Mastering Productivity: 6 Ways to Increase Productivity at Work

It's 5:30pm and you're finally shutting down for the day. You're feeling completely exhausted, yet aren't entirely sure where the last 8 hours went. Your list of complaints has grown longer, as has your to-do list, while the list of accomplishments is as short as ever. Sound familiar? This is reality for most of us, especially in our current post-COVID, meeting obsessed world, where we spend the vast majority of our days context switching, participating in everything, while seemingly accomplishing nothing. We're overwhelmingly feeling time starved, not just in our personal lives, but also professionally, having only the smallest snippets of time to ourselves for email, a quick social media check-in, or tackling our ever-growing to do list.

We're surrounded by a world of distractions, the likes of which generations before have never had to endure. In this digital age, the barrage of alerts, notifications, vibrations, dings, and whistles to get our attention is nonstop. Keeping focus with the amount of distractions we are constantly facing has become increasingly difficult. Want to take a guess at the effect that has on productivity? Spoiler alert, it's not good. We're all distracted, and justifiably so. The good news is, all hope is not lost.

This article will tackle productivity hacks you can incorporate to supercharge your productivity levels, to help you get more done in less time, reduce distractions, and re-find your focus. Incorporating more effective methods of tackling your work can reduce stress, improve your output and mood, and support your long-term professional growth.

1. Prioritize Your To-Do List:

The first step to improving your productivity is to understand your priorities. Without a method of prioritizing your responsibilities, it can be hard to know where to begin. As humans, we instinctively seek to avoid pain and discomfort, what this looks like in the real world is we look at a long to do list and focus on the least painful activity, something to distract us until the clock runs out on the most important tasks ahead of us. Somehow we trap ourselves in this never ending cycle of procrastination, only tackling the big challenges at the last minute and promising we'll do better in the future. But we never do.

By gaining some understanding of what drives us, we can start to apply principles to minimize our tendency to procrastinate. This begins with prioritization, and focusing our attention on the work that we need to do versus the work that we use as an excuse to put off the important stuff. Think about it - why do you consistently attend recurring large team meetings where you contribute nothing, find yourself scrolling the news and email instead of paying attention, and ultimately leave the meeting wondering what you've gained? Meetings are one of the easiest distractions we choose over the hard tasks because we can easily justify it to ourselves as "required." In reality, we both know you don't really need to be in 80% of the meetings that you're invited to. Unless you're running the meeting or are a key decision maker for the session, chances are someone can fill you in on the highlights of the meeting later or you can read the meeting notes and get that time back to do something more productive. With all that said, how do we decide what to cut and what to keep?

The 80/20 Rule

A favorite technique of mine for prioritization is the 80/20 rule, or the Pareto Principle. This principle states that 80% of our outcomes comes from 20% of our effort. In other words, if you have a to-do list of 100 items, 20 of those tasks will achieve 80% of your outcomes. So, let's drop the low priority activities, and focus our efforts on the highest yield activities. Applying our meeting analogy from earlier, what percentage of your meetings would you say produce significant value? What percentage are a time suck and produce minimal value? When you can quiet the noise of the low value activities, you'll find yourself achieving significantly more while putting in the same amount of time and effort.

Now that you have an understanding of the 80/20 rule, let's apply it to a to-do list. I'd suggest jotting down all your commitments for the week. I love to use a digital to-do list, a Google sheet to be specific so I can reference it from anywhere, but if you prefer an old school planner, or even sticky notes, go for it. The key to success with this method is to be able to see and manage your list on an ongoing basis, because, let's be real, your schedule will absolutely change from one day to the next, and you will almost certainly have at least 1 new high priority task come in during the week that needs to be accommodated.

Now that you have your list of to-do's, we need a method of scoring them to decide where to focus your attention. The simplest way to do this is to assign an impact value to each task - I like to use 'Low', 'Medium', 'High', and 'Very High'. Once this is complete, you can sort your list by impact (highest to lowest) and assign a priority to each task from 1 - xx (highest to lowest). It may feel like two tasks are equal priority, but do your best to assign a unique priority to each task. Use your best judgment here, and remember that this order can and should be updated as circumstances change! Below is an example of how to capture impact and a priority number for each task.

	Impact	Priority
Task 1	Very High	2
Task 2	Very High	1
Task 3	High	3
Task 4	High	4

When weighing tasks with the same impact, you may apply other considerations to prioritize your list, including level of effort, deadline, or business priority to name a few. When applying effort for example, if two tasks have the same impact but will require a significant difference in time to complete, you should generally choose the lower effort activity to complete first. Try to keep this process simple, your prioritized to-do list is meant to be a point of relief, not pain. The easier your list is to use, the more likely you'll be to leverage it.

2. Finding Your Personal High Productivity Times

Have you ever found that at a certain time of day you feel particularly sluggish, and at others your brain kicks into high creativity mode? We all go through highs and lows over the course of the day and we want to harness our hours of high productivity by focusing on our big tasks in those moments. While generally speaking, most of us will do our best first thing in the morning, this won't necessarily be true for everyone, and your day might not always allow for that.

So, let's break down our workday to figure out how to harness those high productivity times. I like to look at my schedule in blocks - you don't have to use this exact breakdown, but try to look at your day in 2-3 hour increments that make sense for you:

Early Morning: 6:30am - 8:30am
Morning: 8:30am - 11:30am
Midday/Lunch: 11:30am - 1:30pm
Early Afternoon: 1:30pm - 3:30pm
Late Afternoon: 3:30pm - 5:30pm

Early Morning

Personally, my early morning time is when my head is the most clear, and I haven't yet delved into the responsibilities of the day. This is reserved for my morning workout, because my mental and physical health are #1 for me to get through the day energized and to feel accomplished even through the hardest days. Try to make the most of this first block of your day as it will set you up for success for the rest of the day. Maybe you prefer a quiet morning with coffee and the paper, or this is quality time with your kids before school. Respect this time and harness it to set you up for success through the rest of your day. Try to stay away from things that can cause you to spiral or set a negative mood to your day, whether that's social media, personal email, or having frustrating interactions first thing in the morning.

Morning

This part of the morning can be tricky. It's easy to fall into the black hole that is your inbox first thing in the morning if you don't limit the amount of time you spend on it. The creative juices should be at their peak if you haven't been sucked in to back to back draining meetings - try to apply this energy to your high impact, high effort tasks. Try to complete 2 big to-do's within this 2-3 hour block of work time with short break in between activities.

Midday/Lunch

I don't know about you, but my stomach starts to take over around 11:30, and instead of having focus, I'm thinking about what I want to eat today. Rather than fight your body and force yourself to work until a designated time, try to build your schedule around your high productivity times. I love to grab an early lunch, with a colleague on days when I'm not pressed for time, or a quick bite sitting outside for 30 minutes on busier days just to get a change of atmosphere.

Lunch can break your day if you go for a big, carb and sugar heavy meal, something to keep in mind when you have a big presentation scheduled for 1:30pm. Being mindful of what you eat and when you eat can have a significant impact on your productivity through the second half of the day

Early Afternoon

Lunch crash! Early afternoon is my personal low focus time. For me, I love to use this time to complete tasks that don't require deep focus and reenergize me. For me, these are interactions with colleagues, either taking 1:1's or small group meetings where there is energy and engagement to get out of the post-lunch slump. If the opposite is true for you, and this is a highly creative time, block your calendar and get those juices flowing! The key to this exercise is to harness each increment of time based on your personal style. The takeaway here is to take your low energy/focus block of the day and inject the activities that you can still master in those moments.

Late Afternoon

As the afternoon winds down, my flow is at its highest. This is my peak productivity time as the day winds down for others and the office becomes a bit quieter. I throw on my headphones and go heads down for hours at a time. If this is you as well, take full advantage! Maybe late afternoon is your biggest slump of the day and you need an energy injection. Try taking a walking meeting instead of sitting at your desk to re-energize. If this isn't your highest focus time of the day, that's ok, this could be where you catch up on emails, tackle low complexity to-do's, and schedule meetings.

If you can give yourself just one block of 90minutes each day to focus deeply on your highest priority item, I guarantee you'll see results. Figure out those times of the day when you're most productive at work and block these windows to tackle high priority tasks. Combining this activity with your to-do list will make a huge difference in your overall productivity.

3. Task Batching / Reducing Context Switching:

Let's talk about another great productivity hack called task batching and why it's important. Research indicates that task, or context switching has a negative cognitive impact on our brains, requiring adjustment to each new set of tasks. When we switch from one task to another, it can decrease our overall workplace productivity and increase the chance of errors. On the other hand, when we allow our brain to focus on a single type of activity, we don't have to shift attention and resources, improving efficiency and supporting a flow state. When in a flow state, we are fully focused and engaged in a task, we are in deep concentration, high focus and at our most productive.

Understanding the Concept:

Task batching is all about making our brains work smarter, not harder. The idea is to do similar tasks one after the other. This way, our minds can dive deep into a specific type of work without constantly switching gears. Task batching eases the load on our minds, removing the mental strain of shifting focus every few minutes between unrelated tasks. It's like giving our brains a break from all the multitasking madness.

Getting Things Done Faster:

But it's not just about making our brains happy; it's also about getting things done faster. When we group similar tasks, we cut down on the time wasted in transitioning between different types of work.

Examples of Tasks for Batching:

Email Correspondence: Dedicate specific blocks of time to respond to and manage emails
Data Entry and Analysis: Tackle data-related tasks in a single batch for improved accuracy and speed
Creative Work: Group creative efforts like writing, designing, or brainstorming
Meetings and Calls: Schedule meetings and phone calls during specific time slots
Administrative Tasks: Handle your administrative responsibilities in a dedicated session

So, if you want to make your work life smoother and your to-do list less daunting, give task batching a try. It's a game-changer that lets you work efficiently while maintaining your sanity. Couple it with your high-productivity times and conquer the day!

4. The Pomodoro Technique

Do you ever find yourself mentally exhausted after being heads down for an extended period of time? That's a totally normal feeling, our brains aren't wired for marathon work sessions, we do much better in sprints. Enter the Pomodoro Technique, this time management tool encourages you to take regular breaks, by dividing your work into focused 25 minute intervals, or Pomodoros, followed by 5 minute breaks. Every 4 Pomodoro's, take a longer break of 15-30 minutes. It's a simple, yet incredible effective method to approach your tasks for the day ahead leaving you feeling mentally refreshed rather than completely exhausted.

Benefits of the Pomodoro Technique:

Improved Focus: The structured intervals promote sustained focus, allowing for deeper concentration on tasks.
Reduced Burnout: By preventing prolonged periods of continuous work, the technique mitigates the risk of mental fatigue and burnout.
Enhanced Productivity: The systematic approach optimizes productivity by maintaining a balance between concentrated work and necessary breaks.

The Power of Short Breaks:

Now, let's talk breaks. Taking short breaks isn't just about kicking back, it's key to the Pomodoro Technique and has multiple benefits.

Mental Refreshment: Short breaks are like a breath of fresh air for your brain. You come back to your work recharged and ready to tackle the next Pomodoro.
Creativity Boost: Stepping away for a bit sparks creativity. Your mind gets a chance to wander, and that's where some of the best ideas come from.
Overall Well-being: It's not just about work. Incorporating breaks into your day is a game-changer for boosting your productivity, improving your mental and emotional well-being.

I encourage you to layer in the Pomodoro Technique with some of your other productivity hacks. I love to use it for my heads down activities to stay refreshed and energized. If you get into flow and miss the 25 minute mark, no big deal, just take the break when you come up for air and then get back to it. I've been practicing incorporating breaks between my big tasks and find that it really helps me refresh, reset, and come back ready to tackle the next challenge.

5. Calendar Blocking

Now that we've broken down our day into key blocks of time to maximize productivity and ensure regular breaks, we need to solidify our commitment by getting all of this into the calendar. Calendar blocking is a key productivity hack that can keep you on track, by gently reminding you that you've committed to using your day in a mindful way. Calendar blocking will allow you to ensure the most critical tasks on your list are addressed while setting boundaries with others on non-negotiable times.

Tips for Effective Calendar Blocking:

Set Clear Objectives: Clearly define the purpose of each time block and the tasks you aim to accomplish during that period
Be Realistic: Allocate realistic timeframes for tasks, considering the actual time required for completion
Flexibility: When setting your blocks, allow for flexibility to adapt to unforeseen circumstances or changing priorities, consider using the "show as tentative" feature in your calendar for blocks that are flexible
Regular Reviews: Periodically review and adjust your calendar blocks to align with evolving priorities and goals. If you're either missing or modifying your blocks every day, that's a clear indication that you need to modify until it works with your rhythm
Build in Buffer Time: Incorporate buffer time into the calendar, offering a cushion for unexpected interruptions, additional tasks, and breaks

Incorporating calendar blocking into your routine is not just about managing your time; it's a strategic approach to maximizing productivity and maintaining a healthy work-life balance. As you embrace this technique, tailor it to suit your unique needs and watch as it transforms the way you approach your daily responsibilities.

6. Optimize Your Work Environment

Creating a conducive work environment is pivotal for productivity, and it goes beyond just your physical space. An optimized work environment sets the stage for deep focus while also fostering creativity, efficiency, and a positive mindset. Let's explore how your surroundings can significantly impact your ability to stay focused and perform at your best.

Optimizing Your Workspace

Your workspace is your sanctuary for focused work and is one of the easiest ways to increase productivity. Start by establishing a dedicated area to work, this is especially true for those who who do remote work as it can be oh so tempting to work from the couch. Your workspace needs to boost concentration, minimize distraction, and promote a productivity geared mindset.

Managing Common Distractions:

Technological Distractions: Constant notifications and digital interruptions can derail your focus. Turn off the alerts, vibrations, reminders, and pop-ups. Phones and smart watches are some of the biggest culprits here, as are email alerts, and chat notifications that are right in your face. These can usually be silenced during certain periods or turned off altogether, make the change and see how much your focus increases.

Environmental Noise: Background noise from various sources can disrupt your concentration. If it's impossible to find a quiet space, try using a pair of headphones and listening to a "focus" playlist while you work. The soothing background noise will drown out the distraction of conversation, clattering, barking, or screaming, depending on where you choose to work.

Clutter and Disorganization: A cluttered workspace can lead to mental clutter, affecting your ability to prioritize and focus. Keep your desk neat and clean, with only the essentials for your day out. Tidy up each evening before packing it up to come back to a stress free environment in the morning.

As you optimize your work environment, remember that it's a dynamic process. Regularly reassess and adjust your surroundings to align with your evolving needs. By deliberately shaping your workspace and implementing strategies to minimize interruptions, you pave the way for sustained focus, heightened productivity, and a more fulfilling work experience.

Conclusion:

Congratulations on taking the first step towards a more productive and fulfilling work life! In the hustle and bustle of our modern, distraction-filled world, reclaiming control over your time is a game-changer. Remember, the journey to productivity mastery is ongoing. Regularly evaluate your strategies, adapt to evolving priorities, and celebrate your victories along the way. Here's to unlocking your full potential and creating a work life that inspires success and satisfaction!

We hope you found this article insightful. Got any productivity tips or tricks to share? Drop them in the comments section below!

Mastering Productivity: 6 Ways to Increase Your Productivity at Work