I’m a content material author by evening and a Head of Partnerships by day, and in my world, being productive is all the pieces.
No scheduling or a scarcity of undertaking administration results in overdue articles, failed partnership alternatives, excessive stress, 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 publish, I’m sharing the seven finest productiveness methods which have grow to be 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 instances.
What are productiveness methods?
Productiveness methods are strategies and instruments that help you in getting issues performed effectively. They don’t do the give you the results you want, however they assist you to arrange and prioritize duties and your well-being, leading to extra productiveness at a given time.
As an example, productiveness methods assist you to with:
- Breaking down tasks into smaller, manageable steps.
- Focusing and avoiding distractions.
- Objective setting.
- Group and workflow.
Let’s discover the seven productiveness methods I take advantage of and the way they assist me.
7 Productiveness Programs to Simplify Your Workflow
1. The Pomodoro Approach
I’m merely in love with this technique for supercharging my productiveness once I battle to tug myself collectively and get issues performed. It immediately prompts my focus mode, and I grow to be so within the zone that nothing can distract me.
How does it work?
The Pomodoro Approach breaks your work into brief, targeted intervals (usually 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.
Additionally, seeing a timer counting down in your toolbar reinforces your willingness to finish a job throughout this time. It’s like your inside voice says, “Com’on, man, you may work for 25 minutes with out scrolling your Instagram.”
I take advantage of 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.
However typically, I don’t take breaks and easily proceed engaged on my job till it’s performed. And when the timer rings, I set one other one to remain targeted.
I additionally use Pomodoro for time-tracking once I work on a particular job to know my workload and time spent on job X.
It aids immensely in correct time estimation and undertaking administration.
Professionals:
- Helps you focus when it’s arduous 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 at all times useful.
Finest for: Anybody who desires to handle time higher and get extra performed in much less time.
My Verdict
At first, it was arduous 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 spotted 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.
I’ve not too long ago 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 essential.
I additionally love the piece by a instructor who shared how bullet journaling helped her overcome perfectionism. So, if you happen to’re chasing that elusive perfection, take a learn. 🙂
Every now and then, I take advantage of 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 tasks I can tackle.
For instance, I draft my schedule in a brilliant old school method in my paper pocket book. So, my bullet journaling often goes like this:
7:30 — get up
8:00 — yoga
10:00 — supply an overview for shopper X
11:00 — interview specialists for HubSpot’s article
13:00 — lunch break
14:00 — work for a charitable fund
17:30 — assembly
If you happen to’re not into old-school productiveness strategies, you may try digital options like Notion, Trello, Evernote, or Miro.
In my view, Miro is the good possibility as a result of it reminds you of a daily pocket book. It means that you can simply transfer objects and fosters creativity.
Professionals:
- Helps with customizable group.
- Assists in boosting creativity and aids prioritization.
- Supplies centralized job administration.
- Facilitates self-reflection.
Cons:
- Time-intensive maintenance.
- Threat of inconsistency.
Finest for: Creatives, visible thinkers, and people in search of customized group.
My Verdict
Bullet journaling is a observe many people have instinctively performed sooner or later in our lives. Let’s say for planning journeys, procuring, exercise routines, or comparable actions.
The trick is studying to do it extra systematically. Generally, I rely utterly on it. Different occasions, I take advantage of bullet journaling simply as a scratchpad when transferring info from paper to my undertaking administration apps.
3. Calendar Blocking
The most important problem folks typically face with their schedule is continually switching between duties. Calendar blocking is a time administration technique the place you allocate particular time slots in your calendar for various duties.
As an example, my workday earlier than calendar blocking may seem like this: I begin writing an article. Then, after half an hour, I leap 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 take advantage of Google Calendar and block time for particular duties. Every job will get its personal targeted time slot. Physician appointments, yoga, and studying additionally go to my calendar.
The end result? I get extra performed quicker.
Listed here are some ideas for profitable calendar blocking:
- Divide your day into chunks for particular duties.
- Be real looking about how lengthy duties will take; overestimate if uncertain.
- Schedule breaks to keep away from burnout; don’t overbook free time.
- Alter plans if wanted on account of sudden occasions.
- Evaluate and comply with your deliberate duties repeatedly.
- Think about using apps like Todoist and Google Calendar for higher group.
Professionals:
- Improved time administration.
- Enhanced focus.
- Diminished job switching.
- Clearer prioritization.
- Higher work-life steadiness.
Cons:
- Issue in adapting to adjustments.
- Potential for under-/overestimating job length.
Finest 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 evening or each Monday morning and making ready all the pieces up entrance.
But it surely’s positively price it.
4. Eat the Frog
“If you need 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 all the pieces else later will appear simpler.
Final yr’s examine discovered that utilizing this technique improves smooth expertise 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 nearly every single day.
Right here’s how I do it:
- I decide my frog first — a very powerful however not pressing job. I’m going with the one which wants lots of brainpower.
- I often choose a job I can end in 1 to 4 hours max.
- I cut up huge duties into smaller steps.
- I at all times deal with in the present day’s duties, not far-off ones.
- And eventually, I start my day by tackling my frog job first.
Professionals:
- Get robust duties performed first.
- Really feel much less confused.
- Handle time higher.
- Construct good habits.
Cons:
- Beginning with the toughest job might result in fatigue.
- It may result in overlooking time-sensitive issues.
Finest for: Anybody who prefers to cope with challenges upfront fairly than procrastinate or for anybody scuffling with procrastination in relation 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, atone for emails, and transfer on to at least one extra job.
I attempted doing it the opposite method round, however I simply couldn’t deal with anything whereas figuring out I had that huge job ready. So, for me, the “Eat the Frog” method is the one approach to go.
5. Undertaking Administration Practices
After I began freelancing, managing one or two tasks with out monitoring wasn’t too arduous. However as my workload grew, it grew to become not possible.
In the present day, 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, monitor progress, coordinate with my workforce, and ship outcomes.
I take advantage of Monday to plan and prioritize my weekly duties for a charitable fund’s work in a simplified Kanban visualization with “Backlog,” “In progress,” and “Executed” tabs.
What I like: Monday takes care of the undertaking administration necessities like subtasks, versatile statuses, homeowners and assignees, API integrations, and so forth.
As for Asana, I principally use it for shopper writing and search engine optimisation tasks. It’s so easy to get and assign duties, monitor undertaking progress, and talk with others by way of the platform.
Professionals:
- Centralize undertaking info for simple entry.
- Facilitate workforce communication and concept sharing.
- Aid you break tasks into manageable duties.
- Hold your workforce targeted 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 methods to use it would take time, however when you do, it turns into tremendous simple.
Finest for: People, groups, and tasks of all sizes. You should use it for small duties or large-scale initiatives.
My Verdict
Though I like utilizing my pocket book for bullet journaling, PM instruments assist hold my work below management with notifications, reminders, repeated duties, and so forth.
6. The Eisenhower Resolution Matrix
“I’ve two sorts of issues — the pressing and essential. The pressing aren’t essential, and the essential are by no means pressing.” – Dwight D. Eisenhower
The Eisenhower Resolution Matrix categorizes duties by significance and urgency. I take advantage of it to determine what to deal with, delegate, or discard.
You need to think about using the Eisenhower Matrix if you happen to’re typically busy however really feel your work lacks influence, battle with time for long-term objectives, or discover it arduous to delegate or say “no” (been there, performed that).
I not too long ago watched a YouTube video by Naomi from Todoist, the place she shared insightful tips about the Eisenhower Matrix:
[Video: Beginner’s Guide to the Eisenhower Matrix]
Right here’s how she explains every of those 4 classes:
- Quadrant 1 — essential duties needing pressing consideration.
- Quadrant 2 — essential duties for long-term objectives.
- Quadrant 3 — pressing duties that aren’t essential, typically simply busy work.
- Quadrant 4 — duties neither pressing nor essential, offering immediate 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 bettering my writing and analysis expertise for long-term progress.
- Quadrant 3. Generally, if I’m too busy, I let a dependable individual deal with skilled interviews for me.
- Quadrant 4. I attempt to keep away from spending an excessive amount of time on social media to remain targeted.
Professionals:
- Clear prioritization.
- Efficient time administration.
- Lengthy-term purpose alignment.
- Higher delegation.
- Diminished stress.
- Improved decision-making.
Cons:
- At first, it is perhaps robust to determine which duties are extra essential with a much bigger influence however much less urgency. After a number of practices, one will get used to the system and harvests tangible advantages.
Finest for: Organizing obligations; significantly useful for anybody who struggles with job 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 job demanded rapid consideration. My default mode was “ASAP” for all the pieces till I realized to categorize priorities and discern non-priority duties.
That’s what I realized due to The Eisenhower Resolution Matrix, and, in my view, 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 (often one to 4 weeks lengthy). In every dash, you set objectives and determine what duties to deal with. Then, you have got fast conferences known as stand-ups to examine progress and alter your work plan as wanted.
Kanban: There are not any sprints in Kanban. As an alternative, think about your duties on a board with columns labeled “Backlog,” “Doing,” “Evaluate,” and “Executed.”
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.
Right here’s how I do it:
Each Monday, I assessment my Backlog with concepts and duties which have appeared randomly all through the earlier week, assign priorities and due dates, create subtasks, and so forth.
Each Friday, I take a look at my board within the PM instrument Monday, a job supervisor, and analyze why I’m off schedule for some duties and methods to handle the trigger.
This helps me to be agile, full as many duties as match inside a piece week (realistically), and spot bottlenecks or roadblocks.
Professionals:
- Helps visualize workflows simply.
- Limits multitasking and improves focus.
- Encourages ongoing course of enchancment.
- Organizes tasks successfully with clear objectives.
- Fosters common workforce 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.
Finest for: Environments that worth flexibility and flexibility over strict timelines.
📍Notice: 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 plenty of progress on explicit tasks. I just like the steadiness the 2 methods carry to my work, which is essentially unbiased and distant.
What’s the most effective productiveness system?
Though each productiveness system has its deserves, my private favorites are:
- The Pomodoro Approach for conserving me targeted with 30-minute working sprints and 5-minute breaks.
- The Eisenhower Resolution Matrix for easy group of pressing and essential duties.
- Scrumban for normal progress check-ups.
Irrespective of which system you select, the one factor that issues is that it actually helps enhance your productiveness. I mix three of them each day, and I believe that’s the most effective method for finishing the roles to be performed, ideating new tasks, and monitoring my workforce’s progress.
Attempt a number of, see what suits and what doesn’t, and finally, you’ll discover your finest resolution to keep away from psychological blocks, demotivation, and burnout.
