How to be more productive

When we’re more productive, we can feel a greater sense of achievement in ourselves, not to mention the acknowledgement you’ll likely gain from your managers and colleagues.

The good news is, it’s easy to be more productive in the workplace as there are plenty of practical tips you can implement straight away. 

Here’s some of our top tips to boost your own productivity.

Productivity tip 1: Write a (realistic) to-do list

The first task you should complete each day (even before checking your inbox) is writing down your to-do list. This will help boost your productivity by immediately focusing your mind on the key tasks that you need to accomplish for the day ahead.  While you might already be doing this, there are a couple dos and don’ts you should follow that will make you more productive. Firstly, be realistic in what you can complete each day. If your to-do list simply isn’t achievable for the day ahead because you have too many tasks written down then cull it and put those items on a ‘backlog’ list. Secondly, when writing your to-do list make sure to take into account those low-grade tasks that can easily suck up your time. Things like managing your inbox, impromptu meetings when a colleague wants to ‘ask you a quick question’, and time for breaks. Ultimately, you’ll feel a greater sense of achievement (and be more productive generally) if you get to the end of the day and have completed all your tasks on your to-do list, rather than finishing the day with a heap of outstanding items that realistically you were never going to get done.

Productivity tip 2: Eat the biggest frog first

With your to-do list in hand, focus on completing the most important task first (commonly referred to as eating the biggest frog first). This will make you more productive because you’re more likely to get it done rather than putting it off for later in the day when your mind is more fatigued or when unplanned tasks can arise. Your biggest frog is typically a task you don’t particularly enjoy, a task that is hard (or takes a lot of brain power), or a task that is going to have the biggest impact. We think it’s best to start with the latter - have an impact.

Productivity tip 3: Create your power time

Everyone has a particular time of day where they are most efficient and productive. It might be when you first sit down at your desk, mid-morning when your daily coffee has kicked in, or after lunch when you’ve had a break and feeling refreshed. Whenever this is for you, make this your ‘power time’. It should be your sacred time each and every day for getting work done and being your most productive. Block it out in your calendar and make it known that this time is for you, and you only.  

Productivity tip 4: Take regular breaks

It’s easy to get stuck at your desk, as one task rolls into another and workloads constantly grow. However, it’s important to take regular breaks to combat fatigue and manage your productivity. As a rule of thumb, the 5:1 rule helps maintain an optimal work-break balance, so for every 60 minutes of work you do, you should take a 12 minute break. A few things you can do on your breaks to help maintain your productivity include grabbing a cup of tea, going for a walk around the block, or reading a book or the newspaper. Importantly, try to avoid using your smartphone during your break time.

Productivity tip 5: Recognise when you’re ‘off’

Let’s face it, we all have off days or moments. Whether your motivation is low, you’ve got reduced energy, or maybe your output isn’t up to your usual standard. These things can weigh on you mentally and leave you feeling uninspired or perhaps incompetent. However, to improve productivity, you should recognise these moments and adjust your workload accordingly. Instead of trying to eat the biggest frog, perhaps focus on smaller tasks, which will give you some sense of accomplishment once complete. You’ll feel more satisfied if you can at least finish some minor jobs as opposed to barely making a dent on a bigger project.

Productivity tip 6: Avoid your distractors

Finally, be aware of your distractors to be more productive. If you work in a hot-desking environment then avoid sitting next to chatty colleagues or in high-traffic areas where colleagues may stop for a chat with you. If you have a set desk, speak to your manager to see if you can move to a quieter location, or book a meeting room for your power time each day.  If you’re easily distracted by your phone, put it on silent and make sure it’s out of sight, such as in your drawer or under a notepad on your desk. You’ll be amazed at how much more productive you’ll be when you eliminate the distractions.

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