Staying focused and productive can be a challenge when everything seems to be tugging for your attention. My clients often tell me that they are overwhelmed with so much to do and want to know how they can be more productive.
Here are 15 of my best tips.
- Plan your day before it starts
You are in control of your day and your calendar. Deciding what you plan to achieve sets the tone of your day. It keeps your mind focused. And a focused mind can achieve a lot.
- Read and write down your goals every day
This daily reminder will mentally put you in a positive state to accomplish those goals in the best way possible.
- Use a default diary
Set up a default diary and make sure that you have time scheduled to complete important projects and tasks.
- Prioritize your work for the day
While reviewing your plans for the day, identify the most important things you need to do. Focus on the most critical work first before doing everything else.
- Analyze your activities to identify and minimize time wasters
If you want to free up some serious time, start with doing a skill/fun box exercise to determine what you need to do and what you should delegate. My clients have reported to me that they hear my voice in their head asking: “can’t someone else do that?”
- Learn how to delegate well
Delegation is not abdication – nor is it micromanaging. Delegation is a skill that you can learn – this will help: How to become a master of delegation.
- Reduce inefficient communications
Develop a regular team meeting rhythm including a daily huddle for managing employees. When it comes to communicating with clients or vendors, sometimes a phone call is faster and more effective than an email.
- Break large tasks into smaller tasks
Have you ever looked at something on your to-do list and thought to yourself: “I don’t even know where to start”? The best way to start is by breaking that large task into smaller tasks.
- Take a break when you need one
When you begin to feel overwhelmed and stressed with work, take a break. Breaks are necessary to recharge your brain cells to be more focused when you eventually resume.
- Manage interruptions
Interruptions will break your flow and significantly impact your productivity. If you need to do some focused work turn off your phone notifications, close your office door and make yourself unavailable.
- Concentrate on one thing at a time
Once you have identified a key task, stay on it until it’s 100% complete.
- Work every day towards achieving a long-term outcome
One of the best ways to achieve your long-term visions is to be more productive in your short-term goals. Work towards your long-term goals by actively accomplishing the daily goals you set for yourself.
- Simplify your work process
Sometimes we fall into habits of doing things the same way every time without stopping to look for a better way. Can you get the same thing accomplished in 5 steps instead of 7?
- Learn how to terminate unproductive discussions
Find a way to politely extract yourself from casual chitchat. If you have completed everything on the agenda, end the meeting early and claim back some time.
- Set communication rules for your peers or subordinates who bring you questions or problems
Ask people to do these 3 things before they come to you:
- Write down the problem. Reduce it to a single sentence.
- What are the three best solutions or suggestions for the problem? Write them down.
- What do you recommend?
Being more productive is an intentional decision to make. When you are clear about what you need to do, the above tips can really help you make the most out of each day.
Sometimes “increased productivity” isn’t the answer
If you are uncertain about your goals and your most important priorities or if you know you need to make significant changes to how you are doing business and aren’t clear about what those changes need to be it might be time to consider working with a business coach.
