I’m a content material author by night time and a Head of Partnerships by day, and in my world, being productive is the whole lot.
No scheduling or a scarcity of undertaking administration results in overdue articles, failed partnership alternatives, excessive strain, and stress. We’ve all been there, recovering from zero productiveness.
Productiveness methods assist develop a sustainable work-life steadiness and put together for working sprints when wanted.
On this submit, I’m sharing the seven finest productiveness methods which have change into a part of my routine, turning the day by day grind into an environment friendly workday. You’ll discover their professionals and cons and completely different use circumstances.
What are productiveness methods?
Productiveness methods are strategies and instruments that help you in getting issues carried out effectively. They don’t do the be just right for you, however they provide help to set up and prioritize duties and your well-being, leading to extra productiveness at a given time.
For example, productiveness methods provide help to with:
- Breaking down initiatives into smaller, manageable steps.
- Focusing and avoiding distractions.
- Aim setting.
- Group and workflow.
Let’s discover the seven productiveness methods I exploit and the way they assist me.
7 Productiveness Techniques to Simplify Your Workflow
1. The Pomodoro Method
I’m merely in love with this technique for supercharging my productiveness once I wrestle to tug myself collectively and get issues carried out. It immediately prompts my focus mode, and I change into so within the zone that nothing can distract me.
How does it work?
The Pomodoro Method breaks your work into quick, centered intervals (sometimes 25 minutes) adopted by breaks. It helps you keep sharp and motivated as a result of 25-minute chunks are simply digestible by your mind.
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Additionally, seeing a timer counting down in your toolbar reinforces your willingness to finish a activity throughout this time. It’s like your inside voice says, “Com’on, man, you possibly can work for 25 minutes with out scrolling your Instagram.”
I exploit the Marinara: Pomodoro Assistant Chrome extension to make the Pomodoro method simply accessible. 30-minute timers with a 5-minute relaxation — that’s my rule.
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However typically, I don’t take breaks and easily proceed engaged on my activity till it’s carried out. And when the timer rings, I set one other one to remain centered.
I additionally use Pomodoro for time-tracking once I work on a selected activity to know my workload and time spent on activity X.
It aids immensely in correct time estimation and undertaking administration.
Execs:
- Helps you focus when it’s laborious to start out working.
- Reduces procrastination.
- Much less again ache and fatigue.
- Higher planning for weeks and quarters.
- Extra accountability for duties.
- Fewer distractions — higher time administration.
- Constant motivation all through duties.
Cons:
- None. I’ve been utilizing this technique for ages, and it’s all the time useful.
Greatest for: Anybody who needs to handle time higher and get extra carried out in much less time.
My Verdict
At first, it was laborious for me to just accept the breaks. I used to be feeling like I used to be losing time throughout these durations. However then I noticed their energy — these breaks actually recharge me.
2. Bullet Journaling
A bullet journal, or so-called BuJo, is like a complicated diary that features writing and drawing. It’s organized with sections for day by day duties, calendars, notes, well being monitoring, and purpose setting.
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I’ve lately stumbled upon nice analysis exploring how bullet journaling impacts creativity and productiveness. The conclusion is that it doesn’t simply assist with staying organized but additionally with reflecting on what’s actually vital.
I additionally love the piece by a trainer who shared how bullet journaling helped her overcome perfectionism. So, when you’re chasing that elusive perfection, take a learn. 🙂
Infrequently, I exploit bullet journaling for planning my days, understanding how packed I’m, and carving out time for issues I like to do aside from my job. It is also helped me perceive what number of initiatives I can tackle.
For instance, I draft my schedule in a brilliant old style manner in my paper pocket book. So, my bullet journaling normally goes like this:
7:30 — get up
8:00 — yoga
10:00 — provide an overview for consumer X
11:00 — interview specialists for HubSpot’s article
13:00 — lunch break
14:00 — work for a charitable fund
17:30 — assembly
Should you’re not into old-school productiveness strategies, you possibly can try digital options like Notion, Trello, Evernote, or Miro.
For my part, Miro is the good choice as a result of it reminds you of a daily pocket book. It means that you can simply transfer gadgets and fosters creativity.
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Execs:
- Helps with customizable group.
- Assists in boosting creativity and aids prioritization.
- Supplies centralized activity administration.
- Facilitates self-reflection.
Cons:
- Time-intensive maintenance.
- Threat of inconsistency.
Greatest for: Creatives, visible thinkers, and people in search of personalised group.
My Verdict
Bullet journaling is a observe many people have instinctively carried out sooner or later in our lives. Let’s say for planning journeys, buying, exercise routines, or comparable actions.
The trick is studying to do it extra systematically. Typically, I rely fully on it. Different occasions, I exploit bullet journaling simply as a scratchpad when transferring info from paper to my undertaking administration apps.
3. Calendar Blocking
The foremost difficulty individuals typically face with their schedule is consistently switching between duties. Calendar blocking is a time administration technique the place you allocate particular time slots in your calendar for various duties.
For example, my workday earlier than calendar blocking may appear to be this: I begin writing an article. Then, after half an hour, I soar into a gathering. Subsequent, I transfer to my emails. Lastly, I get again to the article. Not efficient in any respect.
Todoist’s graphic completely explains my level:
For time blocking, I exploit Google Calendar and block time for particular duties. Every activity will get its personal centered time slot. Physician appointments, yoga, and studying additionally go to my calendar.
The end result? I get extra carried out quicker.
Listed here are some ideas for profitable calendar blocking:
- Divide your day into chunks for particular duties.
- Be practical about how lengthy duties will take; overestimate if uncertain.
- Schedule breaks to keep away from burnout; don’t overbook free time.
- Modify plans if wanted because of surprising occasions.
- Overview and observe your deliberate duties repeatedly.
- Think about using apps like Todoist and Google Calendar for higher group.
Execs:
- Improved time administration.
- Enhanced focus.
- Diminished activity switching.
- Clearer prioritization.
- Higher work-life steadiness.
Cons:
- Problem in adapting to adjustments.
- Potential for under-/overestimating activity length.
Greatest for: Anybody with a number of duties and commitments to arrange.
My Verdict
Calendar blocking organizes your working and free time and permits you to not get misplaced in a number of duties on the similar time. The most important problem might be sitting down on Sunday night time or each Monday morning and getting ready the whole lot up entrance.
Nevertheless it’s positively value it.
4. Eat the Frog
“If it’s important to eat a stay frog, do it very first thing within the morning, and nothing worse will occur to you for the remainder of the day.” – Mark Twain
This quote explains what the Eat the Frog method is all about. Do the toughest factor first, and the whole lot else later will appear simpler.
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Final 12 months’s examine discovered that utilizing this technique improves delicate abilities and helps fight procrastination, resulting in long-term advantages for profession and life.
I completely agree with that and implement the Eat the Frog technique virtually day by day.
Right here’s how I do it:
- I decide my frog first — an important however not pressing activity. I’m going with the one which wants a number of brainpower.
- I normally choose a activity I can end in 1 to 4 hours max.
- I break up large duties into smaller steps.
- I all the time deal with right this moment’s duties, not far-off ones.
- And eventually, I start my day by tackling my frog activity first.
Execs:
- Get robust duties carried out first.
- Really feel much less pressured.
- Handle time higher.
- Construct good habits.
Cons:
- Beginning with the toughest activity might result in fatigue.
- It may result in overlooking time-sensitive issues.
Greatest for: Anybody who prefers to take care of challenges upfront reasonably than procrastinate or for anybody combating procrastination relating to troublesome duties.
My Verdict
After I’ve received these robust duties to chew (those that want tons of focus, numbers, and analysis), I make them my high precedence within the morning. As soon as I’ve tackled that, I can loosen up with a cup of espresso, compensate for emails, and transfer on to at least one extra activity.
I attempted doing it the opposite manner round, however I simply couldn’t deal with anything whereas figuring out I had that large activity ready. So, for me, the “Eat the Frog” method is the one method to go.
5. Challenge Administration Practices
After I began freelancing, managing one or two initiatives with out monitoring wasn’t too laborious. However as my workload grew, it turned unimaginable.
Immediately, I can’t think about my work routine with out undertaking administration instruments — Monday and Asana are my productiveness lifelines.
They assist me break duties down, set deadlines, observe progress, coordinate with my group, and ship outcomes.
I exploit Monday to plan and prioritize my weekly duties for a charitable fund’s work in a simplified Kanban visualization with “Backlog,” “In progress,” and “Completed” tabs.
What I like: Monday takes care of the undertaking administration necessities like subtasks, versatile statuses, house owners and assignees, API integrations, and so on.
As for Asana, I principally use it for consumer writing and search engine optimization initiatives. It’s so easy to get and assign duties, observe undertaking progress, and talk with others by means of the platform.
Execs:
- Centralize undertaking info for simple entry.
- Facilitate group communication and concept sharing.
- Enable you break initiatives into manageable duties.
- Preserve your group centered and productive.
- Present real-time knowledge on undertaking progress.
- Automate duties for streamlined workflows.
Cons:
- I see nothing however advantages to utilizing undertaking administration software program. Studying easy methods to use it’d take time, however when you do, it turns into tremendous simple.
Greatest for: People, groups, and initiatives of all sizes. You should utilize it for small duties or large-scale initiatives.
My Verdict
Though I like utilizing my pocket book for bullet journaling, PM instruments assist maintain my work beneath management with notifications, reminders, repeated duties, and so on.
6. The Eisenhower Determination Matrix
“I’ve two sorts of issues — the pressing and vital. The pressing are usually not vital, and the vital are by no means pressing.” – Dwight D. Eisenhower
The Eisenhower Determination Matrix categorizes duties by significance and urgency. I exploit it to resolve what to deal with, delegate, or discard.
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It’s best to think about using the Eisenhower Matrix when you’re typically busy however really feel your work lacks affect, wrestle with time for long-term objectives, or discover it laborious to delegate or say “no” (been there, carried out that).
I lately watched a YouTube video by Naomi from Todoist, the place she shared insightful recommendations on the Eisenhower Matrix:
[Video: Beginner’s Guide to the Eisenhower Matrix]
Right here’s how she explains every of those 4 classes:
- Quadrant 1 — vital duties needing pressing consideration.
- Quadrant 2 — vital duties for long-term objectives.
- Quadrant 3 — pressing duties that aren’t essential, typically simply busy work.
- Quadrant 4 — duties neither pressing nor vital, offering prompt however no lasting satisfaction.
And right here’s how I apply this method in my day-to-day work:
- Quadrant 1. I prioritize assembly tight deadlines for articles.
- Quadrant 2. I dedicate time to enhancing my writing and analysis abilities for long-term progress.
- Quadrant 3. Typically, if I’m too busy, I let a dependable individual deal with professional interviews for me.
- Quadrant 4. I attempt to keep away from spending an excessive amount of time on social media to remain centered.
Execs:
- Clear prioritization.
- Efficient time administration.
- Lengthy-term purpose alignment.
- Higher delegation.
- Diminished stress.
- Improved decision-making.
Cons:
- At first, it is likely to be robust to resolve which duties are extra vital with an even bigger affect however much less urgency. After a number of practices, one will get used to the system and harvests tangible advantages.
Greatest for: Organizing obligations; significantly useful for anybody who struggles with activity prioritization, time administration, or decision-making.
My Verdict
The sense of urgency posed the best problem throughout my digital advertising profession. It felt like each activity demanded speedy consideration. My default mode was “ASAP” for the whole lot till I realized to categorize priorities and discern non-priority duties.
That’s what I realized because of The Eisenhower Determination Matrix, and, for my part, it’s one of many finest productiveness methods on the market.
7. Kanban and Scrum Strategies
To be tremendous productive throughout a workweek, I mix simplified Scrum and Kanban methodologies.
Scrum: You’re employed briefly bursts known as sprints (normally one to 4 weeks lengthy). In every dash, you set objectives and resolve what duties to deal with. Then, you have got fast conferences known as stand-ups to examine progress and modify your work plan as wanted.
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Kanban: There are not any sprints in Kanban. As a substitute, think about your duties on a board with columns labeled “Backlog,” “Doing,” “Overview,” and “Completed.”
As you’re employed, you shift duties between columns. It helps you visualize your workflow, restrict work in progress, and deal with finishing duties one after the other.
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Right here’s how I do it:
Each Monday, I overview my Backlog with concepts and duties which have appeared randomly all through the earlier week, assign priorities and due dates, create subtasks, and so on.
Each Friday, I take a look at my board within the PM software Monday, a activity supervisor, and analyze why I’m off schedule for some duties and easy methods to tackle the trigger.
This helps me to be agile, full as many duties as match inside a piece week (realistically), and spot bottlenecks or roadblocks.
Execs:
- Helps visualize workflows simply.
- Limits multitasking and improves focus.
- Encourages ongoing course of enchancment.
- Organizes initiatives successfully with clear objectives.
- Fosters common group communication and collaboration.
- Facilitates adaptation to altering undertaking wants.
Cons:
- A scarcity of outlined deadlines might result in delays.
- Rigidity in dash timelines (Scrum) might trigger stress.
Greatest for: Environments that worth flexibility and flexibility over strict timelines.
📍Observe: Implementing the 2 methods at a time is known as Scrumban.
My Verdict
Combining these two strategies helps me visualize what I’ve to do within the Kanban board, whereas the Scrum sprints assist me to make a number of progress on explicit initiatives. I just like the steadiness the 2 methods carry to my work, which is basically unbiased and distant.
What’s the perfect productiveness system?
Though each productiveness system has its deserves, my private favorites are:
- The Pomodoro Method for holding me centered with 30-minute working sprints and 5-minute breaks.
- The Eisenhower Determination Matrix for easy group of pressing and vital duties.
- Scrumban for normal progress check-ups.
Irrespective of which system you select, the one factor that issues is that it really helps enhance your productiveness. I mix three of them each day, and I feel that’s the perfect method for finishing the roles to be carried out, ideating new initiatives, and monitoring my group’s progress.
Attempt a number of, see what matches and what doesn’t, and in the end, you’ll discover your finest resolution to keep away from psychological blocks, demotivation, and burnout.
