Productivity – get more done in less time

I doubt there are many people out there who don’t wish they were more productive at times. I’m sure we’ve all had those days when we feel we’ve not achieved everything we intended. Here are my favourite strategies:

Make them bitesized

Break down larger goals into smaller, manageable tasks to maintain motivation, track progress, and allocate time for important tasks that are not urgent to avoid last-minute rushes. 

Prioritise

Put simply, make sure you do the most important things to you. There are many ways to do this. A classic example is the Eisenhower Matrix – a 2×2 box that ranks tasks for importance and urgency. Tasks that are urgent and important need to be done asap; tasks that are non-urgent and important can be planned (see below).

Be ruthless

Avoid spending a lot of time and energy on urgent but unimportant tasks. Ask yourself: do I actually need to do this at all? If a task is not important but is still needed, does it need to be you who acts on it? Can you delegate to someone more appropriate? 

Know your peaks

Plan the most challenging tasks for when your energy and focus peak. For most people, this is first thing in the morning. Reserve times when you may be less on point for meetings and less demanding tasks. 

What distracts you?

Identify your primary sources of distraction, such as social media, unnecessary meetings, or a cluttered workspace, and find ways to minimize them. Tools like website blockers can keep you focused on the task at hand. Of course, using technology appropriately can be very helpful. Automating relatively simple tasks can save a lot of time and effort.

Enhance your focus

Regular breaks are essential for maintaining productivity. The Pomodoro Technique, which involves working for 25 minutes and then taking a 5-minute break, can enhance focus and prevent burnout. Longer breaks should be incorporated into your day to recharge fully. Don’t forget to eat, drink and move.

Improve concentration

Mindfulness and meditation can improve concentration and reduce stress. Even a few minutes of meditation daily can enhance your ability to stay focused and calm under pressure. Click here to read our blog and listen to our 7-minute meditation.

Stay healthy

Being physically fit improves concentration and even cognitive function. Regular exercise can also help reduce stress levels and improve sleep, which is crucial for maintaining energy and thinking. Aim for at least 7-8 hours of sleep per night and incorporate physical activity into your daily routine.

Reflect and adjust

At the end of each day or week, reflect on what you’ve accomplished and where you can improve. Continuous self-assessment helps you fine-tune your strategies and maintain high productivity over the long term. There is no single best way to manage tasks; every method has pros and cons. Only by trying things will you discover what works for you. 

Increasing productivity is about working smarter, not harder. Setting clear goals, prioritising (and maybe, culling) tasks, minimizing distractions, and caring for your physical and mental well-being can enhance your efficiency and achieve more impact in less time.