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Play and Productivity

Though it might not be the first strategy that comes to mind when considering how to increase productivity, recent studies have shown play to be a valuable productivity tool. This is especially important insight for managers and leaders looking to create a workplace where employees really thrive. Though we often take a disciplined approach to amping up productivity, incorporating play into the workday encourages us try a different route. The results are impressive.

Reduce Stress

One of the largest obstacles in the way of greater productivity is stress. And unfortunately, many attempts to increase productivity increase stress as well. We’re so determined to work harder and faster, but we often sabotage ourselves with the stress that those goals create. This is a key benefit of play. When there is space for employees to disconnect from their work and use their minds in different ways, they have the opportunity to decompress. When they return to work, their stress levels are lower, and that helps them to work more efficiently.

Foster Connections

Part of this idea of play is about groups and teamwork. It’s playing with other people in the office. Some studies used a multiplayer video game, for example, as their play activity. This is a great way for employees to get to know each other in a more general context. If the conversation is always about work, it can be slow going to build a strong relationship. Play gives people the opportunity to break down some of the barriers we put up in the workplace and get to know each other in a more authentic way. Collaborative play also gives employees a chance to work together towards a common goal which is great practice for building a true team dynamic in the office. The sense of collaboration helps employees better understand the value of their own role in relation to the whole which often increases motivation.

Promote Creativity

Play asks us to use our brains in new ways. It’s about creativity and problem-solving in a pressure-free environment. These skills translate. They can help us look at problems from new perspectives and create solutions more efficiently. They also boost our memory and engagement. Even in jobs that seem very analytical, creativity can be an asset. It often fuels innovation and improvements that can lead to greater success.

Increase Satisfaction

Finally, play tends to make us happy. And happiness often supports productivity. When employees have time to play, their elevated mood can help them to feel more engaged in and satisfied by the work their doing. These feelings make them want to invest and give their best. It’s not just on an individual level. Play can help to build and maintain a culture where all employees feel that satisfaction and drive.

 

It turns out that play isn’t just for kids. It can have real benefits for adult professionals, especially when it comes to their productivity. Play certainly doesn’t fall naturally into most workdays, so it’s up to managers to carve out the space for it. Things like occasional office games and tournaments, fun events, and creative activities in meetings are all ways to introduce a bit of play in the office. Do you have any other ideas for how leaders can bring more play into the workday? Share them in the comments!

Productivity Tips Inspired by Marie Kondo

Chances are that even if you haven’t read her book, The Life-Changing Magic of Tidying Up, or seen her show on Netflix, you’ve at least heard of Marie Kondo. Her approach to cleaning and organizing has sparked interest and debate across the country. It’s a more minimalistic approach to cleaning that’s focused on keeping the things that bring you joy and getting rid of those that don’t. This method has worked wonders in kitchens and closets around the world, but it doesn’t stop in the home. Here are a few ways that Marie Kondo’s methods of tidying can even boost your productivity at work:

De-clutter Your Workspace

Our physical environment plays a significant role in our productivity. From a simple task of locating paperwork to our more general state of mind, the order (or disorder) of our desk and workspace affect the way we perform. This doesn’t necessarily mean you need to have a starkly empty and meticulously organized office though. It means that you should take the time to consider what type of workspace best supports your productivity and work to create that. Some people will want that clean-slate style of desk, while others may feel more motivated when there’s a bit more around them.

De-clutter Your Mind

The less busy and stressed your mind is, the more focused and efficient you can be in your work. One of the best ways to de-clutter your mind is to minimize distractions. Whether it’s notifications from your phone or computer, scrolling through social media, or chatting with a coworker, these things pull your attention from the task at hand. Another great strategy to keep a clearer mind is to avoid multitasking. When you’re asking your brain to take in bits of information from several separate tasks, you’re wasting your brain’s power to concentrate by dividing it up among so many things.

De-clutter Your To-Do List

While your to-do list may not be full of only things that bring you joy, it should only contain the things that are necessary. If you’re making a daily list, make it realistic. Don’t tack on items you know you won’t get to or that are at the bottom of your priority list, only to continue moving them to tomorrow’s list. Boil it down to the essentials. It can also be useful to categorize it. Whether that’s by time of day, importance, or subject area is up to you. Finally, make it visually appealing. Keep your to-do list looking neat, and cross out or check off completed items to give you a sense of accomplishment as you work through your tasks.

De-clutter Your Purpose

When cleaning a physical space, Marie Kondo emphasizes the importance of knowing its purpose so it can be used to its fullest. The same applies to understanding ourselves. It’s helpful to know why you’re doing the work you do and how you fit into the larger vision of your company. This increases your sense of purpose and meaning which fuels productivity. So, take some time to reflect and maybe even meet with a manager or mentor to further clarify and define your role and purpose.

 

There’s a reason Marie Kondo has gained immense popularity in the U.S.—she’s offering something that people need. Whether you use her methods to get your home in tip-top shape or not, you can absolutely use them to strengthen your productivity at work.

Can Self-Care Improve Productivity?

Self-care has moved beyond buzzword and into regular practice for many. And it’s not just yogis and free-spirits. Everyone from top entrepreneurs to successful sales professionals are touting the benefits of a self-care practice. One of the biggest benefits I’ve found in practicing self-care has been increased productivity. When you’re focused on maximizing your time and getting more done, it can be difficult to make time for practices that don’t directly contribute to those goals. Though it may not be a directly visible connection, those practices are absolutely tied to your productivity. Here are a few strategies that can help you excel:

Make it your own

Though it might conjure images of kale smoothies or transcendental meditation, self-care really looks different for everyone. Meditation and yoga are certainly two great self-care practices, but only if they feel beneficial for you. While some might like a peaceful morning with a bit of time to journal or reflect, others might benefit from a strenuous workout or an outdoor run. Self-care can be a practice or activity that reduces stress, clears your mind, energizes you, or inspires you. The central idea is making time to focus on yourself and what you need. When you do that, your productivity will benefit.

Schedule it

For busy professionals who may be newer to self-care, it often gets bumped to the bottom of the priority list. It’s not always natural or intuitive for ambitious, goal-oriented people to slow down and take time for themselves. Luckily, it is usually natural and intuitive for them to follow a schedule. Use your schedule to keep self-care a priority. It does improve productivity, but only when you commit to practicing it. This doesn’t mean that hours of your day need to be devoted to relaxation or reflection. Instead, it might look like a few additional short breaks scheduled throughout your day, a 15-minute walk in the afternoon to boost your energy, or even an after-work meeting with a friend. Put it in your calendar so that you’re less likely to make an excuse for skipping it.

Be consistent

The benefits of self-care grow the more you practice it. When you’re consistent with your efforts, you’ll see the best results. The best way to do this is to make it part of a routine. That way, it will become more of an automatic action then something you need to think about making time for.

Do it when you don’t feel like it

This is really the key when it comes to self-care. When you have a relatively easy week and things are going smoothly, it’s pretty easy to make time for yourself. It’s when the days seem too short and the to-do list too long, though, that you’ll need it (and benefit from it) most. Maybe you’re exhausted and don’t feel like getting up to exercise. While it doesn’t need to be as vigorous a workout as you intend, if you know exercise is good for you, it’s smart to get yourself to do it. Of course, there will be exceptions and scenarios when you’ll need to significantly alter your practices, but continuing to make time for yourself, especially when things are busy and challenging, is how you stay motivated, focused, and driven to succeed.

 

Think about when you’re most productive. Your mind is clear enough to focus on the task at hand. Your energy levels are steady. Stress is low and motivation is high. How do you get yourself to that state of mind on a regular basis? Yep — self-care. It’s one of the best strategies to create a foundation for strong productivity.

A 2-List Productivity Strategy

No matter where you find yourself in your pursuit of greater productivity, it’s always smart to experiment with new techniques and strategies. Today I want to share a strategy inspired by the one Warren Buffett often uses to help employees boost productivity. It’s a simple method involving two lists, and it can help you tackle your to-dos for the week or for the year. Here’s how it works:

Brainstorm

First things first. Be clear about your time frame. Do you want to tackle goals for this week, this month, this year, or the next five years? If you’re focused on boosting daily productivity, I’d go with this week. If you’re focused on achieving large, long-term goals, a year or more might be a better fit. Once you’ve established your perspective, it’s time to brainstorm. What are your top 25 goals for that time period? This in itself is a really useful exercise, so give yourself the time to reflect.

Prioritize

Now that you have your 25-item list, you’re ready to narrow your focus. Of those 25 goals or tasks, circle the 5 most important ones. Just like the brainstorming part of this strategy, the prioritizing part will take a bit of time and reflection as well.

Your Lists

Now you have your two lists. The first is made up of the 5 items you circled as the most important. The second is made up of the twenty that didn’t make the top 5. Now the key is how you tackle these two lists. We’d probably all say that, of course, we’ll start on the 5-item list right away. It’s often how we manage the second list that could use an adjustment. Many of us would say we’ll work on those as we have time, giving the top 5 more of our attention, but still giving some time to those other 20.

Your Plan

This is where Buffett’s strategy differs. Though it may feel like we’re being responsible by still giving that 20-item list some of our attention, Buffett labels it your “Avoid-At-All-Costs” List. Until you’ve accomplished those top 5, you’re not to give any attention to the other 20. It might feel a bit radical, but that’s part of its power.

 

Motivation

We know both lists are important — out of hundreds of other possible tasks and goals, we identified these 25 as the most important. How can we neglect 80% of them? This strategy runs on elimination of the non-essential. It’s not suggesting we ditch the 20-item list entirely, but instead, it forces us to complete our 5 most important tasks before we even get to look at it. That feeling that there are other important things you’re not tending to can be a great motivator to work through those 5.

 

We lessen our productivity when we have a bunch of half-completed tasks, all vying for our attention. This two-list strategy forces us to streamline our actions and hone our focus. It helps us work through our tasks more efficiently and in order of importance. Give it a try next week, and see if it gives your productivity a boost.

5 Morning Routines for Optimal Productivity

Productivity begins before you head into the office or dive into emails. Every morning, we lay a foundation for our productivity in the day ahead. If you want to work with greater efficiency throughout your day, you need to harness the power in those first few hours of your morning. Think about how it feels when you sit down to work after a morning of waking up late, running around to get yourself (and possibly your family) ready to go, considering your cup of coffee as breakfast, and arriving to the office just in time. This kind of morning often leaves us distracted, stressed, and unfocused. So, how can you start on a better note? Here are some of the best things you can do in the morning to fuel your productivity all day long:

Wake Up Early

I know this one seems obvious, but it’s really the key to maximizing your morning. The beginning of our day sets the tone for our stress levels and mindset, so you need to give yourself enough time to wake up and move through your morning without feeling rushed and frantic. You also need to give yourself time to incorporate the activities you know will support the rest of your day. This routine often starts the night before by getting to bed by a time that gives you enough sleep.

Move and Eat

An equally simple routine. While this will look different for everyone, keeping these two ingredients in the mix every morning is key to productivity throughout the day. Moving might mean some gentle stretching or a few-mile run. As long as you feel like you’re waking up your body, it’s going to help you down the line. Movement energizes us, reduces stress, and supports a healthy mindset — all of which contribute to our productivity. Skipping breakfast can easily become the norm for busy professionals, but when we don’t adequately feed our brains, our productivity suffers. Make a habit of eating a healthy breakfast in the morning. It’s a much better source of fuel than caffeine alone and won’t have you crashing in a couple hours when your cup is empty.

Review Your Schedule

This doesn’t mean jump into work. In fact, I’d say that if you can avoid work tasks for the first part of your morning, your overall productivity will benefit. So, if you can, don’t open the inbox and check in on paperwork; instead, review your plan for the day. It only takes a few minutes, but scanning over the day ahead is a great way to boost efficiency. It will make for smoother transitions and less stress throughout your workday.

Develop a Practice

Carve out some time in the morning that’s just for yourself. Read, journal, meditate, write a gratitude list, or do some deep breathing. Find a practice that helps you feel calm and make a real effort to make it a habit. This doesn’t need to be a 30-minute block of time (though it can be!). Even five minutes of engaging with a healthy practice can have powerful effects.

Start the Night Before

Finally, one of the best things you can do for your morning routine is to take unnecessary things out of it. Anything you can do the night before to give yourself more time and less stress in those first couple hours of your day will be a direct investment in your productivity. Preparing a lunch, packing your gym bag, and organizing your things for work can all contribute to a more beneficial morning.

 

So often, our mornings are under-utilized. We hit the snooze button, check work emails, and get ourselves feeling stressed before our workday even begins. One of the best ways to support all-day productivity is to repurpose your morning. When you start to value those first few hours of your day and commit to developing healthy routines, you can supercharge your productivity.

Habits for Optimal Productivity

I like habits because they go a bit deeper than productivity hacks. A habit isn’t an activity you try to remember to do a few times a week or when your schedule feels out of control. Instead, these small actions rarely get much thought at all. They’re automatic responses and tendencies that we do naturally. Though they may be small and get little of our attention, they play a large role in guiding much of our day-to-day life. If productivity comes naturally to you, you probably already have some strong habits that support time-management skills and efficiency. If you’re looking to give your productivity a boost, habits are a powerful place to direct your efforts. Cultivating habits that support productivity is a smart strategy if you’re looking to improve, but keep in mind that you can’t build a habit overnight. Though it may feel like more work in the beginning to turn these positive actions into habits, the payoff is worth it. Here are some of the most useful habits to strengthen or adopt if you’re aiming for higher efficiency:

Take regular breaks

Though they don’t involve doing any work, breaks are an important productivity strategy. They help you recharge your body and mind so that you can bring more focus and energy to your work. The reason that getting into the habit of taking breaks is so important is because we often guilt ourselves for taking breaks. It feels counterintuitive to step outside for a ten-minute walk when you have a mountain of work in front of you. Even if you’ve read a handful of articles that have recommended taking more breaks, and it sounds good in theory, when we’re not in the habit of doing so, we don’t always utilize this strategy. You can cultivate it by scheduling breaks and mini-breaks into your schedule and being intentional with how you spend them. Choosing activities that make you feel more alert or less stressed and placing them at key moments throughout your day can keep you working at your best.

Make lists

Organization is a foundational element of productivity. It keeps things moving smoothly and prevents us from wasting time looking for papers, deciding what to do next, and getting lost in a flood of thoughts. There are several types of lists that productive people use to streamline their days. The classic to-do list is the most common, though it’s important to create your own strategically. Sometimes, modifying this type of list to better support your workflow can be an even better method.

 

Another type of list that I think can be extremely useful for productivity is a catch-all type of list. It’s an ongoing handwritten or typed note where you can store all the things that come into your mind when you least need them to. You’re nearing a deadline and trying to concentrate, and these small tasks you need to remember to complete tomorrow keep popping up in your mind. Rather than engage with them or worry about forgetting them, jot them on this list and move on. Maybe you stumble across an article that could be relevant to share with a client while working on social-media marketing. Save the article, and add a note to your list to read and send it later. As long as you check in with this list regularly, it can be a great way to preserve your concentration without letting important tasks or good ideas fall by the wayside.

Eat the frog

Most professionals have tasks that are more challenging or less pleasant than others. In Mark Twain’s metaphor of eating the frog, those tasks are the frogs. Productive people get into a routine of tackling these things first. They get them out of the way early on in their days while their brains are fresh and energy levels are high. If you want to build this habit, try assigning yourself a few tasks to complete before 10am every night before bed. It will motivate you to get a jumpstart on your day and help the practice become a natural habit.

Single-task

Busy people multitask, productive people single-task. Without having to consciously make the decision every time, they know that multitasking is almost always less effective than concentrating on one task at a time. We often resort to multitasking when we feel overwhelmed and when our to-do lists are too long. If you can cultivate the habit of single-tasking, you can set that as your default and stop losing time to multitasking.

 

If you’re on a quest for greater productivity, take a look at your habits. Do you have some in place that already support working efficiently? How can you strengthen and support those? Are there other habits that may be standing in your way? Can you work to replace them with something more productive? Let me know what you think about the role habits play in your own work life. I’d love to hear your thoughts!

A To-Do-List Method

The to-do list is a key tool for anyone striving for optimal productivity. A few months ago, I wrote about some strategies that can make for a stronger to-do list. That article focused on the traditional, single-column list — a vertical grouping of all your tasks. Today, I wanted to share a different method for creating a to-do list. It involves three columns and is a way to maximize the large and small windows of time you find throughout your day. I think of this list as the guide to making my schedule, both the schedule I create ahead of time and the minute-to-minute unfolding of my day.

The List

For this type of list, I use three columns. The idea is to group tasks by the amount of time they take to complete. The first column is for tasks that take five to ten minutes. It’s those little items that aren’t necessarily urgent but that we need to remember to check off. The second column is for tasks that take between ten and forty minutes, and the third column is for larger tasks that require longer than 40 minutes to complete.

Column 1: Mini-Tasks

The reason I group these together is so that when I find myself with a small pocket of unexpected time — a client’s call is a few minutes delayed or I finish up a project earlier than anticipated — I can put it to use. This column of tasks also comes in handy when you need a break from a larger task but still want to do something productive. Whenever you find yourself with a small window of time to fill, you can pop over to your list and pick a task from this column. Maybe it’s scheduling an appointment, cleaning up your desk, or replying to an email. Those small windows of “free” time throughout our days can really add up. This method ensures that they don’t go to waste.

Column 2: Medium Tasks

Like the mini-tasks, these 10-to-40-minute tasks are also great to have on hand for larger windows that open up. Perhaps you made space in your schedule for a 30-minute call and only ended up leaving a voicemail. Having this column laid out for you will help you efficiently change your plan without wasting time deciding where to pivot. It’s also the perfect way to break down larger goals into bite-sized pieces. Maybe you want to create a manual for your employees in the next three months. With a traditional to-do list, we might write ‘draft manual’. With no immediate time pressure or specific actionable steps, it can be easy to push that task to the bottom of the list. With this 3-column method, you can break that large task into smaller pieces. Maybe you add creating an outline or mapping out chapter 1 to your medium-task column. Then, you’ll be making progress towards this larger goal without having to muster up the motivation to dive into a massive project.

Column 3: Large Tasks

Some tasks don’t lend themselves to being broken down as easily as others do. For certain things, you’ll need to give yourself an hour and a half to complete the task. This will likely be the shorter list of the three, and it’s the one that’s most useful when planning out your schedule in advance. For activities you know will require large chunks of time, it’s best to schedule them in with clear timeframes. Whether you make a schedule for the week ahead, or you like to organize your day the evening before, use this column to determine the major pillars of your day.

 

Your to-do list should help you make the most of your time. Rather than a simple collection of all that you need to do, a to-do list can be a guide for shaping your day. When you make this kind of list, you can include everything from work-related tasks to personal goals. That way, when you find yourself with a window of time, you can assess how much time you have and where you’d like to direct it.

Must-Try Apps for Better Productivity

While our devices can be a major source of distraction, with the right apps, they can transform into prime productivity tools. While these apps won’t save the day if other time-management skills are entirely lacking, they do make a great support for those focused on maximizing their time. If you’re interested in using technology to help you work towards greater efficiency, here are a few apps worth checking out:

Focus

This is the Pomodoro Technique in app form. It serves as a guide to follow the 4 25-minutes sessions of focused work with short breaks in between, followed by a longer 15-20-minute break. It also offers a task-manager tool and gives you statistics to track your progress. It’s a great way to promote concentration while also supporting healthy breaks, keeping your mind at its best.

Things

Things is your to-do list, streamlined. Instead of a flurry of Post-It notes or lists in several notebooks, this app is the go-to place to get and stay organized. It syncs across devices, so you’re always able to access your current list, and it provides a clean visual experience of your tasks. You can organize by when they need to be completed, down to the time of day, and you can store notes within each item without cluttering your main list. If you want a to-do list that helps you check things off, this app is worth a try.

Taskful

The striking, colorful graphics in this app make it appealing and easy to use. If you’re a visual person, this is the app for you. Instead of just a vertical list to keep track of your tasks, this app offers a progress bar that shows you where you’re at with just a glance. It’s a great added boost of motivation to keep you working through that mid-afternoon slump. From major projects that need to be broken down into smaller steps to simply drinking enough water throughout the day, this app can handle tasks big and small.

Pocket

Maybe you’re browsing the web during a quick work break, someone sends you an interesting post on LinkedIn, or an article catches your attention while you’re working on some Facebook marketing — whatever the scenario, I often find that I come across these bits of online information that feel valuable and intriguing, but I don’t want them to distract me from the task at hand. This app is the perfect solution. Rather than keeping countless tabs open while you work or accumulating a pile of bookmarks, you can store all of these articles in one place that’s easy to navigate. Then, when you have a small break in your day or have a specific article you want to reference, they’ll all be organized for you.

RescueTime

Distraction is almost inevitable in this day in age. With multiple devices and communication platforms, we can’t work in a vacuum completely free of distractions. What we can do, though, is minimize those potential distractions and limit how much they interfere with our day. This app helps you track your activity to see which sites are grabbing your time, and it lets you classify specific sites as productive or distracting. The report you’ll get at the end of the day can be just the reminder you need to stop letting distractions steal your valuable time or just the motivation you need to continue working so efficiently.

 

Employing an app or two to support your productivity efforts is a great strategy. In a world where we’re almost never separated from our devices, we might as well put them to work for us in a way that helps us to work smarter. Do you have any go-to productivity apps that have helped streamline your workflow? Share them in the comments.

Can Slowing Down Help You Get More Done?

Striving for optimal productivity can sometimes start to feel like a race against the clock — with only so many hours in the day to accomplish all the things on your list. Even when you’re armed with several strategies to support efficiency, it can still feel like long hours and extreme focus are your only options. As it turns out, one of the best strategies might also feel like one of the most counterintuitive. It probably doesn’t come as much of a surprise that taking breaks and slowing down can often boost productivity, but despite that knowledge, many of us don’t seem to apply it to our own lives. It can be challenging to pull yourself away from your desk to take a walk when you feel the pressure of a hefty to-do list, but it can also be the best strategy to help you power through. Here are a few ways I try to put this knowledge into practice:

Ask Why

Often, when I find myself operating at high-speed all day and still not accomplishing everything I intended to, it’s a result of taking on a handful of things I didn’t really need to take on — an additional project at work, a favor for a colleague, or an after-work meeting that extends into the evening. One of the best ways to get out of busy-mode and slow the pace is to pause and ask ‘why’ before accepting a new project or task. When it’s something you want to do and your schedule can accommodate it without eliminating breaks and plowing into your personal time, then great. But if it’s going to force you to go through your day without the opportunity to pause, I think it’s important to see if it’s worth that sacrifice. By better screening tasks and protecting your schedule, you can avoid the rushed, frantic pace that many people encounter on a regular basis. That will support better concentration and overall productivity when it comes to the tasks that are important.

Take Regular Time-Outs

Some studies suggest 75-90 minutes of work followed by a 15-minute break to be the most productive workflow. While everyone’s optimum windows may look a bit different, it’s a great model to follow. Experiment to find the times that work best for your schedule and tasks. When you get into a rhythm, it makes short breaks become habitual, meaning you’re not wasting time deciding if you have time to take one or not. When you have a major project, it can feel tempting to put in hours at a time, but these breaks often help you return to your work with more focus and mental energy to complete it. This means you’ll get more done without the exhausting stress of being locked to your desk for 5 hours straight.

Move

One of the best ways to take a break is to move your body. It doesn’t need to be a workout. Perhaps one or two of those 15-minute windows mentioned above are spent walking around the block, or maybe you dedicate a portion of your lunch break to a loop around the office. Studies show this has a beneficial impact on the brain that allows you to better absorb and retain information. It also supports physical and mental health and can give you a boost of energy when you feel yourself heading into a slump.

Productive Breaks

While some breaks are ideally actual breaks, they don’t all need to be a complete disconnection from work. Part of the benefit of taking a break can be to return to a project with fresh eyes. If the idea of a peaceful stroll just doesn’t feel realistic in your day, pick an easier item on your to-do list to accomplish during a “break”. These breaks might not be as effective at slowing your overall pace, but they can still help you reap the benefits of breaking up your workday.

 

Operating at a healthier speed and taking regular breaks can help you recharge, see things differently, and improve your focus — all of which help you to work more efficiently. Though this makes sense to many of us, it can be difficult to implement. Do you have any strategies that slow the pace and support your productivity? I’d love to hear your thoughts!

Could You Be Working Smarter?

You’ve likely heard the phrase, “work smarter, not harder”. It sounds great, but how do you actually do it? Working smarter isn’t abandoning the hard work required for success, but instead, it’s about finding ways to make that effort more efficient. Here are a few strategies that come to mind when I think about working smarter:

Keep a Small To-Do List

When it feels like you have a million things to do, throwing them all on the to-do list might feel like a great way to organize. Unfortunately, it doesn’t really encourage us to prioritize tasks in a streamlined way, and it can make us feel overwhelmed and exhausted before we even begin. Even if you keep a master list for any and all to-dos, highly productive people tend to also keep a short list of their top 3 to 5 most important tasks. Trimming your list down helps you avoid multitasking, direct your focus where it will have the most impact, and accomplish the work that matters most.

Automate and Delegate

When you’re cutting down that to do list, are there any items that don’t need to be done by you directly? Working smarter means finding ways to waste less time and direct your energy where it’s really needed. Automating social-media marketing, for example, can save you hours every week without sacrificing the positive results of completing the task. If you’re in a management position, make sure that you’re not losing time to micromanaging, and let go of the tasks that can be delegated.

Find a Routine that Works

Speaking of automation, automating some parts of your life, not just your work, can help you be more efficient. While you don’t want to operate on autopilot all day, building strong habits around things like getting up early, single-tasking, being active, and taking regular breaks can promote optimal productivity. When you radically change the structure of your day every day, you spend time and energy deciding which activity to do next. A clear routine streamlines your day and preserves your energy for more important work.

Stay Positive

Positivity and efficiency go hand in hand. When you start your day believing that there’s simply not enough time to do it all, where is your motivation level at? How well can you concentrate when you’re thinking about the all the things you’re not getting done? Positivity promotes energy — the energy to get up early, engage with our work, and stay motivated throughout the day. Simply watching your thoughts can help with this. Try to notice negative thoughts when they arise so that you can challenge them and replace them with more optimistic ones.

Make Time to Relax

Working smarter means having more non-work time and using at least some of that time to support your productivity. That means finding ways to relax, letting your brain recharge, and lowering stress levels. Stress and fatigue are two of the top sabotagers of efficiency. If you’re constantly grinding with little break time, you’re likely to encounter at least one of them. Working smarter isn’t just about the way you tackle your time in the office. It’s incorporating lifestyle choices that support your overall productivity.

Beware of Busy

Busy is a red flag. Whenever you feel busy or hear yourself tell someone how busy you’ve been lately, it’s probably a good time to pause and check in. Sometimes, you’ll be busy even when you’re working at your most efficient. More often though, being busy is a signal that you’re not working as smart as you could be. Whenever this feeling comes up, see if any of the above strategies could cut down your workload. Check in with how you’re spending your time and see if any distractions or bad habits are getting in the way of your success.

 

Working smarter means working with more focus, more intention, and more drive. It’s concentrating your efforts and channeling them where they’ll be the most effective. It’s getting rid of non-essentials and cultivating habits both in and out of the office that support productivity. Do you have any tips to work smarter? Share them in the comments!