Life is constantly presenting us with new to-do list items. Tasks for work/school, family, social life, home, personal goals, the list goes on. With the massive overwhelm we often face, productivity can be a challenge. But what if you could whiz through your tasks just a little more smoothly? I’ve got some strategies for you to try, which should help you knock off your to-do list items more efficiently! Without further ado, let’s get into them!
1- When presented with a new to-do list item, either get to work on it then and there OR schedule a time in the near future to work on it.
When possible, it’s always helpful to face a task head-on right away. This is especially beneficial (and doable) if the task arises at a time when your to-do list is relatively short. When a couple of days can make the difference between having 3 to-do list items and having 10, wouldn’t you rather get those 3 done before the other 7 pop up? If you can complete a task immediately upon receiving it because your schedule allows for it, amazing! If not, at least aim to find an upcoming time that works for you (and meets the deadline if there is one) to complete it. Either way, make it a point not to let the task hover over your head without a plan for it.
If you schedule a time for it in advance, be sure to leave yourself wiggle room. In other words, avoid scheduling it for a day before the deadline if you can schedule it for a week before. That way, if you’re unexpectedly unable to complete it at your scheduled time, you have plenty of time to make up for it. There’s nothing like having to complete an overwhelming task at the last minute. Contrastingly, there’s nothing more gratifying than finishing that type of task long before its due date. If you’d like more insight and tips on combatting procrastination, one of my earliest blog posts, 5 Reasons Why We Procrastinate + How to Overcome Each One is perfect for you!
2- Utilize time-blocking.
I’ve mentioned this in other blog posts, but it’s right on topic, so here we go again! Carving out a designated block of time for each task should help you approach the task with greater focus and commitment. Knowing exactly what you’re scheduled to do at a given time leaves no room for wondering or procrastinating. Also, if you give yourself more time than you end up needing, you have extra time for the next task! This creates a domino effect, leaving you with more time by the end of the day for yourself. That’s not to say that you need to give yourself way more time than you know you’ll need. However, too much time is better than not enough. Ultimately, aim to be realistic, while again, giving yourself some wiggle room.
3- Consider what times of day and/or days of the week are most conducive to what tasks.
For instance, maybe you have the most physical energy in the morning, in which case, that’s when you should aim to schedule your workouts. Maybe you’re the most creative on weekday evenings, making them the perfect times to work on creative projects. Whatever the case may be, this is a matter of knowing yourself. The more you know what works for you, the better you can accommodate yourself, which will set you up for success!
That’s not to say you’ll always be able to work things around these variables. Sometimes tasks are more urgent or need to be done more consistently in order to see results, which may require you to step outside your preferred times / days. However, when you can accommodate yourself without it derailing your goals / progress, why shouldn’t you? Struggling with productivity usually isn’t a result of laziness. Often times, it’s due to an inefficient schedule. The solution could be as simple as reworking your schedule to make it work for you. Once you do that, watch how much more you’re able to get done. Just as importantly, watch how successfully you’re able to get said tasks done!
4- Try to eliminate distractions as much as possible.
While you can’t always avoid all distractions, take control of whichever ones you can. Some examples: going into a quiet room, putting on noise-cancelling headphones, putting your phone on DND, etc.
Also, if mental distractions are preventing you from being productive, it may be best to wait until they wear off. Granted, if this is your last chance to get the task done in time, that may not be an option. (Hence why I said in #1, aim to leave yourself lots of time!). In that case, if possible, try to let the task distract you from whatever those mental distractions are. For instance, if you just had an argument that’s fresh on your mind, try to get lost in the task for a little while. Not only are you getting the task done, but hopefully, you’re taking your mind off of what’s bothering you, giving you a much-needed mental reset.
5- Know when to multitask vs. when not to.
Depending on the tasks at hand, trying to do multiple at once can be distracting. As per #4, our goal is to eliminate distractions, not create them! However, there are some combinations of tasks that can easily be done simultaneously. To name an example, listening to a podcast and doing dishes. Listening to a podcast requires your mind to be focused but doesn’t require anything of you physically. Doing dishes is a physical act, but it’s relatively mindless. So, each task calls on its own part of you, and the two can be done in synch! Contrarily, juggling two tasks that both require physical and/or mental efforts might not be a great idea. Ultimately, it should be fairly clear upon examining a set of tasks whether or not multitasking is efficient.
6- Write things down in an organized fashion.
Wanna know what else is gratifying, aside from getting things done in advance? Getting to cross off or delete them from your to-do list! Alternatively, wanna know what will hinder your productivity? Forgetting what’s on your to-do list or what you planned on doing at a given time, because you relied solely on your memory. There’s no need to let yourself forget when you can write it all out. You can also put the tasks in groupings based on importance, time sensitivity, and/or category (ex: school, work, home, etc.). All of this will help you see your agenda more clearly, leading you to get more done!
7- Don’t let yourself burn out.
As great as it is to get lots done, you don’t want to overexert yourself. Your physical, mental, emotional, and creative energies are all precious. Burning out will prevent you from continuing to be productive, which obviously defeats the theme of this post. More importantly, your health (whether physical, mental, etc.) could take a toll. That’s why, just like #3 points out, it’s crucial to know yourself. Know how much is too much for you. Know how much rest and sleep you need to recharge. Honor your needs, as both your health (top priority) and your productivity will thank you for it!
The bottom line…
Hopefully putting these tips into action will make you be—and feel—more productive! As per a key theme among these tips, productivity doesn’t require a one-size-fits-all approach. Most items on this list can be customized to your unique needs, circumstances, preferences, etc. As you work on boosting your productivity, be patient and kind with yourself. Experiment with new strategies, and see what works for you. You’ve got this!