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Last Updated on August 6, 2019

Top 10 Productivity Tips to Achieve More and Create Peace of Mind

Top 10 Productivity Tips to Achieve More and Create Peace of Mind

Do you know anybody who’s not busy?

Most of us wake up each morning facing crammed calendars and mile-long to-do lists. As a lawyer/wife/mom/writer, I know I certainly do.

Out of nerdy fascination and sheer survival instinct, I’ve made a lifelong study of productivity and time management. Here are the top 10 productivity tips that help me get done the things that I must or want to do without losing my mind:

1. Write It Down

Every task, every commitment should be written down. This frees your mind from the energy- and attention-sucking job of trying to remember.

In his seminal book on productivity, Getting Things Done, David Allen points out how uncompleted commitments take up psychic energy, each one making you just the tiniest bit more tired, more distracted, and therefore less productive.

He emphasizes that the first step to managing your life and time is getting every commitment, large and small, out of your head and into a trusted system.

I use OmniFocus to capture these commitments, but you can start with a simple pen and paper.

2. Get a Head Start

The best way to hit the ground running is to start the night before.

Before leaving your workspace, or before going to bed, take 10 minutes to look over the next day’s commitments.

What appointments can’t be missed? What do you need to have with you for those appointments? (Make sure you’ve gathered those materials and have them ready to go.) What three to five tasks must get done?

Decide what you’ll do first. Look at that to-do list and decide whether any tasks on it can be delegated to someone else (see number 9 below) or, even better, crossed off the list altogether (see number 10 below).

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The busier your day, the more important it is to do this quick survey the day or evening before. It means you waste no time in the morning deciding where to start, or gathering materials (and maybe discovering a crucial item isn’t available when you need it).

3. Do Your Most Dreaded Task First

Everyone of us has one or more tasks on our to-do list that we dread doing. Maybe it’s that unpleasant phone call you don’t want to make, or that blog post you’ve been putting off writing because you don’t know how to start, or that project that just overwhelms you because it’s so massive.

Whatever it is, it hangs over your head, distracting you with guilt because it keeps getting pushed to the next day and the next. It’s time to end that cycle.

Do it first thing. Writer Michael Hyatt talks about slaying your dragons before breakfast—there’s nothing more motivating for the rest of your day than crossing that monster off your list first thing in the morning.[1]

But many people instead of doing the tough tasks first, they do the easy ones. If you really want to be productive, there’re some tasks you shouldn’t do first in the morning: To Be More Productive, Never Do This To Start Your Morning

So make that call. Pull out a piece of paper and brainstorm ideas for that blog post.

Do something about that overwhelming task—maybe you can’t finish it in one day, but you can at least get started. Whatever it is, just do it.

Then, let the satisfaction of crossing it off your list carry you into the rest of your busy day.

4. Turn off Distractions

One of the major productivity killers is the distraction of constant interruptions: emails, phone calls, people appearing at your door…

The technology that can (and should) make our lives easier and better also can make it virtually impossible to maintain the kind of focused attention that’s necessary to work efficiently and effectively.

But here’s the thing: you can control that technology.

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When you’ve got an important task that requires attention and focus, create the space to give it your best.

Whether it’s a meeting with a client or colleague, or an important letter that needs to get written, or a piece of art you want to create, schedule a block of time to focus on that commitment, and then turn off all distractions. Shut down your phone (or at least turn off the ringer). Silence your email alerts. Disconnect the internet (or at least Facebook and Twitter). Close your office door.

Just for that hour (or thirty minutes, or half day), turn off all outside communications and give yourself the necessary luxury of undisturbed time to really focus on the matter at hand. Find out here more about How to Minimize Distraction to Get Things Done.

5. Take Breaks

There’s a limit to how long anybody can devote deep focus to a task.

No matter how busy you are, after a certain amount of time, the law of diminishing returns kicks in, and fatigue—physical and/or mental—starts to impair your effectiveness.

Schedule breaks periodically even during the busiest days. Take ten minutes to stand up, stretch, get a drink of water, walk around the block.

You’ll return to your work refreshed, both mentally and physically, and ready to be even more productive.

If you’re not convinced yet, read this article about The Importance of Scheduling Downtime.

6. Batch Process

If the demands of your day include routine tasks, try to group similar tasks and schedule certain times during the day to knock them out.

Answering emails? Returning phone calls? Entering expenses into a spreadsheet? Instead of interrupting your other tasks to do these things piecemeal, batch them.

Set two or three or five times a day to check and respond to emails. Return phone calls at 11:45 am and 4:45 pm (or, if you want to avoid getting sucked into long phone conversations, return them at 12:15 pm while folks are at lunch, and 5:15 pm after they’ve left for the day, and just leave a message!)

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By batching similar tasks, you save the time lost to ramping up multiple times a day and reap the benefits of momentum.

7. Eat a Healthy Breakfast

Do I need to explain this? There are countless studies confirming the importance of breakfast for maintaining our health.

Healthy people are more productive. No matter how busy you are, eat a decent breakfast. It’ll fuel you for a terrific start to your day.

For more breakfast ideas, check out this: 31 Healthy Breakfast Recipes That Will Super Boost Your Energy

8. Get Some Exercise

Not to be too repetitive, but healthy people are more productive.

Exercise makes you healthier, so be sure to get some exercise every day.

You don’t need to spend hours at the gym to get the benefit of this; take a walk around the block, or do some isometrics at your desk.

Try these 29 Exercises You Can Do At (Or Near) Your Desk or 15 Simple And Quick Office Stretches To Boost Work Efficiency.

Just do something to get your heart pumping and your blood racing. It will enhance your general well being as well as your ability to think more clearly.

9. Delegate

I’ll confess: I stink at this. I hate to ask for help, and often it seems more trouble to explain a task to someone else than to just do it myself. But not everything that needs to be done in your life must be done by you.

Evaluate that to-do list carefully. What tasks could someone else do, thereby freeing you up to focus on the things only you can do?

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Look around you: who is available to do some of those tasks? A secretary? A colleague? A family member? A paid helper?

An important key to productivity is doing only those things that only you can do, and giving somebody else the opportunity to contribute by doing those other tasks.

Lifehack’s CEO has a unique way to delegate work effectively, take a look at his guide: How to Delegate Work (the Definitive Guide for Successful Leaders)

10. Say No

How many commitments have you made that don’t really need to be kept at all?

Have you taken on tasks that don’t actually matter to you or anybody else?

Is your calendar cluttered with meetings that don’t accomplish anything for organizations that you no longer care about?

Has your day been hijacked by somebody else’s priorities?

If your calendar is jammed, if your to-do list is miles long, take ten minutes or so to look at each item with a careful eye. Can any of those appointments or tasks simply be crossed off to create some reasonable margin in your life?

When someone calls or appears at your door with a request for your participation in some activity, take a breath and consider whether it fits into your own priorities (which priorities, of course, might legitimately include keeping your boss or spouse happy).

If the answer is no, then just say no. Practice it ahead of time: “Thank you for inviting me, but no.” “Thank you for asking, but no.” “Thank you for thinking of me, but no.”

As a wise person has said, “no” is a complete sentence. No explanation is necessary. Just no.

You may want to learn from Leo Babauta The Gentle Art of Saying No so you can set better boundaries for yourself.

More Resources About Time Management

Featured photo credit: Pexels via pexels.com

Reference

[1] Michael Hyatt: Slay Your Dragons Before Breakfast

More by this author

Laura McClellan

Passionate about encouraging women in their roles as wives, mothers, friends, and workers.

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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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