It’s become an age-old question: how to be more productive. I tried all the tricks, applied all the techniques, and yes, read all the self-help books. But when it comes to getting the job done, there are still some things that don’t quite get done. Every day, I sit at my desk hoping to achieve that elusive state of flow. I want every minute of every hour to be a perfect combination of feeling my best while doing my best work. (Don’t worry, I’m working on curbing my unrealistic expectations too.)
Of course, I’m not the only one trying to make the most of my time. With so much to do and only so much time to get it all done, we’re all feeling the pressure to be efficient and effective. If you’re ready to tune out distractions, silence your inner critic, and focus on what matters, read on. Next, I’ll share some tips to help you cut through the noise and learn how to be more productive. Once and for all.
What is productivity?
The concept of productivity is primarily used in workplace settings. In terms of employment, productivity refers to our output as it relates to our role. As a writer, I often use productivity to describe how many articles I complete in a given day. But for people who work in sales, it can be a measure of the reach of cold calls. The point is, productivity looks different for everyone. Quantification is often difficult because, in reality, the results are not as easy to measure as I just said.
I’ll use a personal example. One of the reasons I have a hard time feeling productive is because writing isn’t as simple as sitting in front of a computer and typing out whatever ideas pop into your head. Instead, it’s a combination of research, interviews, outlining, and editing (i.e., lots of emails). Like many things, it’s a process, and since the end result involves a lot of hidden work, it’s easy to think we’re unproductive. Immediate output does not match input.
What productivity is not
It can be helpful to remember that while productivity and time management are closely related, they are not synonymous. While our time management affects our productivity, it refers to the ability to effectively schedule a certain length of time. (For example, weekdays.)
I saw the best description of this nuance in this 2022 article on FutureLearn: “Time management is a set of skills and tools that promote the efficient use of one’s time. Productivity refers to the results achieved within a certain period of time. When it comes to productivity, we focus on results.
But it bears repeating: time management can directly impact our productivity. Next, I’ll share some top tips on how to make the most of your time to achieve your goals. Remember: no one is perfect, and I write this article to remind myself and help me hone my skills and strategies for focusing and experiencing the flow.
How to Be More Productive: 8 Tips for Getting on Track
1. Ditch perfectionism
This was my biggest obstacle in teaching myself how to be more productive. If there’s anything I’ve learned as a recovering perfectionist (who relapses from time to time), it’s that perfectionism is the enemy of innovation, creativity, and productivity. When our expectations of ourselves don’t match reality, everything falls out of alignment. It puts us in a state of indecision—we worry that what we’re doing isn’t good enough, and we doubt ourselves before we even try.
If you’re tired of the back-and-forth between yourself and your inner critic, it’s time to let go of perfectionism. When you feel perfectionism creeping in, try repeating this affirmation: I am not defined by what I have accomplished. I am and will always be enough.
2. Release your fear of failure
It’s time to admit and accept that our fear of failure is keeping us in trouble. Closely related to perfectionism, when we start from a space where we don’t allow ourselves to fail, we create and perpetuate an anxious inner dialogue. What if it doesn’t work? Will my efforts be worth it in the end? Countless questions swirl in our minds, making action more difficult and therefore more efficient.
Instead, ground yourself in the present moment. Instead of thinking three steps ahead, remind yourself that you can only control what happens here and now.
3. Determine what’s important
PSA: You can’t get everything done every day. Often, crossing off all your to-do items is impossible and inefficient. If you’re wondering how to be more productive, I think The One Thing: The Surprisingly Simple Truth Behind Extraordinary Results A must read. In his book, author Gary Keller outlines the lies that hinder our success. What’s the first thing we tell ourselves? we must do everything. Instead, Keller encourages a “less is more” approach.
Apply this to your daily productivity, and it can be easy to overestimate what you can do in your waking hours at the start of the day. But all this does is distract us with meaningless tasks. By 5 p.m., you’ll feel unproductive Because the important to-do items remain on your list.
To solve this problem, I want to make sure of the following three things: have Complete the task. By focusing your efforts on those important tasks, you know you’re still moving forward, even if you don’t accomplish anything else that day.
4. Do the hardest thing first
Of the three tasks that you consider most important, prioritize the most challenging and perhaps tedious task first. As humans, we love (and live for!) instant gratification. Because of this, we often choose the path of least resistance. Since we all love the dopamine hit we get when we cross something off our to-do list, it makes sense that we prefer doing the easiest problems first.
But motivation compounds itself, and when we accomplish the hardest things first, our motivation increases. From there, you can focus on winning quickly and have the confidence of knowing: it’s all downhill from here.
I am not defined by what I have accomplished. I am and will always be enough.
5. Take a break
I say it again: accept it. A. Rest. We’re all trapped by the belief that if we just work harder, we can get more done. I apply this reasoning to hiking every time that little voice in my head tries to convince me that taking a break is counterproductive. You’ll get up the mountain much faster if you take shorter, more frequent breaks to drink water and catch your breath. The same reasoning can be applied to your workday. Research has found that taking regular breaks throughout the day is a proven strategy for reducing stress and improving performance.
But…you have to be strategic and purposeful about your breaks. Now is not the time to mindlessly scroll on your phone. Instead, put your device on your desk (preferably in another room) and go for a walk to enjoy the sunshine and fresh air. Some other ideas for taking breaks during the workday:
- Roll out your yoga mat and stretch, work on your breathing, or do a quick meditation.
- Take out your book and read for 10 minutes.
- Make a warm, comforting drink and savor it with all your heart.
- Play with your dog or pet your cat.
- A quick tidy up.
- Take a nap.
Anything will do, as long as it helps you get back to work feeling refreshed, energized and ready to go.
6. Representative
Again, you don’t have to do all this. Neither should you! If you are part of a larger team, determine which daily tasks or projects can be handled by other team members. I know this may be harder than it sounds, but if you find it challenging to cut something out of your job, remember: not only will doing so benefit your entire organization, but it will also help you through prioritization. Making it easier for you to do your best work What’s Important you.
7. Eliminate distractions
You might think procrastination is a personality trait, but the truth is we all do it! Procrastination is our “very human” way of avoiding a difficulty or some experience that causes us pain. While it’s impossible to stay focused and on-task all the time, we have the power to limit sources of distraction.
What are the most common and tempting culprits? Our cell phones. If necessary, turn off notifications and remove certain apps from your home screen. Place it in a separate room. Whatever you have to do to free yourself from unproductive machines, do it. Some other strategies for limiting distractions include:
- As part of your morning routine, do a quick declutter before you get to work. If chores make it hard for you to focus, get rid of them first.
- Put your phone into airplane mode. This will prevent any notifications from popping up on your screen and diverting your traffic.
- Take a minimalist approach. I feel the calmest and most centered when I work in a space decorated only with a few intentional items that I love. My desk is kept clean except for candles, cups, and water bottles.
- Use a timed approach. Inspired by the Pomodoro Technique, I like to set timers for 5-25 minutes depending on the task. I can only focus on one task for any length of time. I can’t check my phone, I can’t monitor my email. You’ll be surprised how much you can get done in a short amount of time without any distractions.
8. Establish boundaries
Last but not least: boundaries. We are pulled in a million different directions every day. A coworker shows up unexpectedly in our Slack and needs to put out an unexpected fire. Our child got sick and had to stay home for the day. Life management tasks weigh on us throughout the day. While some of these issues must be addressed, it’s important to remember that our actions teach others how to value our time. If you send an email late at night, your team will think they can contact you at any time of the day. When you say yes to everything, you set an expectation that you are the one to drop the task at the last minute.
Our actions teach others how to value our time.
Instead, clearly communicate expected project timelines to others, and don’t be afraid to speak up when you think a deadline is unrealistic. Check your email and respond to messages at regular times throughout the day (common methods are at the beginning, middle, and end of the workday).
While we can’t spend money to get a more efficient process, I’ve discovered a few tools along the way that can help and support. Next, discover journals, timers, and other resources you might consider trying.
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Since many of these tips are closely intertwined, they need to be applied in conjunction with each other to give you a productive, meaningful day. No one is perfect and no one can do everything – so set firm boundaries and respect your time. Limit distractions and make space in your schedule for quick, consistent breaks to help you come back feeling refreshed. Decide what is important and do that first so that even if you don’t get anything else done, it doesn’t end up affecting your productivity.
Remember, no one is perfect and our productivity fluctuates every day. We may start the day with a different energy than we did yesterday, or we may find ourselves more motivated than we were last week. While it’s important to do your best, we can only control so much. Your worth is not the same as your job. It’s time we released the faith they once held.
