These 4 Tested Productivity Tips Actually Work

According to Microsoft's 2023 Work Trend Index Report, around 2 in 3 employees don't have enough time or energy to get their work done. During lockdown, many of us struggled with productivity and what people started to call "pandemic brain." Those productivity challenges have continued in the post-pandemic world. So if you've found your attention span is shorter and it isn't as easy to concentrate, you are not alone.

As a freelancer, there is a direct correlation between the amount I get done and the amount of money in my bank account. If you work full time, increased productivity can also impact your personal finances. Being productive can mean a better chance of scoring a promotion, pay rise, or more time for your passion projects. Plus, being unproductive is frustrating and can be stressful.

Here are four productivity hacks I've found success with in recent months.

1. Plan out time for big tasks

Emails, text messages, and phone calls are important. But if you let them, they drown out other important but less urgent tasks. Let's say you have a big presentation to prepare, a budget to make, or a piece of planning to do. Block out concentration time so you can get those important things done.

I love the way FranklinCovey illustrates this: Imagine you have a big jar. You need to make six large stones and a pile of sand fit into the jar. If you start by filling the jar with the sand (the smaller tasks), you'll never be able to fit in the stones (the bigger tasks). If instead, you put the big stones in first and pour the sand around them, there's space for everything. Map out your big tasks each day and week, and prioritize them over the little ones.

2. Use focus mode on your phone and computer

I use focus mode every day. It temporarily silences my notifications so I don't get interrupted by calls or messages. You can customize it and set up exceptions for certain people or apps, either temporarily or permanently. For example, when I'm trying to finish up my taxes, I add my accountant to the exception list so I will receive his messages no matter what.

Experiment to see what works best for you. If you work in logistics, you might not be able to switch off notifications for long periods of time. But in many walks of life, shutting off notifications for set periods of time can make a dramatic difference to your productivity.

3. Take breaks

It feels counterintuitive to walk away from your computer when you're falling behind or want to get more done. However, a number of studies show that regular breaks are key to productivity. For example, one recent Slack survey found that half of all desk workers rarely take breaks during the day, making them 1.7 times more likely to burn out. It showed colleagues who take breaks are better able to manage stress and scored 13% higher for productivity.

If you are wondering how to take more breaks, you won't be surprised to learn there's an app for that. Both an app and a technique in fact. I've been using the Pomodoro Technique for the past few months, and it was a game changer in my productivity quest. It may sound like a type of pasta dish (it is Italian for "tomato"), but the name comes from the tomato-shaped timer that student Francesco Cirillo used to track his study times.

It breaks down your workday into 25 minute sections, with small breaks. I use the Pomofocus site, but any timer, including the one on your phone, will do. Work on one task until the timer pings. You then take a five-minute break. After four 25-minute work segments, you take a longer 15-minute break.

You can play with the timings to find your concentration sweet spot. The thinking behind 25 minutes is that it's relatively short, which feels achievable and promotes focus. What's important is that you ignore all other distractions during your work slot. I keep a notepad by my computer to jot down any ideas or tasks I want to come back to later.

4. Find your flow

After months where I felt like I never got enough done, I took drastic action. I tracked my time in half-hour increments for two weeks. I learned two important lessons:

• I am over-ambitious in what I want to achieve each day. I thought I was being unproductive, but in fact I was unrealistic in what I thought I could get done. By reducing my expectations, I was able to increase my productivity.
• I concentrate better between 6am and 9am. I achieve very little between 2 p.m. and 4 p.m. I am lucky in that I have a lot of control in how I plan my day. Knowing when I am more able to concentrate means I can use those sluggish afternoon hours to exercise, do admin, or make phone calls.

Everybody is different, which is why it's worth doing this exercise. You may be surprised to learn where your time really goes.

Be kind to yourself

Productivity and focus are more than workplace buzzwords. They help us live more fulfilling lives and mean we have more energy for other important things, such as managing our savings accounts and investments. Practicing mindfulness, making lists, and regular exercise are other great ways to improve your concentration.

If you're struggling to get everything done, try not to be harsh on yourself. Instead, break things down into manageable chunks and use some of the tips above to get back on track.