How To Be More Productive: 9 Proven Tips To Boost Motivation
I’ve been decluttering and living slow for years. I know the power of a well-curated wardrobe and the satisfaction of a well-organized kitchen drawer.
But when I sat down at my desk, it was a different story. I was flooded with endless notifications, an ever-growing inbox and a to-do list of busywork that just kept getting longer no matter what I did.
I tried all the hacks and self-help books. But I just couldn’t focus for very long without getting distracted by yet another trivial rabbit hole or yet another stream of back-and-forth emails.
And here’s the irony: my schedule was packed. But it didn’t really feel like I was getting anything meaningful done.
Because just because you’re busy doesn’t actually mean you’re moving the needle. Just because your calendar is full doesn’t mean you’re productive.
But everything changed when I set priorities and eliminated busywork to focus on work that really matters.
Now I get far more done in far less time.
And isn’t that the whole point of productivity?
Here is my ultimate list of productivity hacks and mindset shifts that help you cut out the busywork and get more done.
1) Prioritize focused work
The eight-hour workday was popularized by Henry Ford based on the optimal running-time for assembly lines.
It’s not a research-based model for optimal productivity. The eight-hour day is simply how factories were best run.
Studies show that most people are capable of 4 or 5 hours of focused work a day.
Though in your average office you’re often lucky to get an hour (especially if it’s an open plan office with constant interruptions from coworkers).
The truth is: humans work best in intervals of 90 minutes followed by a 20-30 minute break.
And the quality of your work is far more important than the number of hours you spend in an office chair.
So what can you learn from those productivity studies to actually use in your work day?
Your goal is a few hours of focused work without distractions. Not more working hours.
Key takeaway: Set aside an hour to focus on one single task. And woWrk on it without checking your emails, notifications and social media feeds.
2) Free yourself from your inbox
Check your emails at the start of the work day.
If there’s nothing that needs an urgent reply, then dive into some deep work focused on a meaningful goal.
There’s hardly ever an email that requires an immediate response. And just because your phone pings doesn’t mean you have to drop everything to answer.
Set yourself a timer for an hour and get to work on a priority project.
Overwhelmed? Divide the task into manageable chunks and just do that first little task on your list.
That sense of accomplishment first thing in the morning sets the tone for your entire day.
Key takeaway: Don’t use your inbox for distraction or procrastination. You don’t have to check your emails every few minutes.
3) Know your true purpose
Don’t let the busyness of the daily grind keep you from asking deeper questions about the bigger picture and your ultimate goals.
When you’re not very motivated (and just struggling to keep up), take a moment to reevaluate your current path. Is it really where you want to be going?
Key takeaway: Knowing your purpose helps you identify your priorities. Once you lock in your priorities, you can spend more time on work that actually moves you towards your highest goals.
This is the first crucial step towards letting go of busywork that doesn’t advance you towards your actual goals.
4) Work in time blocks
Schedule your entire work day into blocks of time instead of long to-do lists.
This small shift will double your productivity and help you prioritize essential tasks.
Key takeaway: Divide your workday into blocks of time that are each assigned a specific task. For example, 10-11am is for drafting a project proposal – and nothing else.
How to time block:
- Make a list of your top 3 most important tasks that actively move you towards your goal.
- Estimate how long they will take and plug them into a block of time in your weekly planner.
- Spend one block of time on a project and work on that without checking your messages. Once that time is up, take a break and move on to your next block.
Time blocking gives you a sense of accomplishment and keeps you focused instead of chasing emails.
Time blocking is also an effortless way to know what to work on at any given hour.
You’re not wasting your time feeling overwhelmed, not knowing where to start and then finding more busywork to distract yourself.
Time blocking also helps you maximize your time. You’ll learn what tasks to group together and what time of day is best to tackle the most challenging projects (when the office is quiet, when you have the most energy).
5) Write a “got done” list
Ditch your daily to-do list and replace it with a list of weekly priorities.
A to-do list often turns into an overwhelming and non-specific mess of tasks.
A list of priorities separates the essentials from the busywork and anything else that can be cancelled, delegated or postponed.
Look back at the end of the day and make a quick mental note of everything you accomplished. You’ll see that even on those hectic and messy days, there’s always something that moved forward.
Key takeaway: Look back on your day and name those small accomplishments that you’re not giving yourself enough credit for.
6) Limit your screentime
Take a break from doomscrolling whenever you feel overwhelmed and anxious.
Social media is one of the worst way to relax in your free time. It makes you more anxious and gradually kills your attention span and your ability to focus.
Download a screen time tracker because you’re probably not even aware of how many hours you’re spending online.
Key takeaway: Limit your screentime and you’ll be amazed at the hours that free up in your day.
It’s not easy to log off when you’re addicted to your smartphone.
But set it aside an evening and get busy with something else you really love. You’ll be amazed at how little you miss your phone once you get into the habit of picking up your analog hobbies instead of your smartphone.
7) Avoid multitasking
I used to write “great at multitasking” on my resumes when it was widely recognized as an essential skill.
But studies now show that groups who smoked a joint and then completed a series of tasks actually focused better than those who multitasked.
This means multitasking is about as efficient as working under the influence.
Multitasking lowers your focus and makes you more prone to mistakes.
When you’re jumping from one thing to the next, it only gives you the illusion that you’re getting more done.
Key takeaway: focus on one task at a time. Even if it feels counter-intuitive, single-tasking vastly improves your productivity.
8) Enjoy the process
If you’re like many people and don’t really like your job, remind yourself of the good things about it – however few.
There’s always something to appreciate even if your current role is just a stepping stone towards your dream job.
Everything is a learning experience when you shift your perspective.
9) Take meaningful breaks
I used to struggle to step away from my desk even for lunch. I got so engrossed in my work that I didn’t finish until hunger pangs or headaches forced me to stop.
But constantly skipping breaks actually slows you down.
Meaningful breaks actually boosts your creativity and strengthen your focus when you return to work.
Breaks give you time to pause and come up with out-of-the-box solutions.
“Slow thinking is intuitive, woolly and creative. It is what we do when the pressure is off and there is time to let ideas simmer on the back burner,” Carl Honore writes in his book In Praise of Slow. “It yields rich, nuanced insights and sometimes surprising breakthroughs.”
Read next:
How To Do A Digital Detox That Actually Sticks
15 Things To Do In The Morning (Instead Of Scrolling)
How To Finally Start Journaling (4 Proven Hacks)
Reclaim your life from the digital noise.
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