Do you find yourself overwhelmed by your workload, struggling to meet deadlines, and feeling like there are never enough hours in the day?
With so many distractions and meetings, it can take a lot of work to feel productive. If you’re looking for a way to work smarter (rather than harder!), you’re in the right place.
Here are seven practical strategies to supercharge your productivity and help you get more done in less time.
Losing productivity due to unproductive meetings and complicated message threads? Try MindManager.
Why is productivity important?
How work takes place has changed — many of us now work from home, and those who work in an office rely on digital collaboration tools more than ever before.
The digital workplace is impacting our mental health and older productivity hacks aren’t as effective.
Improving productivity is about more than just getting more work done. It’s also about working more efficiently to find a better work-life balance and improve your mental health.
When you get more done, you feel better. You’re happier, your bosses are happier, and that spills over to your customers, too.
Employee satisfaction is closely tied to customer satisfaction. Ultimately improving work productivity improves the company’s bottom line.
So, how can you increase productivity while reducing stress simultaneously?
7 tips to improve productivity at work
Getting more done at work doesn’t mean working more hours. Productivity goes down when working longer hours.
Instead, improving productivity is about finding ways to work more efficiently.
Here are seven actionable strategies to get more done during your workday:
1. Find a time management strategy that works for you
Time management strategies aren’t one-size-fits-all.
What works for your boss or colleague might not work well for you.
Instead of choosing one and trying to shoe-horn it into your work style, try several and see which works for you.
Remember, the ‘rules’ of these strategies aren’t set in stone. See if changing the rules — or combining different strategies — helps you get more done.
A few time management strategies to try:
- Time blocking: Set aside blocks of time (about one to two hours) to focus on one specific type of task. This limits task switching, which can reduce productivity.
- Pompadour method: Work in 25-minute blocks, then take a five-minute break. This makes it easier to slide into “deep work” mode. Online tools like Tomato Timer make this one of the easiest methods to implement.
- GTD (Get Things Done): A productivity system that reduces mental clutter to improve focus. The five steps include capture, clarify, organize, review, and engage.
2. Eat the frog
‘Eat the frog’ is a productivity metaphor for completing the most challenging aspect of your day first thing in the morning.
Remember, this does not mean you need to tackle the most significant project or most complex task. Instead, look for the task to create the biggest momentum in your day.
It could be an email you keep meaning to respond to or reviewing edits to a presentation that you’ve been putting off.
Figure out what task is creating the most stress or causing you to procrastinate and get it done.
You’ll feel accomplished, which will positively impact your productivity for the rest of the day.
3. Use the right collaboration tools
Using the right collaboration tools helps keep you organized and can also improve productivity.
For example, using digital whiteboards during a brainstorming session can improve collaboration with a large group.
Using Kanban boards for project planning can help keep projects moving forward.
Here are a few collaboration tools to save you time and improve productivity:
- MindManager: Our
digital mind-mappingsoftwareproductivity software helps organize thoughts, processes, and workflows in a visual format. Use it to create flowcharts, mind maps, Kaban boards, or product road maps. Features like sticky notes, tasks, and document uploads improve collaboration — and productivity. - Loom: This screen and video recording tool allows you to record videos of yourself and your screen. It’s ideal for sharing complex ideas or walking a colleague through specific processes.
- Voice messages: Both Slack and Teams support voice notes, which allow you to record a quick message. Use these to send ideas or thoughts quickly, rather than typing them out.
4. Use automation for repetitive tasks
How much time do you spend on repetitive tasks?
You probably spend more time than you realize on tasks automation could do for you. See if your current tools offer automation features you aren’t using.
Project management tools like Asana and Monday, for example, have built-in automation tools.
There are also several third-party tools that can streamline your workflow across apps, including:
- Zapier is an integration and automation tool that connects tools without native integrations. It can automate workflows between email, social media, CRMs, and many other platforms.
- IFTTT (if this, then that) is a flexible automation tool for building custom automation between your favorite tools and devices, including WordPress, social media platforms, Google Drive, and more.
- Microsoft Power Automate is a customizable cloud automation platform that uses AI to streamline processes, including desktop and cloud operations.
5. Plan for tomorrow today
Does your overflowing email box and task list overwhelm you in the morning?
Spending the start of your day (which is the most productive time for many of us!) trying to put out fires can tank your mental energy for the entire day.
Instead, spend the last ten minutes of your workday planning out the next day’s priorities.
Organize tasks, make note of any messages you need to respond to, and see what meetings you have. If you use time blocking, mark those times in your calendar.
If you use the ‘eat the frog’ method, decide what you’ll tackle first thing in the morning.
By organizing your thoughts and tasks the night before, you’ll know exactly what to tackle in the morning. You’ll find it’s easier to unwind after work and dive in with purpose the next day.
6. Block distractions
The digital workplace has made it easier to stay organized and collaborate. It also brought a ton of distractions like social media and notifications.
To stay focused, look for ways to block those distractions.
Limit those distractions with these tips:
- Mute messaging apps when you need to do deep work. Quieting those pings will help you focus.
- Limit email checks. Constantly checking your email pulls you away from your to-do list and can cause you to get off track. Instead, check your email just a few times a day and tackle immediate tasks as quickly as possible.
- Try a focus app like Rescue Time to see where you spend (and waste!) the most time. Block those sites so you can stay focused.
- Put your phone out of reach. If you find yourself constantly picking up your phone, try putting it in a draptyr or bag out of reach.
7. Take a break
Taking a break might seem counter-intuitive to work productivity, but you get less done when you’re tired.
Just like working more hours won’t help you get more work done, working without a break won’t increase productivity.
Take a few minutes to get up from your desk, take a walk, or just grab a drink a few times a day. You’ll return to your work refreshed and ready to dive back in.
Aim to take a break once an hour to stand up and leave your desk at least two or three times a day.
Ready to boost your work productivity?
The most productive workers are those who stay organized and use the right tools.
The right automation and collaboration tools help reduce busy work and put your productivity in high gear.
Reducing the time you spend on non-productive tasks gives you more time to focus on high-value work that delivers results.
MindManager helps teams capture important ideas, organize workflows, and work more efficiently. Learn more.
