your mind into a productive state.

      When confidence is high, you can clearly see the possibilities at hand and create strategies to take advantage of them, or to solve the challenges you face each day.

      Final Words

      A heavy workload can be tough to deal with and can cause stress, burnout and ongoing frustration.

      The key is to tackle it head on, rather than let it go on and compound the long-term effects. Hopefully, you can take action on at least one of these tips.

      If it gets too much, and negatively affects your physical and mental health, it may be time to talk to someone. Instead of dealing with it alone and staying unhappier, resentful and getting to a point where you simply can’t cope, you have to make a change for your own sanity.

      Featured photo credit: Hannah Wei via unsplash.com

      Reference

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