How to be More Productive – Tips to Improve Your Workflow
How much time do you waste every day? Can you boost your productivity without sacrificing quality or creativity? If you want to learn how to be more productive, you’ve come to the right place.
Whether you want to get ahead at work or simply stay afloat, being productive is key to success. Being productive means accomplishing tasks efficiently and effectively. In other words, it means achieving your goals without wasting time. If you don’t manage your time well, you won’t be able to accomplish nearly as much as you should in the time you have. And even though you might be working long hours at your workplace or home, you probably aren’t getting much done.
Being productive is as much a habit as a skill, meaning it takes practice to master. The good news is the path to improved productivity can be broken down into small and achievable steps which you can quickly begin to implement. Start with these steps, and you’ll be well on your way!
Know Your Goals
You can better manage your time and resources to achieve your goals by fully understanding them. Whether you want to boost your productivity at work or in your personal life, setting and adhering to achievable goals is the key to success.
To ensure your goals are realistic, start by assessing your current situation and commitments. Then, identify what you want to achieve and break it down into smaller, more manageable steps. Lastly, create a timeline for each goal and plan how you will complete it. Be confident that you can reach your set outcomes in the time allotted. If you overload your schedule and begin to miss targets, it is too easy to become negative and hard on yourself. If a goal is unrealistic, it is only a detriment to your plan.
If you struggle to stay on track, don’t be afraid to ask for help from a co-worker, friend or family member. An accountability partner can help keep you motivated and on the way to reaching your objectives.
Make sure you choose specific and meaningful goals. Setting a goal like “get up in the morning” may be an almost guaranteed success, but it won’t mean much if you do nothing else. If you set goals like “finish the project”, this can be overwhelming and vague at the same time. Make sure you list specific steps that will give you a sense of accomplishment when ticking them off the list.
Review your goals at the beginning of each workday. Having a clear view of your daily target provides motivation and reduces the likelihood that you will go off on tangents throughout the day.
Prioritise Important Goals
In today’s busy world, it’s more important than ever to learn how to prioritise the most important things to get done. By taking the time to sit down and figure out what’s vital, you can ensure that you’re spending your time on the things that matter most. This process is not always easy, but it’s worth it in the end.
Here are a few tips to help you get started:
- Make a list of all of your goals and steps as outlined above.
- Prioritise each goal based on deadlines, importance, and urgency.
- Set realistic timelines for the most important goals; when can you have them done, considering everything else you need to do?
- Once you have a prioritised list, start working on the most important goals. You can use the to-do list method below to help scaffold your work.
Making progress on your most important goals is a positive psychological boost that will leave you more motivated to complete other tasks.
Use a To-Do List
There are a few different ways to use a to-do list. You can keep your to-do list digitally, such as on your phone, or use a physical notebook. Whichever method you choose, make sure that you update your to-do list regularly so that it accurately reflects your current priorities and goals.
It can be helpful to reflect and edit your to-do list at the beginning of each day and outline the day’s priorities (tasks that you must do today) and the day’s other tasks (tasks that you can do today if you have time). Begin by completing the priorities, tick them off, and then work on the others in order of when they need to be completed.
As you can tick off tasks, your motivation will increase. Using this method, you will complete more daily jobs and reduce the dreaded procrastination.
If you constantly forget to do specific tasks, consider setting up reminders in your to-do list if you keep it digitally or set alarms on your phone. That way, you’ll never miss an important deadline again.
Avoid Multitasking
In today’s fast-paced world, it’s easy to get caught up in the multitasking trap. You might think you’re being productive by doing several things at once, but the truth is multitasking can make you less productive. Most people overestimate how well they multitask, believing it makes them more efficient. The truth is, when you’re trying to do two or more things simultaneously, your brain has to switch back and forth between tasks which can lead to errors and decreased efficiency. Plus, multitasking can also lead to increased stress levels.
So how can you boost your productivity? The answer is simple: focus on one thing at a time. When you give your full attention to one task, you’ll be able to work more quickly and effectively. You’ll also be less likely to make mistakes, produce results of a higher quality and be less stressed all at the same time.
Eliminate Distractions
Distractions are absolutely everywhere. From your co-workers to your email to wondering what you will have for lunch, it’s easy to get distracted when trying to work. Limiting distractions seems straightforward, but it can be more complicated than you think. Here are some things to try; choose those which are relevant to your situation:
Deal with your phone differently
To be more productive, you must deal with enemy number 1. Put your phone in “do not disturb” (DND) mode during work hours and leave it in your bag rather than on your desk. Having your phone on your desk is a significant distraction that can lead to lost productivity. By keeping it out of sight and out of mind, you’ll be able to focus more on your work and get more done. If you are concerned about missing important calls or messages, set up an exemption list that can still sound when your phone is on DND.
Set boundaries
Set boundaries around your work day, work certain hours and don’t do work outside of those. These hours can be different every workday! Your workload will likely vary, so you need to be flexible. However, set a start and end time each day and only work within these times. Taking a complete mental break from your work will leave you less stressed over the long run and more willing to face up to what you need to do the next day. The opposite also holds; when you are within your work hours, that is what you need to focus on. This can take some practice, especially if you’ve not had these boundaries before, but it works.
Manage your environment
Create an environment suitable for work where you can concentrate without interruptions. For optimal productivity, your workspace needs to be:
- Tidy – psychologically, a cluttered area leads to difficulty concentrating on set tasks for many people
- Well stocked with whatever you need to complete your tasks (computer & charger, pens, notebooks etc.) – you have no excuse to get up and fetch anything
- Ergonomically sound – especially if you are sitting at a desk! Being uncomfortable leads to breaks in your workflow
- A place you only use for work – avoid working in bed or the same area as you play games, eat etc. This sets the right tone for your mind and limits distractions
If you can optimise your space, your mindset comes along too. Make your workspace an inviting space, free from excessive interruptions.
Use Time Intervals
A common and very successful method for increasing productivity is using time intervals. You can get more done and feel less overwhelmed by breaking up your day into manageable chunks. Here are some tips for using time intervals to boost your productivity:
Set time blocks
Give yourself a set time to work on a task, then have a scheduled break once that time has elapsed.
Typical time intervals are 20 minutes to 50 minutes, depending on the size of your task and how good you are at focusing. As you use this technique, your ability to focus improves, and you can increase the duration of your intervals. Your break should only be 5 minutes for a short interval or up to 10 minutes for a longer one. During your break, do anything you need to prepare for your next work interval, such as getting a coffee or using the bathroom. When the time is up, you are back to focusing on your single task until your next scheduled break.
Batch tasks
If you have a task you must repeat, such as replying to emails or returning phone calls, set a time interval to do them all at once rather than spreading them throughout the day. This method will allow you to focus better on this task, complete the batch more efficiently and avoid causing distractions throughout the rest of your work day.
Plan your day
Spend a little time in the morning setting up your tasks and appointments for the day. Allocate the times for meetings and a lunch break, then fit your other tasks around these. Of course, things can change during a workday, and you may need to be more flexible, but where you can stick to your schedule.
Keep it Simple
There is nothing worse than spending a lot of time creating a “foolproof” productivity plan to see it fall due to its rigidity and complexity. Creating a functional productivity plan should not be onerous. Design a simple, focused strategy and learn to work smarter to get everything done.
Conclusion
In a fast-paced world, it’s easy to get overwhelmed and feel like you’re not being productive. However, small changes you can make in your daily routine will boost your productivity. It’s up to you to determine which individual strategies work for you and help you get the most out of your day. Try different techniques, and make habits out of the ones that benefit you.
If any of these tips helped you – let us know in the comments below!
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