All of us wish we could get more done in the day — I know I do. It seems like we always need more time to check off our to-do list. Something I’ve learned over the years is that so much of our problem isn’t having too much to do (though there are undeniable seasons of busyness that get in the way), it’s that we are ineffective in how we do it.
Better management of our tasks isn’t just about getting more done. It also reduces stress, mental fatigue, and poor mental health consequences.
As much as productivity benefits the work, it benefits our well-being, too. These are just a few key productivity techniques that can change how you work and feel.
Smash Your Schedule with Six These Productivity Tips
1) Do what you dread.
When we have tasks hanging over our heads, we can struggle to be productive. Maybe it’s a big challenge you don’t feel prepared for, a conversation you’re uncomfortable with, or just something you don’t enjoy doing. Whatever it is, your productivity benefits when you decide to rip the bandaid off.
When we put off the things that we dread, it can lead to procrastination on other tasks. Subconsciously, we don’t want to get around to that troublesome job. Tackle the undesirable tasks first — not only will it be a burden off of your shoulders, but you will be better able to move on to other tasks.
2) Practice contextual organization.
Different tasks demand different things from us. This shouldn’t come as a surprise, but we tend to think of tasks in terms of “easy” and “hard” or “complicated” and “simple.” What we don’t really consider is what those tasks demand of us. For example, you need to “switch gears” when moving from a strategic meeting to a coaching context. One demands that analytical, strategic brain while the other demands empathy and active listening.
The same can be said of customer service versus data-oriented tasks or creative tasks. Switching between different mindsets isn’t seamless. For this reason, you can up your productivity by grouping and organizing your tasks by context — by what kind of energy you need to expend. This will minimize the amount of time spent flipping your mental switches.
3) Schedule your time.
Schedules are a good thing. I’m not someone who believes that our schedules should be packed to the brim, but I do believe we should have all of our time designated and accounted for. It’s easy to say “I’m going to take a break” and let it go on for far too long. Designate time. Five minutes, fifteen minutes.
Do this even in your personal life. Instead of “I’m going to watch Netflix,” say, “I’m going to watch one episode of The Office.” Set these limits and boundaries for yourself. It will force you to savor and appreciate the time you have. This also has to do with boundaries — even if you work from home or bring work home, set “office hours” so that you have designated time to spend with loved ones and decompress.
4) Break down big projects.
There is something professionals refer to as the “two-minute rule.” The idea is that you organize your tasks by what you can do quickly (for example, in under two minutes). This helps cut down the fluff and less important tasks so that we can really get to the meat of what we need to accomplish.
The principle works for big projects, too. Break them down into small tasks that accumulate to accomplish the whole. This prevents projects from becoming overwhelming.
5) Limit unnecessary communication.
Because we live in a more connected world than ever, pretty much anyone is in reach at the press of a button. We do need to be careful, however, with being “always-on” for communication. With workplace chat platforms, e-mail, and other forms of instant messaging, we have a tendency to allow ourselves to be interrupted. While some things are important, be careful of wasting time in a back-and-forth with a coworker or client, particularly outside of office hours. Respect your own time, and others will respect it as well.
6) Tackle what steals your mental energy.
Work is not the only thing we have on our minds. We have interpersonal conflicts, health concerns, family issues, and other things that take our minds away from the work we want to accomplish. These things are important. They matter. But they also can steal your mental energy and motivation.
If you can do something about what keeps occupying your thoughts, do it. Take action so that you are not left dwelling on it. If you cannot take action now, write down and make room for something you can do in the future. If it’s out of your hands, it’s out of your hands.
How ever you deal with these things, be cognizant of how outside forces impact your workplace productivity.
What are your tried-and-true productivity tips? Share in the comments.