5 Simple Tips to Increase Productivity
Every once in a while we all feel that there is not enough time in a day to do all the things we want to do. But sometimes (or at least in my case!) it’s not that we do not have enough time, it’s just that we do not use it wisely.
Having made this observation back in college after a few nearly missed deadlines and a couple of sleepless nights when I had to catch up on the seminar reading, I embarked on the journey of learning time management. This helped me immensely when I became a self-employed English teacher and didn’t have a boss to control me. At first, having no one to report to felt liberating. But after the first couple of months, I noticed that I wasn’t accomplishing much: I wasn’t developing new study materials or getting new students, and it took me ages to give my students feedback on their homework. The problem was not that I was lazy or lax with my time, but that I didn’t have any kind of planning skills and had no idea how to organize myself to work effectively.
My life was filled with too many commitments, obligations, and physical and emotional clutter. At the same time, there was no structure that would allow me to organize my activities in a way that wasn’t too overwhelming. Taking control of my time was quite challenging, especially at first, but eventually I was able to create a more efficient workflow and build a better schedule that supported my lifestyle.
Learning about time management helped me to figure out a few very easy steps to increasing productivity, and today I want to share this system with you.
1. Set an intention. Essentially, this means taking responsibility for any amount of time that you have. What your intention is depends on your values and your priorities. They can change depending on the stage in our life — there are times we need to work more, or rest more, give more time to our family, or focus on our business. I try setting my intention on a daily basis, because I noticed that when I manage to do it in the morning, it helps me live the day with more purpose, and overall it goes much better and I am able to accomplish more. This works for any task, really. If there’s a clear intention behind something we do, there are more chances that we complete the task.
2. Get clear on your goals. It is crucial to set goals before approaching any amount of time given to us, whether it is one hour or one week. Setting goals means taking responsibility for that time, as well as the outcome of our efforts. I believe that goals should be realistic, specific and holistic. Choosing realistic goals is taking into consideration the time frame and the resources we have and being honest whether the goal is actually achievable, or if we need more time, or some extra help. Being specific means that we are clear on the details such as dates and numbers. To set a holistic goal, think of what areas of your life it will touch. Often, it is not just one aspect you might need to work on, but several.
3. Develop a strategy. What are the necessary steps on the way to your big goal? Understanding how we want to approach it and breaking the process into smaller steps removes the overwhelm we might feel when looking at the great outcome we’re expecting. What can you do on a daily/weekly/monthly basis to change or improve the situation and slowly build up to the desired outcome? What are the habits you need to cultivate to make the journey easier? Who are the people you could ask for help? Is there anything that you can outsource?
4. Batch your tasks. On average, it takes about 20 minutes for a person to switch from focusing on one task to another, which means every time we multitask, we do ourselves a disservice. Having themed weeks, days, or periods within a day when we group similar tasks together and tackle them all at once is much more effective. Personally I found that having client days when I do calls and meetings, research days when I look for information I need for my work, and personal growth days when I do reading, listen to podcasts, or even just rest, improves my focus and makes me more efficient.
5. Use the time blocking technique. This method also allows you to use time more effectively. Identifying your most productive time of day and eliminating all distractions for that period helps to focus our energy and finish tasks and projects much faster. However, it has been proven that we work most productively in intervals of 60–90 minutes, so don’t forget to schedule in breaks. Stretch, drink water, eat lunch or go out for a short walk — this will keep you refreshed and energized.
So, here are my simple strategies that will allow you to manage time more effectively, establish support structures and create space for what truly matters: time with family, creative projects, travel or a new business. You will be able to reduce stress, gain better focus and accomplish more without taking on more responsibilities. I hope you find these tips helpful. All the best on the way to achieving your goals and dreams!