Do you feel you have to work on so many things but are short on time? It’s easy to feel overwhelmed, but what if I told you you could accomplish more without working longer hours? Let us discuss productivity.

Productivity is not about doing everything; it is about doing the right things efficiently. In this blog, we will explore 10 proven strategies for boosting productivity while still having time for what truly matters.

1. Plan your day

Planning plays an important role, as without a roadmap, it’s easy to feel overwhelmed and just waste time in figuring out things at that moment.

Action steps

Take some time the night before to plan your next day.

Find out the top three things that will have the biggest impact.

Break these into smaller chunks of work to avoid procrastination.

Example

Use tools like Notion, Trello, or simply a notebook for planning. For instance, if you plan to write a report, break it down into actionable steps like “research,” “create an outline,” “write a draft,” and so on.

Pro tip

Review and adjust your plan if required. Being flexible will keep you focused even if urgent tasks arise.

2. Implement Pomodoro Technique

Working for a long period can be mentally draining. Use this technique to avoid burnout.

How it works

Focus and work for 25 minutes straight without getting distracted.

Then take a 5-minute break.

Choose a cycle, say after four cycles, and take a longer break of half an hour.

Benefits

Improved focus.

Makes bigger tasks easier to accomplish by breaking them into manageable chunks.

Helpful tools

Tomato Timer, Focus Booster, Forest app

3. Do the most important task first

“Eat the frog in the morning.” Why? Your energy is at its peak, so focus is better.

Action steps

Identify the ‘frog’ the night before. This could be anything you would avoid.

Use time blocking so that you can focus solely on the task without distraction.

Example

If you are a writer, then the first thing is to draft the piece of content before checking the emails.

Pro tip

A sense of accomplishment is created by completing the task at the start of the day, which motivates you for the rest of the day.

4. Do not multitask

Though multitasking sounds efficient, it’s counterproductive. It increases errors and reduces efficiency.

Why does it fail?

Our brain needs to switch context each time a task is switched. It wastes mental energy.

This leads to shallow work.

What to do instead?

Handle one task at a time. Complete it and then move ahead.

Track time on individual tasks.

Example

Instead of checking and answering emails while working on a presentation, work on emails for 30 minutes dedicatedly and then move to your presentation.

5. Declutter your workspace

A cluttered space is a cluttered mind. Remove distractions by decluttering.

Tips for decluttering

Keep only essential items on your working desk.

Use cable organizers; avoid tangled mess.

Add small planters to make it look aesthetic and for freshness.

Personalize the space.

Example

Create task-oriented zones. For instance, one for paperwork and another for digital work.

Pro tip

Declutter and tidy the workspace for the next day.

6. Use technology to automate your tasks

Use tools to automate repetitive tasks to maximize productivity.

Examples of Automation

Use tools like Zapier to connect apps and automate workflows.

Schedule social media posts in advance using tools like Preview, Hootsuite, Later, or Buffer.

Organize your email inbox using filters.

Example

A freelancer could automate sending invoices using QuickBooks or Wave.

7. Take breaks

Do not worry; taking breaks will enhance productivity and not waste time. Mindfulness helps you reset so that you can focus better on the next task.

Break ideas

Have a walk in nature

Do breathwork or deep meditation for 10 minutes

Stretch your body or do light yoga

Also read: Time Blocking 101: How to Plan Your Day Like a CEO

Pro tip

Add the breaks to your schedule, for instance, every hour.

8. Set boundaries

Do not be overly considerate by saying “yes” to every request. It will leave you with little time for your priorities.

How to Say No

Be polite yet firm. “I would love to help, but I am currently committed to [priority].

Give alternatives. “I would be happy to assist you right now, but I recommend reaching out to [resource].

Example

If at work your colleague interrupts you, let them know you will address it later in the day.

9. Reflect on your day

Reviewing your day can help in planning the next day efficiently.

Action steps

Note down your accomplishments

Plan improvements for the next day

Example

Use tools like Notion and Trello to track productivity

10. Prioritize health

Physical and mental health are directly linked to productivity. Avoid burnout with the following tips:

Tips for better health

Sleep: Aim for 7-8 hours of good-quality sleep.

Exercise: Be it gym or brisk walk, incorporate physical movement into your day.

Nutrition: Maintain a balanced meal with proteins, healthy fats, and complex carbs.

Example

A productive morning starts the night before. Meal prep a healthy breakfast to wake up refreshed and avoid burnout.

Conclusion

Improving productivity is not rocket science. Implementing these small steps in your daily routine and working smarter, not harder, is all you need.

Which one of these are you willing to try out today? Let me know in the comments below.