Every business leader I know wishes there were more hours in the day. Since that’s impossible, the next best thing is simply learning how to be productive in the time we have. There are plenty of tips on the Internet for being more productive, but these are a few tried-and-true methods I personally return to repeatedly for myself and my clients.
Key Takeaways:
- Stop confusing activity with productivity. Results come from priorities, not busyness.
- Attack your hardest work first while your energy and focus are at their peak.
- Protect your calendar from distractions, unnecessary meetings, and constant email interruptions.
- Plan your week before it begins so you can control your schedule rather than react to it.
- Great leaders multiply their time through delegation, automation, and repeatable systems.
My Top 10 Tips for Being More Productive
- Take better care of your physical health. If you’re not eating wisely, sleeping soundly, and moving your body, you’ll feel tired and sluggish when the afternoon rolls around. Making healthy lifestyle choices is the first step toward being productive throughout the day.
- Set mindful goals. One of the best tips for being more productive is re-evaluating how you track and measure productivity. Be sure your goals are measurable, specific, and that you set a deadline for accomplishing them. Tasks without due dates tend to fall by the wayside. If the job isn’t on your schedule, the odds are it won’t get done. I used to believe that I could manage my tasks using elaborate lists. I have learned that the best approach for me is to set aside time in my work calendar for each specific task. It helps me stay more focused on priorities and what’s urgent when I see it on my calendar.
- Close your inbox. The constant notifications every time a new email comes in will kill anyone’s productivity. Set a time to read and respond to emails, possibly once in the morning and once in the afternoon. Let your teammates know to expect a delayed response. If there’s a real emergency, they’ll find you in person.
- Crack down on pointless meetings. As a business leader, you’re in a position to reduce or even eliminate the pointless meetings that occupy so much of the day. Consider creating a checklist for employees to consult and complete before scheduling a meeting on a particular topic. Many sessions can be quickly resolved over email.
- Use the Pomodoro Method. It’s one of the most well-known ways to be productive because it works. Set a timer for a certain amount of time (usually 25 minutes) and focus on only one task. When the timer goes off, take a short 5-minute break and then dive back into another timed sprint.
- Eat that frog. Another great tip for being more productive is to tackle the most complicated item on your to-do list first thing in the morning. This way, you’re guaranteed not to put it off or dread it the rest of the day, and the momentum will carry you forward.
- Get organized. Take a day to sort through your files, both physical and digital. If you know exactly where to find any particular item, you’ll cut down on search time. Not being productive at work often comes down to wasted minutes hunting for misplaced items.
- Do one thing at a time. Anyone who says they can multitask successfully is mistaken, yet we always attempt it. The truth is, you’re always going to be productive at a higher level when you’re tackling one task at a time.
- Create systems when you can. The best kind of work is work that does itself! Automate processes, create templates, and set reminders to ease the stress on your brain. Ask your most organized colleague to share their best organizational ideas. This is one of the most underrated strategies to be productive over the long haul.
- Don’t be afraid to delegate. You don’t need to tackle every task yourself. It can be much more helpful to outsource the less important tasks to teammates who might be better suited to handle them. Always ask yourself, “Is this the best use of my time?”
Essential Ingredients to Be Productive During the Week
I’m always fascinated by how much I can get done in the last few days before a trip. I work faster and can triage what is essential while delegating the tasks that usually take up most of my time. During this hyper phase, I get more done because I have a deadline, and I value not having to worry about my obligations on holiday. I have discussed this with many leaders over the years, and they all agree that harnessing this urgency more often would significantly improve their productivity.
Imagine treating weekends the same way we treat a vacation—we could achieve this high workweek productivity every week! If you’re trying to be more productive but burning out by Thursday, the issue usually isn’t effort—it’s structure.
Unfortunately, many influential leaders, including myself at times, tend to work through the weekend or, at the very least, spend it worrying about the week ahead. This can quickly lead to burnout. To be productive week after week, we need to plan, not fear.
Tips for a Productive Work Week
The key to a highly productive workweek is structuring your time so you can complete all your work before the weekend. You can reach this goal through strategic planning and strict boundaries. Here are some tips to help you become more productive and set yourself up for success every week.
- A productive work week starts the week before. Late Sunday afternoon, spend an hour or so writing out a list of the “must-dos” to accomplish by the end of the week. Keep it realistic and actionable. The goal is to plan so you can jump right into work when you arrive at the office on Monday morning.
- Schedule your tasks into your calendar. Each task should be granted a realistic block of time. Project management software like Asana, Wrike, or Trello can help you stay organized. If you’re wondering how to stay productive across a full week, the calendar is your answer.
- Keep another list of the items that didn’t make your weekly list. This helps you start next week’s planning and allows you to park the less critical issues. You will feel much better having a place to start your preparation for next week, and you won’t lose track of your ideas.
- Set boundaries throughout the week. Block off time for uninterrupted work. Be strict, and don’t be afraid to say “no” or delegate tasks that will take you too far off track.
- Consider every Friday afternoon the start of a new vacation. Plan to have your work done by Thursday so you can use Friday for additional tasks or to get started on next week’s work. Plan something you love to do on Saturday morning as a reward for completing your job during the week.
- Enlist an accountability partner. Proclaim to your spouse or a friend what you’re committing to getting done and what the prize will be when you accomplish it. Check in with your partner throughout the week to update them on your progress.
Timely Tips: How Entrepreneurs Can Be Productive
Productivity is the holy grail for all leaders. The quest for how to become more productive and motivated is never-ending. We are all looking for the next great tip or idea. However, sometimes all it takes is a new approach to revolutionize your workday.
Author Daniel Pink introduces one such approach in his book When: The Scientific Secrets of Perfect Timing. He asserts that being a more productive person isn’t a matter of willpower as much as it is of timing tasks correctly. If you can uncover the hidden patterns in your day, you can use them to your advantage to maximize your to-do list.
When: The Scientific Secrets of Perfect Timing by Daniel Pink
In When, Daniel Pink lays out research and data on optimal timing. His studies examine unconventional sources, such as student exam-taking, to draw conclusions about how society operates. It’s a fascinating glimpse at natural patterns in the brain and our potential if we manage to harness them.
He discusses topics ranging from the best time to quit your job to when to get married, but his ideas also apply to the workplace. In that research, there are several takeaways on how to leverage optimal timing to get more productive results from every hour you work.
Productivity Hacks for Entrepreneurs
Pink has found that, almost overwhelmingly, people tend to be productive in the morning. His research shows that most people move through three phases throughout the day: a peak, a trough, and a recovery. Because of this, it’s better to tackle your highest-priority items early in the day, when your energy is at its peak, rather than waiting for the trough.
The trajectory reflects mood changes as the day progresses. Pink suggests that we’re better at tackling analytical work in the morning when our mood is at its highest. When our mood dips during the trough, we are better suited to administrative tasks that don’t require much brainpower or critical thinking.
Finally, we’re ready to take on more creative tasks as our mood improves during the recovery period. This is why night is often the best time to write. How to remain productive throughout a full day comes down to matching your task type to your energy level.
Of course, night owls will experience a slightly different trajectory and should adjust accordingly, but most people can hack their productivity by structuring their day around these three phases.
Track your energy and productivity levels daily for a week. Then divide your to-do list according to your body’s natural rhythm. You might be surprised at what you can do when the timing is right.
Working from Home? How to Avoid Time Wasters & Be Productive
In today’s world, many people struggle to be productive while working from home. Although some report being able to focus better at home than in the workplace, others struggle with distractions, lack of communication, and other significant obstacles to a much greater degree.
Fortunately, there are ways of being productive even in a home environment. With a few adjustments to your routine, you can maximize productivity and learn how to avoid time wasters.
Common Work from Home Challenges
Learning to be productive while working from home requires overcoming obstacles that differ from those you typically face in the office. Here are a few of the everyday challenges:
- Unstructured schedule: Many of us find it challenging to stick to a plan without the office structure.
- Unspecified workspace: Workers with small apartments might not have an area they can designate for work.
- Poorly designed workspace: Many of us who have a workspace at home find it’s not ideal—it might be loud, in the way of family members, etc.
- Too many errands: When working from home, it’s easy to become distracted by chores, doctor’s appointments, deliveries, childcare, pet care, and other household tasks.
- Insufficient communication: It’s harder to communicate with managers and coworkers when you can’t see them in person.
- Distracting websites: Some employees can become distracted while surfing without the office environment.
How to Be Productive Working from Home
The key to a productive work-from-home experience is setting yourself up for success from the beginning so that the inevitable distractions will have less impact. Here are 5 ways to be more productive when working remotely:
- Carve out a workspace where you can focus. You can do this even in a small apartment by making a few tweaks to your environment. Clear space at the table or organize your desk, then devote that space to work alone. Don’t work on the couch or in bed, even if it’s tempting. Also, beware of your backdrop for those all-too-frequent video meetings.
- Check in more than usual with colleagues and your boss. It’s essential to intercept miscommunications before they happen. Send regular updates to your manager and any coworkers you’re collaborating with to keep everyone up to date with exactly where you are on your projects.
- Set deadlines for yourself, even if they’re not necessary. Although your projects might not be time-sensitive, setting deadlines for specific tasks can help you stay productive by keeping motivation high and ensuring consistent progress.
- Treat your home like the office. For example, you wouldn’t usually stop in the middle of work to clean your kitchen, so try to resist the temptation to get chores done during work hours now that you’re working from home.
- Keep a routine. It’s easier to be productive when you make an effort to get dressed in work clothes and add some structure to your day. Establish small habits, such as desk stretches, to mark the beginning and end of the workday.
Being more productive at home requires learning to avoid time-wasters. Once you make a few changes to your daily habits, you should be better able to stay on top of your tasks.
Need Help?
Learning how to be productive is a skill that must be nurtured over time. A business coach can help. Sign up for a complimentary coaching call with me to discuss a few new tips to help you be more productive. To learn more about leadership, personal growth, and more, subscribe to my email newsletter for new strategies every week.
Coach Dave
