Have you ever felt like you don't have enough time in your day? Or as though your to-do list is so long that you could never accomplish all of its tasks? I think we've all been there at one point or another. Today I would like to share with you five productivity tips that have helped take my days from hectic to humming. Some of these tips may sound basic, but there is merit in the colloquialism of getting back to basics. Apps and online programs may hold the promise of redefining how we structure our time, but these foundational principles will stand the test of time.
Tip #1: Treat Your Brain Like a Muscle
Getting our minds ready for the day or for our work is one of the most crucial practices in reducing chaos and overwhelming feelings. We wouldn't run a marathon or lift heavy weights without warming up. Similarly to how we warm up our muscles before a physical task, try warming up your brain before tackling the big to-dos of your day. There are two ways that I like to do this.
Try This:
Brain Dump: At the start of your day, dedicate ten minutes to write down everything on your mind. Type it on your computer or write it on a piece of paper. It can consist of whatever you want to write, whatever is on your mind. Taking time to write things down takes the 60,000 thoughts we have rattling around and clears (some of them) them out of our minds.
Warm-Up/Cool Down: Use a puzzle, podcast, or a book to warm your mind up in the morning. Spend a few minutes letting the gears warm themselves up. Use a similar method to cool down at the end of the day or to return to a centered feeling before tackling an important task.
Tip #2: Set Yourself Up for Success
Your environment sets the tone for your day. Whether you work from home, work at an office, a cubicle, a classroom, or a point of sale, our environment impacts how we work. Before starting a task, evaluate whether or not you have what you need and ensure that your workspace is welcoming you to success.
Try This: Desk Declutter
Throughout your day, take note of what you do and do not reach for at your desk/workspace. What supplies make you feel like your work is humming? What supplies collect dust? Which pens feel the best in your hand? What pencils go unused? Keep what you use. Pick one thing to let go of that you do not use.
Tip #3: Know Your Systems
In any profession, we use many systems. These systems can range from company-specific applications to email/inbox programs. How often do we take time to dig into those programs? Many of them have features and functionalities that we don't know exist! If we invest a few minutes each week to improving our skills in these systems, then we don't spend our brain energy trying to figure out how to work our tools. Our tools begin to work for us.
Try This: Toolbox Master
What tool do you use the most in your day to day activities?
This week, take ten minutes to learn one new feature of that tool. Try to use it during your week and observe whether or not it makes your work more effective or efficient. If it does, continue to use it! If it does not, now you have learned that feature isn't for you, and you can try another feature next week.
Tip #4: Maximize
None of us can afford to waste time in our calendars. There is too much to do in any given day. It is essential to maximize the time that we have. This practice is about how we can spend more brain energy on the critical brainwork of our job and less stress on the minutia. It is said that 20% of our work drives 80% of our outcomes. To me, this highlights an opportunity. If 20% of our work is the "important" work, the remainder is likely minutia. If we can be more efficient in those day-to-day clerical-types of tasks, then we open up more time in our calendar and brain space to drive results.
Try This: Optimization Observer
Observe the tasks that you repeatedly do on a weekly or daily basis. What are the tasks that we complete at the beginning of a project? Pick one task. Review your process for completing this task. Determine one way that this task can be more efficient. Could a document be templatized? Could an update be automated? Could an email be form written? What part of your business process could be streamlined? Pick one task and optimize your process.
Tip #5: Collaborate
Do you feel like more of a lone wolf than a team player? If so, you may want to be open to the idea of collaborating more often. Studies show that when we collaborate with others, we stick to our tasks 64% longer and have a higher rate of success than when we work on our own. Bringing your team into what you are doing can have a profound impact on the quality of your work. Even when doing a simple task, invite a colleague to participate with you. You can observe how they do things and glean information. The work still has to be done anyway – ask someone for a helping hand or second opinion.
Try This: Teamwork Task
Pick one task that you need to complete this week. Reach out to a colleague who also completes that responsibility (i.e., creating a project plan), and ask if you can work on the task together. Screen share or sit together. As you go through your assignment, collaborate. Ask for their feedback. Ask about their process. Tell them about yours. Do one thing with a colleague this week.
How about it? Do any of these tips ring familiar in your routine already? Do any of them seem like they may help free up mental space in your day? I hope that during this week, you will try one or two simple things as an adaptation to your routine. Increasing efficiency and reducing stress can make every day feel as though it is humming.