How to Become More Productive at Work
The ability to be highly productive at work is a challenge for many and is a valuable, yet sometimes overlooked, skill to possess.
The majority of employees will at some point experience productivity issues. These can include procrastinating, not finishing projects on time, and spending more time on tasks than you should.
To become more productive at work, there are many things you can do that will help you be more organized, motivated, and of course, productive.
The following 12 tips are easy to implement techniques that will drastically increase your productivity.
12 Tips to Become More Productive at Work
1. Take Breaks and Work at Set Intervals
Working in set intervals with breaks in between is one of the most proven techniques for increasing productivity. There are various suggestions for the amount of time each work interval and break should cover. It’s really up to you based on how long you can stay focused.
Suggestions include working in 20 to 25-minute intervals with a five-minute break in between, working in 90-minute intervals with ten-minute breaks in between, and working for an hour with five to ten-minute breaks in between.
Always add in longer breaks too such as 30-minutes to an hour for lunch.
Try not to multitask either. While this may seem like a tactic to increase productivity, splitting your attention on multiple tasks will decrease overall levels of productivity.
Working in set intervals with breaks in between helps drastically with focus and productivity.
2. Use To-Do Lists and Plan Your Work Day
Being as productive as possible relies on your being as organized as possible too. Therefore, planning your day and creating to-do lists is a main component of becoming more productive at work.
It’s recommended that you plan for your week at the beginning of each workweek. Or, plan for the week ahead at the end of your workweek.
Also, make a to-do list for each day. List out commitments like scheduled meetings as well as all the tasks you have to complete ordered in level of importance.
Complete Difficult and Important Tasks First
To be highly productive, work on your most important and difficult tasks first. However, if you get small tasks that will take under five minutes, complete those straight away (as soon as you get them or right after completing the task you’re working on.)
Set Small Goals and Break Tasks into Smaller Parts
A main reason for procrastination is that tasks seem difficult and overwhelming making starting them daunting. Breaking tasks into smaller elements can make them less overwhelming.
So instead of one overwhelming task, you have a list of small “easier” tasks to complete.
Checking off these items as you go can help with motivation and productivity too as you’re accomplishing things on the way to overall completion of the task.
Set Times for Recurring Daily Tasks
Try to set a time for completing tasks like answering emails too. Instead of checking email on and off all day and responding as you get emails, set times to check and reply.
For example, check at the start of the day, halfway through the day, and again near the end of your day. Or, do this as a “simple” task between tackling bigger tasks.
3. Track Time Spent on Tasks and Set Deadlines
You may be spending longer than you think (or need) on certain tasks. Get into the habit of tracking the time you spend on each task. This could be done using a cellphone stopwatch or a work tracking app.
If you’re spending longer than you should on tasks, set a completion deadline for these tasks and work on completing the task in that timeframe.
Set Deadlines
It can be a lot easier to get tasks done if someone else has set a deadline for them. However, you may have tasks that don’t have a solid deadline and those often get pushed down your list. Therefore, to improve productivity, try to set a deadline for every task whether there is a solid due date or not.
Along with setting a time compilation deadline, such as finishing a task in 30-minutes, having a “due-date” deadline for all tasks, such as completing by end of day, is crucial too.
Try to set a deadline for tasks with a predetermined deadline too. For example, if you get a task on Tuesday that is due Friday morning, set your own completion date of Thursday morning. This makes it less likely you will miss deadlines if something comes up at the last minute.
4. Work on Difficult Tasks at Most Productive Times
Difficult tasks and projects need a lot of time devoted to them. Tasks you find more complicated will need you at your most productive.
If possible, schedule tackling these tasks for your most productive times. This may be first thing in the morning, after lunch, or during a time when the office is quiet, eliminating the chance of being interrupted, for example.
Get into the habit of setting deadlines for all tasks, whether they have a real deadline or not.
5. Create a Distraction List
A lot of people will think of other tasks they need to complete as they are completing another task. They may also think of ideas and solutions to problems as they work.
If this happens, it can be tempting to act on those thoughts, affecting productivity relating to the task you’re working on.
To deal with this, start a distraction list. As you work, add your “distractions” to this list to deal with later. Whether that be a reminder that you need to make a call later, an idea for another project, or anything else.
Then add these to your to-do list or handle them straight away once you have finished the task you are working on.
6. Minimize Interruptions
Being interrupted while working can drastically reduce productivity. Therefore, you need to do everything you can to minimize distractions.
Start by finding a workspace where you won’t be distracted such as an office that has a door you can close. If that isn’t possible, ask those around you not to disturb you when working on tasks that need the most focus.
You can also ask that co-workers email or message you instead of asking questions directly. Let them know that you’ll check messages every hour and will get to them promptly.
Turn off Notifications
This is especially important when working on complex tasks. Whether that’s notifications on your phone or notifications on your computer that appear when you get emails, texts, or calls. You could even put an out of office, saying that you will get back to anyone who emails in a few hours to limit the chance of follow up calls when you don’t reply instantly.
Doing this allows you to focus only on the task you're working on and also means that you won’t get distracted from your to-do list with tasks that come up in emails.
Consider Changing Your Schedule
If you get interrupted by lots of questions and requests during the day, consider working at times when fewer people are in office or actively working from home.
For example, if possible, start work an hour or two before others (and finish early) or come in later and work later, past when most people leave. This will give you an hour or so when nobody is around to distract you.
7. Streamline and Automate Tasks
Take some time to look at tasks you complete frequently. Think about ways these can be streamlined, automated, passed on, or even eliminated or merged with another task.
To help productivity make use of templates and automation as much as you can, for example using software that automates email follow-up.
You may also have some tasks that can be delegated to an employee with less on their plate, such as an intern, or to someone whose position is more appropriate for completing that task.
The main types of tasks to eliminate or pass on are “busy work” if in a relatively high-up position and tasks not really in your job description.
Additionally, look at increasing your typing speed. Increasing this by just a small amount can save a significant amount of time each day.
Pass off any tasks that are better suited to another employee to increase productivity and company efficiency.
8. Find Alternatives to Meetings
Meetings, whether internal or external, take up significant time and aren’t always productive.
Think about if a meeting is necessary. Could an in-person meeting be a quick call or video call instead? Does an internal meeting need to happen? Could an email or group chat via a workplace message platform work instead?
If you feel a meeting isn’t necessary, explain why to those involved. Suggest an alternative and explain the benefits of that alternative.
9. Improve Communication
Along with finding meeting alternatives, try to improve communication to reduce the number of emails you need to send. Put as much info as you can in emails and ask as many questions as possible. If it is a complicated matter, make a call instead to get information quickly.
Try to be upfront too, don’t give the option for back and forth. For example, if planning a meeting don’t say “What time works for you” or “Is this time ok?”
Send a time that works for you and then you'll only get continued correspondence if the time really doesn’t work for others involved. For example, say “Let's schedule the call for 8 am tomorrow. You can reach me at xxx”
10. Learn to Say No and Minimize Decision Making
Many people will say yes to everything they’re asked to do, especially in a work setting. To be productive, you need to get better at saying no to tasks that aren't related to your department or that you don’t have time for.
Along with saying no more, try to minimize decision making. Getting better at making quick decisions can do wonders for productivity.
Think about if each meeting is really necessary, finding alternatives where possible.
11. Set Up Your Workspace for Productivity
It has been proven that your work set-up can affect productivity. Having a workspace that motivates you, is organized, and offers minimal distractions can help increase productivity at work drastically. This includes being in an area with lots of natural light and having a comfortable chair and your desk and computer at an optimal height.
Some other things to keep in mind when designing your workspace for optimal productivity include:
Keep Clutter to a Minimum: working in an organized environment has positive psychological effects and makes it easy to find things, reducing time spent on tasks.
Work in a Place with Few Distractions: ideally, find a place to work with the least distractions, as discussed above. If you cannot find a quiet space to work, use noise-canceling headphones, and ask not to be disturbed when working on complex tasks.
Decorate Your Work Space in a Motivating Way: having a nicely decorated workspace that includes accessories that motivate and make you happy helps a lot. Adding plants to your workspace has also been proven to reduce stress and help productivity.
12. Recharge and Refresh
Managing your psychological health is very important to becoming more productive at work. Being tired and even burnt out will never help productivity.
As discussed, take all breaks offered to you throughout the day. Also, take all vacation days and try not to work on other days off like weekends or statutory holidays.
If you manage your schedule, set times that you’ll take off each week and stick to those. Make time for longer breaks a few times a year too.
Additionally, try to avoid working too much overtime (and set start and end of day times if self-employed.) Make time after work too for an activity you enjoy to destress and be ready to be productive the next day.
Check out our blog on creating a healthy work-life balance for some more tips!
In Conclusion
Becoming more productive at work doesn’t need to be difficult. Implementing these 12 easy tips will make all tasks less stressful and more enjoyable to complete.
An increase in productivity will also see you meeting deadlines, producing higher quality work, and getting more done within the same timeframe - benefits we can all agree are worth it!