Productivity is something we all strive for, yet it can be elusive at times. With so many distractions and demands in the current world, it can be challenging to stay focused and get things done. I speak from experience when I say that being productive and focusing when it matters has helped me to achieve many of my goals – I genuinely believe that it is one of the most crucial factors in success.
There are simple habits you can develop that can help you boost your productivity and achieve your goals. In this post, we will explore nine simple habits to increase productivity, including time-blocking, setting priorities, and avoiding distractions.
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Why is Being Productive Difficult?
Many people struggle to be productive in today’s fast-paced, always-connected world. Here are some reasons why productivity can be particularly challenging in the modern world.
Distractions
With smartphones, social media, and constant notifications, it’s easier than ever to get distracted and lose focus. Studies show that it can take up to 25 minutes to regain focus after being distracted, which can significantly impact productivity. We live in a world that is constantly being engineered by big companies to steal our attention.
Your attention feeds their profit. This is why ads exist – big companies are bargaining for your attention because that means you are more likely to buy their products. Social media apps, video games and television shows have all been engineered in a way that captivates as much as your attention as possible.
It is difficult in the modern world to have control over your own attention span. Once I recognised this fact, it made productivity much easier. Recognising that I could in fact control my own attention, and that my attention span shouldn’t belong to profit maximising companies, it incentivised me to stop getting distracted.
Therefore, adopting this mindset of your attention being the most valuable asset that you have is something that will guarantee your success in life. Regain control over what controls you and focus your attention on things that are worth it.
Multitasking
Many people believe that multitasking is a productive way to get more done in less time. However, research shows that multitasking can actually reduce productivity by up to 40%. When you try to do too many things at once, you become less efficient and more prone to errors.
Multitasking doesn’t work for humans – we are unable to split our focus into two different activities. Therefore, it makes more sense to do one thing at a time, which would technically be faster. However, as is the nature of humans, we still believe that doing multiple things at once is faster, even though it leads to lower quality work in the same amount of time.
Therefore, to become more productive you must become ‘less productive’. This sounds like a stupid idea, but what I mean by this is that you have to drop society’s foolish perceptions about productivity and multitasking and devote your time to doing one thing at a time. Deep work is the key to maximising your attention.
Getting Overwhelmed
In today’s fast-paced world, it’s easy to feel overwhelmed by the sheer number of tasks and responsibilities we have. This can lead to procrastination and a sense of paralysis, which can be a major obstacle to productivity.
No matter what people say about burnout not existing, I believe that it does. However, many people confuse burnout with laziness, and we shouldn’t mix the two. There is a difference between when we can’t be bothered to do what we need to compared to when we feel as if there is a potent force stopping us from what we need to do, even though we are ready to do it.
In the past, I have often been overwhelmed by schoolwork. When I finally sit down to do it, I feel as if there is no point in starting as its already too late to make a difference, and I have too much to do. However, leaving it to be done another day is even less productive.
The thing is, sometimes no matter how much we are ready to do something, we can be overwhelmed; we get stuck in the burnout cycle.
Understanding that this is a normal emotion is key to overcoming it. While it is difficult to overcome this feeling when you have already been procrastinating, you should learn from your mistakes and try harder to avoid it completely. Notice your patterns of procrastination and try to avoid the same mistakes.
Perfectionism
Many people have high standards for themselves and their work, which can lead to perfectionism. While striving for excellence can be a positive thing, perfectionism can be counterproductive, as it can lead to procrastination, indecision, and a fear of failure.
Fear of failure has been a massive obstacle in my own life. Being a perfectionist myself in certain aspects of my life, I have been afraid to focus my attention on activities for fear of not achieving a high standard.
When I think about this idea in the third person, it doesn’t even make sense. Avoiding doing something completely is a worse outcome than if we were to do it and achieve lower than what we expected. By persevering anyway, we can learn from our mistakes.
I think that we also, as humans, tend to assume the worst-case scenario in our lives. For example, we worry about exams because we think about the worst thing that could happen, and that’s what we think is going to happen to us.
Mindfulness has become an extremely useful tool for me to avoid perfectionism. With apps like Headspace, I have been guided by experts through meditation, stopping me from overthinking and inspiring me to launch myself into the next task.
Learning to overcome your perfectionism response to things is very hard, but once you do it for the first time it becomes easier and easier. Having the courage to jump when it feels the hardest to jump; disregarding our fear of failure is what will result in the most success.
Lack of Boundaries
With the rise of remote work and flexible schedules, it can be difficult to set boundaries between work and personal time. This can lead to burnout and a lack of productivity, as it can be hard to switch off and recharge.
Learn to prioritise your own mental health and your own life, rather than letting other people control it. Just like social media controls your attention, your boss at work or people around you can try to control your time. Implementing boundaries with these people, although hard, is something you should always strive to do.
The only person that matters in your life is you, and therefore you should be at the top of your priority list; you should be the only one who can control your time.
How can you Boost Productivity?
1. Time-Blocking
One of the most effective ways to increase productivity is through time-blocking. This technique involves setting aside specific blocks of time for different tasks, rather than multitasking or trying to do everything at once. By dedicating uninterrupted time to each task, you can focus more fully and get more done in less time.
In my article on time management tips, I speak about the usefulness of time blocking as a way of maximising your efficiency in a small amount of time. Planning out what you want to do, and when you want to do it is an efficient way of avoiding getting sucked into an activity that you hadn’t planned to do.
To implement time-blocking, start by identifying your top priorities for the day or week. Then, block out specific time periods on your calendar for each task, making sure to leave enough time for breaks and transition periods. During each time block, focus solely on the task at hand, and avoid distractions such as social media or email.
This technique can be facilitated by some productivity apps. Personally, Notion has lots of good features to plan out to-do lists and time blocks for each activity, and I would recommend it to anyone who plans to use this method.
2. Set Priorities
Another key habit for productivity is setting priorities. Rather than trying to do everything at once, it’s essential to focus on the most important tasks first. By identifying your top priorities and tackling them early in the day, you can build momentum and stay motivated throughout the day.
As I say, humans cannot multitask, and we must therefore do one task at a time. So, prioritising those that are important is key. Prioritising is one of the 10 habits of highly successful people, which means that prioritising your time effectively is likely to help you reach your goals more easily.
To set priorities, start by making a list of all the tasks you need to accomplish. Then, rank them in order of importance, based on their impact on your goals and deadlines. Focus on completing the highest priority tasks first and save less critical tasks for later in the day.
You can download the FREE Productivity Planner, which has a dedicated section for you to write down your high priority tasks, ordering them in terms of importance, helping to focus time efficiently and therefore boost productivity.
3. Avoid Distractions
Distractions can be a major productivity killer, so it’s essential to minimize them as much as possible. This means taking steps to avoid distractions such as social media, email, and other non-essential tasks.
As I have said, everyone is bargaining for your attention; your online experience has evolved to grab as much of your attention as is possible – your attention is a precious resource, and it is what will help you to achieve your goals. Therefore, you must avoid distractions that try to grab your attention.
When I am trying to do some deep work, I put my phone on the other side of the room and put it into ‘Do Not Disturb’ mode. I have found this to be an extremely effective tactic, which has reduced my screen usage to an average of 1 hour per day – a massive improvement. Consequently, this has enabled me to get more work done than I ever have before.
Study your own distractions and take the time to understand why you get distracted. Try to identify how companies take your energy. For example, if you are reading this now, I have gotten your attention some way or another, and you can identify how I have done that. Do the same with your bad habits.
4. Prioritise Self-Care
Taking care of yourself is essential for productivity, as it helps you maintain your energy and focus throughout the day. This means getting enough sleep, eating a healthy diet, and taking breaks when needed.
To practice self-care, prioritize getting enough sleep each night, eating a balanced diet with plenty of fruits and vegetables, and taking breaks throughout the day to stretch, walk, or meditate. This will help you stay energized and focused throughout the day.
You will be your most productive when you are in your best condition. In my own experience, I am most productive after I have had around 8 hours of sleep and I have eaten lots of fruit within the past few days. Being in peak condition mentally and physically will stop you being distracted by these things and will enable you to get on with some quality work.
You can do this with many different things. Having a good diet and an effective workout routine will help you to improve your physical health. Being mindful and meditating, journaling, stretching etc. will help you to improve your mental health.
Furthermore, having good routines such as a quality morning routine to start your day off in a productive way will help you to be productive throughout the day.
I believe that self-care is at the core of everything that we do – and we should prioritise it. Being in peak condition mentally and physically will mean that you get rid of your ‘Achilles Heel’, allowing you to focus on what really matters. For example, if you get back pain because you are overweight, losing this weight will help you to reduce this pain, which will get you back to doing what you aspire to do.
5. Set Goals
Another key habit for productivity is setting SMART goals. By identifying specific, measurable goals, you can stay motivated and track your progress over time. This can help you stay focused on what’s important and avoid getting sidetracked by non-essential tasks.
SMART goals are a formula that I will always recommend for people who are looking to set goals. They make sure that are goals are ambitious enough so that we are pushing our limits, and aiming for something that we dream of, while also keeping it achievable – so that we stay motivated by our ability to achieve them.
To set goals, start by identifying what you want to achieve in the short-term and long-term. Then, break those goals down into smaller, more manageable tasks, and track your progress regularly. This will help you stay motivated and focused on your priorities.
Knowing what you want in life generally is a good place to start. You can jot down some ideas in a note taking app like Notion. Have an idea of the big goals that you want to achieve in your lifetime, then split this down into 10 years, 5 years, a year, weeks and then days. Then, you should have an idea of what you need to do each day to achieve your life ambitions.
6. Take Breaks
Taking breaks is essential for productivity, as it allows you to recharge your energy and focus. Research has shown that taking regular breaks throughout the day can improve productivity and creativity, as it allows your brain to rest and recharge.
To take effective breaks, try setting a timer for every 45-60 minutes of work and taking a five to ten-minute break in between. During this time, get up from your desk, stretch, or take a short walk to get your blood flowing and clear your mind. Don’t, however, fall into the trap of checking your phone in this time and then getting swallowed up by notifications, texts, and social media posts.
I have benefitted recently from using pomodoro timer videos on YouTube. Not only do they help me to take necessary breaks and stay productive, but they also inspire me to work efficiently, and give me an incentive to keep working, as well as an incentive to take a sufficient break.
7. Use Productivity Tools
There are many productivity tools available that can help you stay organized and focused throughout the day. From task managers to time trackers, these tools can help you streamline your workflow and eliminate distractions.
To find the right productivity tools for you, start by identifying which tasks are taking up the most time and causing the most stress. Then, research productivity tools that can help you streamline those tasks and stay on track. For example, Notion could help you to save time by having all your note taking and time management tools in one place, rather than over several documents and apps.
It is important to avoid relying on productivity tools to keep you focused. You should change your entire mindset about productivity first. As I suggested above, understanding that your attention and productivity is your greatest asset. Use this to your advantage and use tools to aid you.
8. Practice Mindfulness
Mindfulness is a practice that involves being fully present and aware of your thoughts, feelings, and surroundings. By practicing mindfulness regularly, you can train your brain to stay focused and calm, even in stressful situations.
Although this sounds like an unusual practice, being mindful has allowed me personally to stop overthinking – something that was taking up a considerable amount of my time. I would often spend time daydreaming instead of working. Mindfulness also helps me to reduce anxiety, which has helped me to be more productive, and has reduced the overwhelming feeling that I often had.
To practice mindfulness, try incorporating short mindfulness exercises into your day, such as deep breathing or body scans. You can also try meditating for a few minutes each day, or practicing mindful movement, such as yoga or tai chi. The idea is that you bring yourself into the current moment, understanding that you are living in the present, rather than letting your thoughts carry you into the past or future.
9. Get Organised
Finally, getting organized is essential for productivity, as it helps you stay on top of your tasks and avoid feeling overwhelmed. This means creating systems for managing your tasks, files, and time, and sticking to those systems consistently.
You cannot expect to maximise your efficiency of work if you aren’t organised enough to handle the work you are doing. Being organised means that you know what to do; when to do it and how you are going to do it.
To get organized, start by identifying the areas of your work that feel most disorganized or chaotic. Then, create systems for managing those areas, such as setting up a filing system for important documents or creating a daily routine for completing tasks. By staying organized and on top of your tasks, you can boost your productivity and achieve your goals more efficiently.
A good place to start is by noting down the goals that you want to achieve and then creating actionable steps. From then, you can create routines and habits to achieve these goals – giving you tasks to do every day in order to get there.
In Conclusion
Increasing productivity doesn’t have to be complicated or time-consuming. By incorporating these nine simple habits into your daily routine, you can boost your productivity and achieve your goals more efficiently. Remember, productivity is about working smarter, not harder, so focus on developing habits that allow you to work more efficiently and effectively. Some methods of doing this are:
- Time blocking.
- Set priorities.
- Avoid distractions.
- Practice self-care.
- Set goals.
- Take breaks.
- Use productivity tools.
- Practice mindfulness.
- Get organised.
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