9 Productivity Hacks
‘Work smarter, not longer.’ In a world of short attention spans and incessant distractions, however, that can be difficult. Here are 9 small ways you can increase your productivity at work and better attain that mythical work/life balance.
1. Document Your Time
Humans’ awareness of time is historically warped. In very few scenarios can we accurately estimate how much time has passed, with our perception able to be distorted by factors such as temperature, season, time of day or emotional state. It’s therefore a great idea to document how much time a day you actually spend on completing certain tasks. Having an objectively clear picture of how your day tends to be spread out will help you better structure your time in the future.
2. Set Deadlines
Now you know where your time is going, try limiting the amount of time you spend on one task. ‘Perfection is the enemy of good,’ so they say. You can always return to an activity and polish it up later. In the meantime, however, it’s a good idea to keep up momentum and move onto a new task when you can – you may be surprised at how much you can achieve if you’re strict with yourself!
3. Act, Don’t React
It’s easy to let your day be dictated by phone calls and emails, putting out fires with every response. While this reactionary attitude is a great way to simply ‘cope’, it stops you making headway of your own with projects that require you to be proactive in how you handle them. While it’s difficult to ignore a pop-up notification or a blaring ring tone, carving out time in your schedule when everybody knows not to disturb you, or turn your notifications off.
4. Delegate
Many busy leaders tend to believe it’s quicker to complete a task themselves (and definitely get it right first time) rather than explain the task to a co-worker and have them complete it (maybe not quite right first time). This can result in complete overwork on the part of the leader, and perhaps an unhealthy environment of mistrust or micromanagement in the workspace. Instead, consider assigning tasks to colleagues based on their strengths, and take the time to explain to them clearly what exactly you’re looking for from them. You might be pleasantly surprised when they do it as well, or better, than you could!
5. Stay Healthy
One of the most effective ways to increase your productivity is to keep your brain in top shape. Some things you can do to maintain energy levels and sharp thinking are:
Get a good night’s sleep
Stay hydrated
Keep healthy, nutritious snacks in your desk drawer
Exercise regularly, particularly in your breaks
Take a full lunch break
Don’t take work home with you when you can avoid it
6. Take…Breaks?
Taking breaks to improve productivity sounds somewhat counterintuitive. However, scientists have suggested that taking regular mental rests from work actually makes us more productive in the long run. As University of Illinois psychology professor Alejandro Lleras elaborates:
“Deactivating and reactivating your goals allows you to stay focused…From a practical standpoint, our research suggests that, when faced with long tasks (such as studying before a final exam or doing your taxes), it is best to impose brief breaks on yourself. Brief mental breaks will actually help you stay focused on your task!”
Why not give it a go? Try working in 90-segments with a 10-minute break between each. Really disconnect from your desk during this time – take a walk, get some fresh air. When you return to the problem at hand, you’ll be forced to think about it globally rather than specifically for a few minutes, perhaps enabling you to see solutions and perspectives previously hidden from you.
7. Avoid Multi-tasking
When your to-do list is overwhelmingly long, it can be tempting to hop from task to task, generating an illusion of control for your own benefit. However, studies have consistently suggested that we are most productive when we set our minds to one job at a time. While you might feel you are getting more done while multi-tasking, in reality you are wasting time as you jump between headspaces, losing the clarity that comes with continuous focus.
8. Try Listening to Music
Research suggests that certain types of music at the right time can really boost productivity. There is disagreement as to why exactly this is – some credit the boost in mood, some claim it is the ability to drown out office chatter. Regardless, music can be really useful in helping workers eliminate distractions and power through a task, particularly repetitive ones.
Instrumental music is particularly praised as a focus-tool. The lack of lyrics means it’s hard for you to get distracted by words and meanings, enabling you to dedicate 100% of your concentration to your work. Similarly, the soothing effects of classical musical can help alleviate stress, helping you be more productive.
If you don’t have a work playlist ready to go, you can find some great ready-made ones on most music streaming sites, such as Spotify, YouTube and Apple Music.
9. Prioritise
We all have most productive hours. If you’ve followed our first tip and documented how you spend your work time, you should know what hours those are for you. Therefore, it’s only logical that you should assign yourself your most difficult tasks, and the priorities, in those ultra-productive windows. That way, a task that would otherwise take you an entire morning could theoretically only consume half an afternoon, if that’s how you work.
As most workers grow increasingly unproductive throughout the day, it makes sense to reserve the easiest tasks for the afternoon. You won’t have to channel the same level of energy into these tasks, while also ticking items off your list.